Prepared for Saul Goldman Investments — Residential & commercial · four boroughs of NYC · Yardi Voyager.
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.
Roughly 1,500 utility bills a month with no automated way to pull them in at volume — and collecting or scanning PDFs by hand is exactly the workflow ownership wants to avoid
No systematic way to catch utility overcharges as bills come in — roughly $30,000 was found overcharged on a single property over a 24-month period, by hand, after the fact
No always-on flagging of anomalies, estimated reads, or disputable charges as bills land — today insight only surfaces when someone does a manual deep-dive
Utility data has to get back into Yardi automatically — without paying the ~$25,000-a-year-per-interface toll of the third-party route
After-hours maintenance depends on people picking up the phone — nothing triages the call, files the work order, or dispatches the super automatically
Yardi is an expensive system the portfolio is locked into — the automations should live outside it and read from and write to it, not deepen the dependency
| Where the money goes today | Annual cost |
|---|---|
| Utility overcharges & estimated reads caught as bills land (recovered dollars)Utility spend, portfolio-wide — $30,000 was recovered by hand on a single property over a 24-month look-back (≈ $15,000/yr). Systematic screening of every incoming bill — anomalies, estimated reads, supplier-rate mismatches — floored at that one-property rate and banded conservatively for the full bill flow. · client's own recovery figure (call), extrapolated conservatively | $15,000–$45,000/yr |
| Manual bill collection & handling avoidedBack office — ~1,500 bills/mo × 4–6 minutes each to retrieve, file, and log ≈ 100–150 hours/mo — roughly the full-time hire ownership does not want to make, at NYC loaded cost. · logic-based estimate from the bill volume given on the call | $40,000–$65,000/yr |
| Left on the table, every year it stays manual | $55,000–$110,000/yr |
All figures are directional estimates, not guarantees, and sit expressly outside the satisfaction guarantee. Directional estimates, trued up against real bill data after the first month of ingestion.
| Build | Fixed price |
|---|---|
| AI Utility Tracker & Dispute EngineThe manual portal-download grind on 1,500 bills, and overcharges/estimated reads that only surface by hand months later (they already found ~$30k on one property, 24 months late). | $21,700 |
| Utility Invoice Write-Back into Yardi optional add-onUtility invoices that live outside Yardi unless someone keys them in — and originals that have to be re-hunted whenever anyone asks for the source document. | $7,700 |
| After-Hours Maintenance AI Voice Agent Phase 1 — start hereAfter-hours maintenance calls that depend on people picking up the phone, with no automated triage, work-order filing, or super dispatch. | $6,000 |
| ↳ Recommended Phase 1 — After-Hours Maintenance AI Voice Agent | $6,000 |
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.
One system pulls every utility bill automatically — through an authorized data feed where the provider supports one, and an authorized direct connection to the provider's billing portal for the full branded PDF — and keeps a permanent archive so an original is never lost. Each bill is parsed and benchmarked against its rate, its own history, and its supplier contract; anomalies and estimated reads are flagged the moment they land, with the dispute already drafted, ready to review and send. Ownership sees one live dashboard: every account, every bill, the exceptions that need a decision, and every open dispute tracked through to the credit. The overcharges found today by hand, months late, surface the day the bill arrives.
The headache it kills: The manual portal-download grind on 1,500 bills, and overcharges/estimated reads that only surface by hand months later (they already found ~$30k on one property, 24 months late).
| Phase | Hours | Price |
|---|---|---|
| Phase 0 — Research & integration groundworkRuns after the provider question in the pre-kickoff questionnaire is answered (the quote holds for one provider). Confirm exactly how each provider's accounts can be pulled — the authorized Green Button feed (and which billing fields it actually delivers), the direct credentialed connection, or the aggregator fallback — confirm which multi-factor modes the provider's logins actually offer (authenticator-app vs text/email code) and whether its billing portal has a direct HTTP path, verify the approach on the portfolio's own logins, and lock the ingestion plan before any build. | 6h | $1,050 |
| Phase 1 — Dashboard UIThe full real-time dashboard, built and clickable on sample data, with revisions — ownership approves exactly how it looks and behaves before any live access. | 20h | $3,500 |
| Phase 2 — Bill capture & ingestion spineThe direct credentialed connection to the provider's portal, the Green Button usage feed, credential and code-authorization onboarding across the portfolio's logins, multi-account enumeration under each master login, rate-limit-aware pacing at ~1,500 bills/mo, residential + commercial account→property/unit mapping, the PDF archive, and the OCR fallback — hardened on the portfolio's real accounts. | 40h | $7,000 |
| Phase 3 — Metrics & anomaly engineTurn raw bills into the numbers that matter — parse each bill, benchmark against its rate + prior periods, and flag anomalies and estimated reads — validated across every bill format and account type in the portfolio. Bills whose parse confidence is low or whose parsed total disagrees with the portal-shown total are held in a review queue — they never flow into benchmarks or disputes unreviewed. | 28h | $4,900 |
| Phase 4 — Dispute engine & alertsAuto-draft the actual-read dispute for every flagged bill, ready to review and send from the dashboard, plus configurable overcharge/anomaly alerts. A person always sends — nothing goes out on its own. Sent disputes are tracked to resolution — follow-up nudges queue automatically if the provider goes silent, and credits are verified against the re-bill before a case closes. | 18h | $3,150 |
| Phase 5 — ESCO / rate benchmarkingBenchmark each account's rate against the market and its ESCO-supplier terms, so an overcharge by the utility or a third-party supplier surfaces on its own — validated on real bills. | 12h | $2,100 |
| Total — fixed | 124h | $21,700 |
Phase 0 is billed up front and non-refundable — feasibility work delivered before the build begins, outside the satisfaction guarantee on the software.
