Prepared for OptimumProp — ~1,500+ units · Rent Manager (power user; integrations in use: Findigs, Butterfly MX, FCO, Avid, Zego, Savant, Blue Moon).
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.
Inventory and purchasing have no tracking at all — no view of what comes into a depot, what goes out, what it was used for, or whether a portfolio is over budget.
Material is bought in bulk into per-portfolio depots (plus a shared Jersey City depot) and pulled by supers on pen-and-paper, never tied to a unit or work order — so cost can't be allocated.
Accountability is wanted top-down at the maintenance-director and portfolio level: meter each portfolio's R&M against a ~$800/unit/year benchmark, with an over-budget alarm that forces an extra approval.
Work-order intake is manual — tenants submit by Savant email, portal, or phone, and office staff re-categorize, re-prioritize, assign, open, and close every ticket; two directors each oversee ~800 apartments.
Tickets get mis-routed — a 4th-floor 'leak' marked Emergency is really a roof job for the director, not the building super — and tenants aren't kept updated.
Make-ready unit turns are kicked off late and tracked on memory, with no standard checklist and no target turn time; every extra vacant day is lost rent.
Violations arrive by mail and get hand-keyed into Rent Manager as work orders — pure admin time inside customer-service headcount.
Recurring compliance and reporting — licenses and permits, utility bills, pest-control patterns — are tracked and assembled by hand, so a lapse or an anomaly is caught only after it costs money.
| Where the money goes today | Annual cost |
|---|---|
| Untracked materialsInventory & Purchasing Accountability — shrinkage, over-pulling and over-ordering across ~$480,000 of materials once every pull is metered, plus portfolio overruns caught only after the money is gone and vendor pricing negotiated without data · materials ~40% of the $1.2M R&M base; 10–18% recoverable (SPARETECH / IBM MRO, 2025) + 2–4% on remaining R&M via budget alerts and data-backed negotiation (Hackett Group, 2025–26) | $62,000–$115,000/yr |
| Manual work-order administrationMaintenance Work-Order Automation — intake, re-keying, categorizing, routing and status updates done by hand on ~4,800 orders a year across ~1,600 apartments · 8–12 min/order removed at a $40–$45 fully-loaded ops rate (NAA / AppWork, 2023–24; U.S. BLS, May 2024) | $26,000–$43,000/yr |
| Vacant days on every unit turnMake-Ready (Unit-Turn) Workflow — turns kicked off late and tracked on memory, with no standard checklist or target turn time; every extra vacant day is lost rent · 600–750 turns/yr at 1–3 vacant days saved per turn (Zoidii, 2026); trued up against OptimumProp's average daily rent in Rent Manager | $35,000–$95,000/yr |
| Left on the table, every year it stays manual | $123,000–$253,000/yr |
All figures are directional estimates, not guarantees, and sit expressly outside the satisfaction guarantee. National multifamily R&M reached $1,098/unit in 2024 (NAA / IREM / BOMA Income/Expense IQ), so OptimumProp's $800 base is a conservative one.
| Build | Fixed price |
|---|---|
| Inventory & Purchasing Accountability Phase 1 — start hereMaintenance spend that no one can see, allocate, or hold to a budget until the money is already gone. | $9,100 |
| Maintenance Work-Order Automation (intake → priority → RM) Phase 1 — start hereOffice staff re-keying, re-prioritizing, and routing every ticket by hand — and emergencies mis-routed to the wrong person. | $4,600 |
| Make-Ready (Unit-Turn) Workflow Phase 1 — start hereUnit turns that start late and drift with no target, quietly bleeding vacant-day rent. | $4,200 |
| ↳ Recommended Phase 1 — Inventory & Purchasing Accountability + Maintenance Work-Order Automation (intake → priority → RM) + Make-Ready (Unit-Turn) Workflow | $17,900 |
| Purchasing-Account Feeds (Home Depot Pro / SupplyWorks / Ferguson) optional add-onPurchases logged by hand, with no independent record of what was actually bought. | $2,500 |
| Serialized Assets & Tool Checkout optional add-onNo idea which appliance is in which unit, or where the tools went. | $2,100 |
| Capex Intelligence Pack (full-cost rollup + price variance) optional add-onA capex picture that misses every dollar a contractor supplied on his own invoice. | $2,500 |
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.
A single source of truth for maintenance spend, inside Rent Manager. Each depot's stock is modeled with QR-labeled bins; supers log every pull in seconds from a bilingual mobile app that works offline in a basement — item, quantity, and the specific work order it is for, so every piece of material leaving a depot is costed to a job at the moment it is pulled. A short guided count each month trues up every depot so anything that moved without being logged surfaces as variance — tied to a depot, a window, and the people with access, with no cameras and no one watching screens. On top of the ledger, each portfolio's repairs-and-maintenance spend is metered against the ~$800/unit/year benchmark, with an over-budget alarm routed through the maintenance director to ownership, and the same data sliced by category, by super against a baseline the system learns over the first few months, and by unit and building.
The headache it kills: Maintenance spend that no one can see, allocate, or hold to a budget until the money is already gone.
One fixed price — overruns are on the vendor.
| Build (MVP) | 23h |
| Testing & edge-cases | 29h |
A resident ticket — from Savant email, the portal, or phone — becomes a Rent Manager work order automatically: priority set (and the over-flagged emergencies that aren't, downgraded, with the office able to re-flag), routed to the right person — a building super for an in-unit fix, a maintenance director for a roof job — booked on the calendar, and the tenant kept updated. Nothing is re-typed by hand; the team manages the work, not the data entry.
The headache it kills: Office staff re-keying, re-prioritizing, and routing every ticket by hand — and emergencies mis-routed to the wrong person.
