Prepared for MSM Equities — 12 properties · 1.5M sq ft office & warehouse · ~80 tenants · NY, NJ, PA, CT · 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.
Six systems — Yardi Voyager, CB Prism, Trello, Bloom Growth, Dropbox, email — and none of them share data.
CB Prism costs $30–50K a year and is used for one job: tenants logging work orders.
The monthly investor pack takes a manager 10–12 hours, hand-assembled from four separate data sources.
Generic enterprise tools are never geared to the exact need — staff fill the gaps manually.
Vendor invoices, POs, contracts, and follow-ups live in inboxes with no matching or audit trail.
A single closing arrives as 600–700 documents, and filing is a manual mess.
| Where the money goes today | Annual cost |
|---|---|
| CB Prism subscription retiredWork order management — The work-order module takes over Prism's single used function; the subscription is cancelled at cutover. · Client's own figure (call) | $30,000–$50,000/yr |
| Investor reporting automationAsset & property management — 10–12 manager-hours a month of hand assembly becomes review-and-approve — 8–11 hours a month recovered at a manager's fully-loaded $85–120/hr. · Client's own hours figure (call) × market loaded rate | $10,000–$17,000/yr |
| AP invoice processingAccounting — OCR capture, auto-matching and coded routing move clean invoices to touchless processing — $10.89 average vs $2.78 automated per invoice, applied to estimated volume. · Ardent Partners, State of ePayables 2025 | $14,000–$24,000/yr |
| Work-order & tenant-communication administrationProperty management & coordination — Status updates, tenant notifications, logging and vendor coordination run automatically — 20–30 minutes of coordination recovered per work order at ~45–55 work orders a month. | $10,000–$20,000/yr |
| Billback captureLabor, materials & billbacks — Recovered revenue, not cost: billable labor and materials draft their own invoices at completion, so chargeable work stops slipping — 20–30% of billable items going uninvoiced today is typical of manual tracking. | $5,000–$12,000/yr |
| Reactive-to-scheduled maintenance shiftPreventive maintenance & assets — Scheduled service costs 12–18% less than reactive repair (standard labor, normal parts pricing, no secondary damage) — applied conservatively to only the portion of R&M spend the PM schedules move out of reactive mode. · DOE FEMP O&M Best Practices | $8,000–$20,000/yr |
| Procurement controlsPurchasing — Catalog pricing, per-property approval thresholds and PO/receiving/invoice matching on portfolio materials spend — 2–4% on an estimated $150K–250K of annual purchases. | $3,000–$10,000/yr |
| Follow-up, task & document administrationAcross the team — Tracked follow-up states, tasks linked to records, and a searchable document repository replace inbox-chasing and Dropbox-hunting — 0.5–1.5 hours a week recovered across 4–6 staff. | $6,000–$15,000/yr |
| Ancillary subscriptions consolidatedAvidXchange · SmartSuite · Trello — Tools on the replace/consolidate list retired as their functions move into the platform; logic-based estimate pending the actual contract figures. | $4,000–$12,000/yr |
| Left on the table, every year it stays manual | $90,000–$180,000/yr |
All figures are directional estimates, not guarantees, and sit expressly outside the satisfaction guarantee. Client-anchored figures where the call supplied them; sourced benchmarks and clearly-labeled logic estimates for the rest — all directional, trued up against MSM's actual contracts, volumes and GL after data ingestion. Yardi Voyager remains in place as the accounting system of record; its cost is not counted in these figures.
