Prepared for 4 Points — Commercial & retail — shopping centers and strips, mostly NNN leases · Rent Manager.
Prepared by David Laskin · PM Automations.ai · david@hyprassistants.com
Each build in this proposal is self-contained — start with one, add others later, or take the set. Every price is fixed; overruns are on the vendor.
The monthly utility-variance review is manual — and the team member who ran it just left.
Audit season (February–April) turns into a multi-week hunt for a year of invoices per tenant request.
20–40 maintenance emails a day, each needing a tenant-vs-landlord call against the lease before anyone can act.
Utility spikes surface late — one account ran roughly three times normal before it was caught.
Who-pays-for-what lives lease by lease — NNN splits vary, so every triage means opening the lease.
| Where the money goes today | Annual cost |
|---|---|
| Utility variance review (vacated seat)Monthly bill review — Line-by-line review across 50–100 provider accounts ≈ 10–20 hrs/mo × $35–45/hr loaded · review described on the call; hours estimated | $4,200–$10,800/yr |
| Audit invoice compilationFebruary–April audit season — Pulling, organizing, and indexing a year of invoices ≈ 40–80 hrs/season × $35–45/hr · annual chore described on the call; hours estimated | $1,400–$3,600/yr |
| Maintenance email triage & draftingDaily inbox — 20–40 emails/day × 5–8 min to identify, read the lease, and draft ≈ 8–20 hrs/wk; drafting and routing automated, staff approve — ~60% saved · client's own volume figure (call) × market loaded rate | $8,700–$28,000/yr |
| Utility overspend caught early (recovered cost)Flagged anomalies — One account ran ~3× normal before it was caught; month-one detection recovers or avoids a share of such spikes · client's own example (call); band estimated | $1,000–$5,000/yr |
| Left on the table, every year it stays manual | $15,300–$47,400/yr |
All figures are directional estimates, not guarantees, and sit expressly outside the satisfaction guarantee. Estimates, to be trued up against real bill volumes and inbox counts after the first month of live sync.
| Build | Fixed price |
|---|---|
| Rent Manager Sync Spine Phase 1 — start hereEvery report and workflow needing its own slow, fragile pull from the live Rent Manager API. | $11,400 |
| Utility Variance Tracker Phase 1 — start hereA manual monthly bill review with no one left to run it. | $4,400 |
| ↳ Recommended Phase 1 — Rent Manager Sync Spine + Utility Variance Tracker | $15,800 |
| Audit Invoice CompilerThe February–April invoice-compilation marathon. | $3,200 |
| Lease-Aware Email Maintenance TriageA 20–40-email-a-day inbox where every message needs a lease read before anyone can act. | $7,900 |
Fixed-price builds at AI-assisted speed — one price per build (the upper bound), and the signed price is final. The next slides walk each build; pricing options follow.
Everything rides on one foundation: a nightly sync that mirrors Rent Manager — properties, units, tenants, leases, ledgers, bills, work orders — into a private database, with every bill's invoice scan cached alongside it. Workflows read from the mirror, so reports run in seconds and the live Rent Manager API is never strained. The maintenance mailbox connects the same way, and a review dashboard shows sync health at a glance.
The headache it kills: Every report and workflow needing its own slow, fragile pull from the live Rent Manager API.
| Phase | Hours | Price |
|---|---|---|
| Groundwork — scaffold, database, job queue, secrets | 6h | $1,052 |
| Rent Manager API client + rate governorToken auth, query builder, automatic throttling on rate headroom. | 10h | $1,754 |
| Delta-sync engine (all entities, nightly + on-demand) | 16h | $2,806 |
| Invoice document cacheEach bill's scan fetched once, stored, deduplicated by hash. | 8h | $1,403 |
| Maintenance-mailbox connection (Microsoft 365) | 8h | $1,403 |
| Review dashboard shell + Sync Health | 12h | $2,105 |
| Hardening & acceptance | 5h | $877 |
| Total — fixed | 65h | $11,400 |
Every utility account's bill history is tracked month over month, with billing cadence detected automatically so a quarterly bill never reads as a spike. Any account moving more than the configured threshold — 10% by default — is flagged with a plain-English note on whether the move looks seasonal or needs a look. A monthly report and a review queue replace the manual line-by-line pass, and unmapped account numbers surface in a cleanup queue instead of vanishing.
The headache it kills: A manual monthly bill review with no one left to run it.
One fixed price — overruns are on the vendor.
| Build (MVP) | 11h |
| Testing & edge-cases | 14h |
An audit request becomes a form: pick the properties, expense categories, and year, and the compiler assembles every matching invoice from the document cache into one bookmarked PDF with an Excel index that ties back to the ledger. Anything missing its scan is listed on an exceptions page rather than silently dropped. What took days each audit season completes in seconds.
The headache it kills: The February–April invoice-compilation marathon.