Every captured utility invoice lands in Yardi Voyager on its own — an invoice register entry per property, coded to the right GL, with the original PDF attached, waiting in Voyager's own review queue for accounting to approve. The connection runs on Yardi's client-interface program, set up under the portfolio's existing Yardi relationship: a direct, sanctioned data path at a modest interface fee, not a $25,000-a-year third-party interface. Nothing in the tracker depends on this build — it is the natural second step once the tracker is running, and it can be added at any point without rework.
The headache it kills: Utility invoices that live outside Yardi unless someone keys them in — and originals that have to be re-hunted whenever anyone asks for the source document.
One fixed price — overruns are on the vendor.
| Build (MVP) | 20h |
| Testing & edge-cases | 24h |
The after-hours maintenance line, answered. A natural AI voice takes the call, triages it, files the work order, and dispatches the on-call super — calling then texting, falling through to the next super if there is no answer, and letting a super phone in to reroute coverage for the night. Emergencies escalate instantly; routine calls batch for the morning with the full transcript and callback number attached to every work order. The build stands entirely on its own — no Yardi dependency — and goes live within the first two weeks of kickoff.
The headache it kills: After-hours maintenance calls that depend on people picking up the phone, with no automated triage, work-order filing, or super dispatch.
One fixed price — overruns are on the vendor.
| Build (MVP) | 15h |
| Testing & edge-cases | 19h |
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 support.
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, the $27,700 scope returns its price in about 6 months. The $6,000 Phase 1 build is live and visibly working first.
| Acceptance milestone | Value |
|---|---|
| M1 — Kickoff & integration verificationSigned acceptance received; system access confirmed and integration paths verified | $1,200 |
| M2 — After-Hours Maintenance AI Voice Agent liveAccepted running on live portfolio data against the criteria in the build table | $4,800 |
| Invoice | Amount |
|---|---|
| 1 — KickoffAcceptance of M1 (non-refundable) | $1,200 |
| 2 — FinalAcceptance of the final milestone and the full selected scope | $4,800 |
Invoices are net-15 and sum exactly to the $6,000 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) |
|---|---|---|
| AI Utility Tracker & Dispute Engine | $21,700 | $7,053 + $1,175/mo |
| Utility Invoice Write-Back into Yardi | $7,700 | $2,503 + $417/mo |
| After-Hours Maintenance AI Voice Agent | $6,000 | $1,950 + $325/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 voice / telephony (Twilio, ElevenLabs) | $100–$400/mo | Yes |
| Licensed utility-data aggregator (fallback tier — only for the minority of accounts the direct connection cannot reach; billed only if used; if it ever needed to carry the full book, that would be re-quoted first) | $0–$800/mo | Yes |
| OCR / document AI credits for bill parsing (~1,500 bills/mo) | $100–$350/mo | Yes |
| Hosting / scraping infrastructure | $50–$200/mo | Yes |
| Yardi client-interface agreement (Payables interface; billed by Yardi under the portfolio's own account — negotiated with its account manager, final figure pending; applies only if the write-back add-on is selected) | $0–$300/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 the 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.solil.pmautomations.ai.
David Laskin · PM Automations.ai · david@hyprassistants.com · proposal valid through Wed, Sep 2, 2026
Future automations worth scoping once the builds above are live. Indicative only — expressly outside the signed scope, never on the acceptance checklist.
Staff hours reclaimed from manual late-rent chasing once reminder emails go unanswered — an escalating text + AI-call ladder that logs promises-to-pay and escalates to a person.
$5,000–$12,000 indicative, non-binding
Assembly labor collapsed when a commercial tenant audits its pass-through charges — every relevant paid invoice pulled and packaged in one click, with an exceptions page for anything missing.
$4,000–$10,000 indicative, non-binding