| Build | Fixed price |
|---|---|
| Platform Core — Data Spine, Configuration & Security Phase 1 — start hereSix systems with six logins and no shared data set — and re-keying between them. | $6,300 |
| Work Order Management (CB Prism Replacement) Phase 1 — start hereA $30–50K/yr CB Prism subscription doing one job — tenants logging work orders. | $6,000 |
| ↳ Recommended Phase 1 — Platform Core — Data Spine, Configuration & Security + Work Order Management (CB Prism Replacement) | $12,300 |
| Preventive Maintenance & Asset ManagementInspections and service cycles tracked by memory and calendar instead of by system. | $2,800 |
| Labor, Materials & Tenant BillbacksBillable labor and materials that never make it onto a tenant invoice. | $3,200 |
| Procurement & PurchasingEngineers buying without carts, thresholds, POs, or a budget picture. | $3,900 |
| Vendor ManagementExpired COIs and licenses discovered after the vendor is already on the roof. | $2,100 |
| Build | Fixed price |
|---|---|
| Bidding, RFP & Contract ManagementBids compared across email threads and contracts that auto-renew unnoticed. | $2,800 |
| Invoice Processing & AP AutomationInvoices hand-keyed, hand-matched, and hand-routed — with duplicates and variances slipping through. | $4,900 |
| Tenant Communication HubProperty-wide notices assembled by hand with no record of who received what. | $2,500 |
| Email & Follow-Up ManagementFollow-ups living in inboxes, remembered instead of tracked. | $2,800 |
| Property InspectionsSite-visit findings that never become work orders. | $2,500 |
| Capital Projects ManagementCapital projects tracked in spreadsheets that drift from the actual spend. | $2,100 |
| Build | Fixed price |
|---|---|
| Tenant & Lease InformationAnswering 'what's going on with this tenant' from five different systems. | $2,100 |
| Document ManagementDocuments scattered across Dropbox folders nobody can search. | $2,500 |
| Task ManagementTasks in Trello, records everywhere else. | $2,100 |
| Automation & AI LayerEvery renewal, expiration and recurring pattern tracked by human memory. | $3,200 |
| Unified Dashboard & Investor ReportingA 10–12-hour monthly hand-assembly job across four data sources. | $2,800 |
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.
The foundation the other sixteen sections run on, covering sections 14, 17, 19 and 20 of the requirements list. Scheduled Yardi Voyager exports keep a live mirror of tenants, leases, GL and receivables inside the platform, and approved financials flow back as Voyager-format import batches — Yardi stays the accounting system of record. The configuration engine holds each property's labor rates, pricing, vendor lists, templates, approval chains, budgets and notification settings with corporate defaults and property-level overrides, so nothing is reconfigured per work order. Role-based permissions, MFA/SSO, a complete time-stamped audit trail on every record, and a mobile-first shell with offline capture round out the core.
The headache it kills: Six systems with six logins and no shared data set — and re-keying between them.
One fixed price — overruns are on the vendor.
| Build (MVP) | 16h |
| Testing & edge-cases | 20h |
Section 1 of the requirements list, in full. Tenants submit from web or mobile with photos and documents, watch live status, comment on active work orders and receive automatic updates. The team assigns to engineers, vendors or staff, keeps internal and tenant-facing notes separate, and moves each request through the exact lifecycle specified — Open through Closed by Property Manager — with a searchable history, per-property categorization and a complete activity log. At cutover, the CB Prism subscription becomes unnecessary.
The headache it kills: A $30–50K/yr CB Prism subscription doing one job — tenants logging work orders.
One fixed price — overruns are on the vendor.
| Build (MVP) | 15h |
| Testing & edge-cases | 19h |
Section 2. HVAC service, fire, elevator and generator inspections, seasonal and roof schedules generate their work orders automatically. Every RTU, boiler, elevator, generator, pump and fire system carries its serial number, installation date, warranty terms, full maintenance and vendor history, linked work orders, and a replacement forecast that sharpens as service history accrues.
The headache it kills: Inspections and service cycles tracked by memory and calendar instead of by system.
One fixed price — overruns are on the vendor.
| Build (MVP) | 7h |
| Testing & edge-cases | 9h |
Section 3. Labor logs against each work order at the property's rates, including overtime; materials draw from a standardized catalog with property-specific pricing and consumption tracking. Completed billable work drafts its own billback with supporting documentation attached, invoices generate with descriptions auto-populated from the work performed, collections are tracked, and approved invoices export in Yardi Voyager import format.
The headache it kills: Billable labor and materials that never make it onto a tenant invoice.
One fixed price — overruns are on the vendor.
| Build (MVP) | 8h |
| Testing & edge-cases | 10h |
Section 4 — the purchasing workflow. Engineers build shopping-cart purchase requests from vendor catalogs — Home Depot Pro and MSM's local suppliers, with product images and pricing — which route through each property's approval thresholds before a PO is issued automatically. Delivery tracking, receiving confirmation and live budget impact against property and department budgets follow. A short Phase 0 verifies the catalog route against MSM's actual purchasing accounts before the build begins.
The headache it kills: Engineers buying without carts, thresholds, POs, or a budget picture.
| Phase | Hours | Price |
|---|---|---|
| Phase 0 — Vendor catalog groundwork (Home Depot Pro & local suppliers)Verifies the catalog/pricing route against MSM's actual purchasing accounts before the build starts. | 4h | $709 |
| Phase 1 — Purchase requests, approvals & PO engine | 10h | $1,773 |
| Phase 2 — Receiving, delivery tracking & budget controls | 8h | $1,418 |
| Total — fixed | 22h | $3,900 |
Phase 0 is billed up front and non-refundable — feasibility work delivered before the build begins, outside the satisfaction guarantee on the software.