One fixed price — overruns are on the vendor.
| Build (MVP) | 8h |
| Testing & edge-cases | 10h |
Each lease is read once and distilled into an approved responsibility matrix — which issues are the tenant's, which the landlord's, with the exact clause cited. Inbound maintenance emails are matched to their tenant and lease; tenant-responsibility issues get a drafted reply citing the clause, landlord issues become a drafted Rent Manager work order. Emergencies and anything uncertain escalate to a person immediately, no reply sends without an approved clause citation, and staff approve every send and every write until trust is earned.
The headache it kills: A 20–40-email-a-day inbox where every message needs a lease read before anyone can act.
| Phase | Hours | Price |
|---|---|---|
| Issue taxonomy & escalation rules | 3h | $527 |
| Lease extraction — responsibility matrix per leaseEach lease read once; extraction includes the exact clause text and location. | 12h | $2,106 |
| Matrix review workflow (one-time human approval per lease) | 4h | $702 |
| Triage state machine (classify → identify → categorize → decide) | 16h | $2,809 |
| Work-order write to Rent ManagerIdempotency-keyed — retries never double-create. | 5h | $878 |
| Seeded-mailbox testing & hardening | 5h | $878 |
| Total — fixed | 45h | $7,900 |
An interactive preview of the platform this proposal describes — the modules below, populated with sample data, clickable end to end.
Every price below is fixed — if a build runs over its estimate, the overage is on the vendor. Payment is owed only against accepted checkpoints; work that does not do what this document says it does is corrected at no charge before its invoice is issued.
Everything is billed at the standard rate of $175/hour, as a fixed price per build.
One-time, owned in perpetuity. Invoiced against accepted milestones — the schedule follows on the next page. Includes three months of post-delivery troubleshooting; support beyond that window is available at the standard hourly rate.
Lower cash up front — one setup payment on signing, then a flat ongoing monthly subscription with hosting, monitoring, and support always included. Cancel anytime — access ends at the close of the paid month, with a complete export of the client's data provided at no charge.
At the conservative floor of the cost-of-doing-nothing table alone, the $15,800 Phase 1 pays for itself in about 12 months.
| Acceptance milestone | Value |
|---|---|
| M1 — Kickoff & integration verificationSigned acceptance received; system access confirmed and integration paths verified | $3,200 |
| M2 — Rent Manager Sync Spine liveAccepted running on live portfolio data against the criteria in the build table | $9,100 |
| M3 — Utility Variance Tracker liveAccepted running on live portfolio data against the criteria in the build table | $3,500 |
| Invoice | Amount |
|---|---|
| 1 — KickoffAcceptance of M1 (non-refundable) | $3,200 |
| 2 — Core liveAcceptance of M2 | $6,300 |
| 3 — FinalAcceptance of the final milestone and the full selected scope | $6,300 |
Invoices are net-15 and sum exactly to the $15,800 recommended scope. An optional build selected on the acceptance page adds its own milestone and invoice on the same terms. Under the subscription option, the setup payment is due at kickoff in place of this schedule.
| Build | Own it outright | Subscription (setup + /mo) |
|---|---|---|
| Rent Manager Sync Spine | $11,400 | $3,705 + $618/mo |
| Utility Variance Tracker | $4,400 | $1,430 + $238/mo |
| Audit Invoice Compiler | $3,200 | $1,040 + $173/mo |
| Lease-Aware Email Maintenance Triage | $7,900 | $2,568 + $428/mo |
Subscription: the build price carries a 30% service charge covering hosting, monitoring, and support — billed as 25% setup on signing plus a flat ongoing monthly. Bug fixes, troubleshooting, and a small monthly allowance of tweaks are always included. No fixed term; cancel anytime — access ends at the close of the paid month, with a complete data export provided at no charge.
These third-party service costs are billed exactly at the provider's charge — no markup. Items marked volume-dependent scale with usage.
| Item | Est. monthly | Volume-dependent |
|---|---|---|
| Hosting & database (application, mirror database, document storage, job queue) | $15–$40/mo | No |
| AI processing (email triage, one-time lease extraction, report narratives) | $15–$60/mo | Yes |
Confirming opens a pre-filled email to David Laskin recording the selection — the countersigned acceptance page in the accompanying document completes the engagement. Selections here are not binding.
The confirmation email is ready in your mail app — press send to deliver it.
Builds are selected and confirmed on the acceptance page accompanying this proposal — or interactively on the hosted version at proposal.4points.pmautomations.ai.
David Laskin · PM Automations.ai · david@hyprassistants.com · proposal valid through Tue, Aug 4, 2026
Future automations worth scoping once the builds above are live. Indicative only — expressly outside the signed scope, never on the acceptance checklist.
Phone already rolls to voicemail into the maintenance inbox; a voice agent answers live, triages against the same lease matrix, and opens work orders — extending the triage spine from email to calls.
$3,000–$8,000 indicative, non-binding