One fixed price — overruns are on the vendor.
| Build (MVP) | 12h |
| Testing & edge-cases | 14h |
When a unit goes on notice or is vacated, the turn kicks off on its own: a make-ready work order with the standard turn checklist — trash-out, clean, paint, repairs, final inspection — is created in Rent Manager, assigned to the super and maintenance director, and tracked against a target turn time so a unit sitting too long surfaces before it costs rent. Parts pulled for the turn draw from the same depot inventory and land on the unit's cost, and the unit flips to rent-ready the moment the final inspection closes.
The headache it kills: Unit turns that start late and drift with no target, quietly bleeding vacant-day rent.
One fixed price — overruns are on the vendor.
| Build (MVP) | 11h |
| Testing & edge-cases | 13h |
Emailed receipts and account statement exports ingested automatically and line-matched to restock orders and SKUs — intake with no manual logging, and a second, independent record of what was bought.
The headache it kills: Purchases logged by hand, with no independent record of what was actually bought.
One fixed price — overruns are on the vendor.
| Build (MVP) | 6h |
| Testing & edge-cases | 8h |
Appliances and tools tracked by serial: which unit each appliance sits in, its movement history and warranty dates; tools check out to a super and nag until returned.
The headache it kills: No idea which appliance is in which unit, or where the tools went.
One fixed price — overruns are on the vendor.
| Build (MVP) | 5h |
| Testing & edge-cases | 7h |
Rent Manager vendor invoices joined with depot consumption so the per-building and per-unit capex view shows the full materials picture including contractor-supplied items — plus a same-item price-variance report across stores and time for vendor negotiation.
The headache it kills: A capex picture that misses every dollar a contractor supplied on his own invoice.
One fixed price — overruns are on the vendor.
| Build (MVP) | 6h |
| Testing & edge-cases | 8h |
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.
Lower cash up front — one setup payment on signing, then a flat ongoing monthly subscription with hosting, monitoring, and support always included. Cancel anytime.
At the conservative floor of the cost-of-doing-nothing table alone, the one-time $17,900 build pays for itself in about 2 months.
| Acceptance milestone | Value |
|---|---|
| M1 — Kickoff & integration verificationSigned acceptance received; system access confirmed and integration paths verified | $3,550 |
| M2 — Inventory & Purchasing Accountability liveAccepted running on live portfolio data against the criteria in the build table | $7,300 |
| M3 — Maintenance Work-Order Automation (intake → priority → RM) liveAccepted running on live portfolio data against the criteria in the build table | $3,700 |
| M4 — Make-Ready (Unit-Turn) Workflow liveAccepted running on live portfolio data against the criteria in the build table | $3,350 |
| Invoice | Amount |
|---|---|
| 1 — KickoffAcceptance of M1 (non-refundable) | $3,550 |
| 2 — Core liveAcceptance of M2 | $7,200 |
| 3 — FinalAcceptance of the final milestone and the full selected scope | $7,150 |
Invoices are net-15 and sum exactly to the $17,900 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) |
|---|---|---|
| Inventory & Purchasing Accountability | $9,100 | $2,958 + $493/mo |
| Maintenance Work-Order Automation (intake → priority → RM) | $4,600 | $1,495 + $249/mo |
| Make-Ready (Unit-Turn) Workflow | $4,200 | $1,365 + $228/mo |
| Purchasing-Account Feeds (Home Depot Pro / SupplyWorks / Ferguson) | $2,500 | $813 + $135/mo |
| Serialized Assets & Tool Checkout | $2,100 | $683 + $114/mo |
| Capex Intelligence Pack (full-cost rollup + price variance) | $2,500 | $813 + $135/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.
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 |
|---|---|---|
| AI / OCR credits (work-order intake, receipt capture) | $40–$120/mo | Yes |
| Hosting + storage | $25–$75/mo | No |
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.optimumprop.pmautomations.ai.
David Laskin · PM Automations.ai · david@hyprassistants.com · proposal valid 30 days from issue
Future automations worth scoping once the builds above are live. Indicative only — expressly outside the signed scope, never on the acceptance checklist.
One dashboard for the whole portfolio's utility bills, with per-building trends and an automatic flag when a bill moves beyond its seasonal norm — the expensive bills surface when they post, not when the T12 finally shows the damage.
$3,000–$3,500 indicative, non-binding
Every recurring license and permit (DCA registration and fire recertification in Hudson County, DBPR nontransient-apartment licenses, county and city business-tax receipts, Miami-Dade building recertifications) tracked off the dates on the licenses themselves, with lead-times, reminders, and escalation before anything lapses.
$2,000–$2,500 indicative, non-binding
A mailed violation notice, read automatically, becomes a Rent Manager work order with the required remedy, assigned to the super and tracked against the cure window through close-out with the inspector.
$3,200–$3,800 indicative, non-binding
A Phase-0 feasibility study of the Jersey City and Miami-Dade violation portals, then — where viable — pulling violations straight from the portal the moment they post, before the mailed notice arrives, with the mailed-notice reader as the fallback.
$4,000–$4,500 indicative, non-binding
When a case crosses the set thresholds, the ledger and lease are packaged and routed to the lawyer assigned to that property, with one human approval before anything legal goes out.
$2,000–$2,600 indicative, non-binding
Recurring reports assembled by hand today — starting with pest-control patterns per building and quarter — pulled from Rent Manager and the vendor portals on a schedule and delivered ready to read.
$3,200–$3,800 indicative, non-binding
Newsletter and calendar alerts to residents from Rent Manager, and a day-15 satisfaction survey that invites satisfied residents to public review and routes any concerns to internal follow-up.
$2,500–$3,000 indicative, non-binding