Section 5. A vendor directory with contacts, services, emergency contacts, insurance certificates, licenses and compliance documents — each with expiration tracking and renewal alerts, so a lapsed COI surfaces before the vendor is on site. Response times, work-quality ratings, project history and cost comparisons build automatically from the work-order and invoice modules.
The headache it kills: Expired COIs and licenses discovered after the vendor is already on the roof.
One fixed price — overruns are on the vendor.
| Build (MVP) | 5h |
| Testing & edge-cases | 7h |
Section 6. Projects and scopes of work start from standard templates and go out as multi-vendor bid requests with due dates and reminders; vendors submit through their own portal. Proposals compare side by side on price, scope, timeline and warranty; the award flows through internal approval into contract generation with e-signature, and the contract store tracks renewals, auto-renewals and expirations.
The headache it kills: Bids compared across email threads and contracts that auto-renew unnoticed.
One fixed price — overruns are on the vendor.
| Build (MVP) | 7h |
| Testing & edge-cases | 9h |
Section 7 — the AvidXchange workload. Vendor invoices import with OCR extraction and match against work orders, POs, contracts and recurring services. GL, cost-center and property coding is suggested and routed for approval — a person always confirms before anything posts. Price variances, duplicates, missing contracts and approval exceptions land in a dedicated exception queue, every invoice tracks Unpaid through Paid or Overdue, and approved batches export in Yardi Voyager import format.
The headache it kills: Invoices hand-keyed, hand-matched, and hand-routed — with duplicates and variances slipping through.
One fixed price — overruns are on the vendor.
| Build (MVP) | 13h |
| Testing & edge-cases | 15h |
Section 8. Email campaigns, SMS notifications, emergency alerts and property-wide announcements go out from templates — holiday, maintenance, emergency and lease-related — with delivery status, message history and read receipts where the channel provides them. Tenant replies thread back two-way, link to their work orders, and archive with the rest of the record.
The headache it kills: Property-wide notices assembled by hand with no record of who received what.
One fixed price — overruns are on the vendor.
| Build (MVP) | 6h |
| Testing & edge-cases | 8h |
Section 9. Emails forward or auto-ingest into property files through the Outlook integration and associate with work orders, vendors, projects and tenants. Every thread carries a follow-up state — Waiting on Vendor, Waiting on Tenant, Waiting on Management, Follow-Up Required, Completed — assignable to team members with due dates, reminders and escalations, so nothing waits in an inbox unwatched.
The headache it kills: Follow-ups living in inboxes, remembered instead of tracked.
One fixed price — overruns are on the vendor.
| Build (MVP) | 7h |
| Testing & edge-cases | 9h |
Section 10. Annual, quarterly and monthly inspections and PM site visits run on property-specific templates in a mobile, photo-first, yes/no checklist format — focused on safety issues, major deficiencies, active leaks, building damage and system failures. Deficiencies are tracked, and findings create work orders automatically.
The headache it kills: Site-visit findings that never become work orders.
One fixed price — overruns are on the vendor.
| Build (MVP) | 6h |
| Testing & edge-cases | 8h |
Section 11. Roof and RTU replacements, parking lot work, tenant improvements and capital projects each carry a budget, timeline, approval workflow, vendor assignments, progress tracking and change orders — with original budget, approved changes, actual costs and forecasted completion visible side by side.
The headache it kills: Capital projects tracked in spreadsheets that drift from the actual spend.
One fixed price — overruns are on the vendor.
| Build (MVP) | 5h |
| Testing & edge-cases | 7h |
Section 12. Tenant records and lease information — dates, rent schedules, special obligations, CAM requirements, maintenance responsibilities — mirror from Yardi Voyager and stay current through the data spine. Each tenant gets one dashboard linking their work orders, billbacks, communication history and documents.
The headache it kills: Answering 'what's going on with this tenant' from five different systems.
One fixed price — overruns are on the vendor.
| Build (MVP) | 5h |
| Testing & edge-cases | 7h |
Section 13. One central, searchable repository for building plans, permits, warranties, contracts, equipment manuals, certificates and inspection reports — with version control, expiration tracking, property-level organization and permission controls. The platform becomes the interface in front of document storage.
The headache it kills: Documents scattered across Dropbox folders nobody can search.
One fixed price — overruns are on the vendor.
| Build (MVP) | 6h |
| Testing & edge-cases | 8h |
Section 15 — the Trello workload. Tasks with assignments, due dates, reminders, priorities, checklists and completion tracking — linkable to work orders, projects, vendors, inspections and emails, so the follow-up lives next to the record it belongs to instead of in a separate board.
The headache it kills: Tasks in Trello, records everywhere else.
One fixed price — overruns are on the vendor.
| Build (MVP) | 5h |
| Testing & edge-cases | 7h |
Section 16. Smart classification for work-order types, vendor categories, cost centers and GL coding; predictive reminders for contract renewals, warranty and permit expirations, inspection due dates and annual service schedules; and intelligent recommendations — recurring invoice and work-order detection, suggested classifications and vendor assignments, budget anomaly alerts. Recommendations improve as the layer learns MSM's portfolio history, and every suggestion on a financial record is confirmed by a person.
The headache it kills: Every renewal, expiration and recurring pattern tracked by human memory.
One fixed price — overruns are on the vendor.
| Build (MVP) | 8h |
| Testing & edge-cases | 10h |
Section 18, plus the investor pack. The executive dashboard shows open work orders, outstanding invoices, open projects, budget status, vendor compliance, inspection status and billback collections in one view, with property, PM, engineering, vendor, budget, capital-project and delinquent-billback reports beneath it. The monthly investor pack — financial-statement comments, over/under-budget variances, leasing activity, and major property updates — drafts automatically from platform data in MSM's established format, and a manager reviews and approves before anything reaches investors.
The headache it kills: A 10–12-hour monthly hand-assembly job across four data sources.
One fixed price — overruns are on the vendor.
| Build (MVP) | 7h |
| Testing & edge-cases | 9h |
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 $12,300 Phase 1 pays for itself in about 2 months.
| Acceptance milestone | Value |
|---|---|
| M1 — Kickoff & integration verificationSigned acceptance received; system access confirmed and integration paths verified | $2,450 |
| M2 — Platform Core — Data Spine, Configuration & Security liveAccepted running on live portfolio data against the criteria in the build table | $5,050 |
| M3 — Work Order Management (CB Prism Replacement) liveAccepted running on live portfolio data against the criteria in the build table | $4,800 |
| Invoice | Amount |
|---|---|
| 1 — KickoffAcceptance of M1 (non-refundable) | $2,450 |
| 2 — Core liveAcceptance of M2 | $4,950 |
| 3 — FinalAcceptance of the final milestone and the full selected scope | $4,900 |
Invoices are net-15 and sum exactly to the $12,300 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) |
|---|---|---|
| Platform Core — Data Spine, Configuration & Security | $6,300 | $2,048 + $341/mo |
| Work Order Management (CB Prism Replacement) | $6,000 | $1,950 + $325/mo |
| Preventive Maintenance & Asset Management | $2,800 | $910 + $152/mo |
| Labor, Materials & Tenant Billbacks | $3,200 | $1,040 + $173/mo |
| Procurement & Purchasing | $3,900 | $1,268 + $211/mo |
| Vendor Management | $2,100 | $683 + $114/mo |
| Bidding, RFP & Contract Management | $2,800 | $910 + $152/mo |
| Build | Own it outright | Subscription (setup + /mo) |
|---|---|---|
| Invoice Processing & AP Automation | $4,900 | $1,593 + $266/mo |
| Tenant Communication Hub | $2,500 | $813 + $135/mo |
| Email & Follow-Up Management | $2,800 | $910 + $152/mo |
| Property Inspections | $2,500 | $812 + $135/mo |
| Capital Projects Management | $2,100 | $682 + $114/mo |
| Tenant & Lease Information | $2,100 | $682 + $114/mo |
| Document Management | $2,500 | $812 + $135/mo |
| Build | Own it outright | Subscription (setup + /mo) |
|---|---|---|
| Task Management | $2,100 | $682 + $114/mo |
| Automation & AI Layer | $3,200 | $1,040 + $173/mo |
| Unified Dashboard & Investor Reporting | $2,800 | $910 + $152/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 & document storage | $60–$120/mo | No |
| AI processing — invoice OCR, classification & report drafting | $80–$200/mo | Yes |
| SMS notifications (tenant & team alerts) | $20–$60/mo | Yes |
| Transactional email delivery | $15–$35/mo | No |
| E-signature platform (skipped if MSM's existing account connects) | $25–$50/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.msmequities.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.
Every inbound email attachment classified and filed to MSM's structure automatically; a closing's 600–700 documents sorted on arrival instead of by hand.
$8,000–$15,000 indicative, non-binding
MSM's mapped ~900-step acquisition workflow digitized end to end — intake through asset-management hand-off — ready whenever acquisitions resume.
$10,000–$20,000 indicative, non-binding