⚠ DEMO PROPOSAL — Fictional Business — For Sales Presentation Use Only
AI Opportunity Assessment — Confidential Report

Here's exactly where Metro Property Management is leaving money on the table.

Prepared exclusively for Dave Calloway  ·  Residential Property Management  ·  6 employees

$2,800
Est. Monthly Savings
$33,600
Year-One Impact
6
Issues Identified
2
High-Impact Fixes
3–4 Weeks
To Go Live

1 Executive Summary

What we found and why it matters.

Metro Property Management is running largely on manual processes that are consuming an estimated $3,800 per month in preventable staff overhead and missed revenue. The single largest issue — a fully manual maintenance request and scheduling workflow — is burning over 6 staff hours every day across three employees at an estimated cost of $2,600 monthly. Compounding this, a 1–2 day lead response window is costing the business new tenant placements to faster-moving competitors in a market where a 5-minute response increases conversion by over 80%. With a targeted AI system build over 3–4 weeks, Metro can recover an estimated $2,800 per month in operational savings while freeing your team to focus on growth instead of paperwork.

2 Problems & Money Leaks Found

Ranked by business impact. These are the gaps costing you time and revenue right now.

Manual Maintenance Request Processing
HIGH
Three office staff members are spending approximately 2 hours each per day manually receiving, logging, and scheduling maintenance requests via phone and email. This is fully automatable and represents the single largest labor waste in the business.
Estimated impact: ~$2,600/mo (3 staff × 2 hrs/day × $20/hr)
Slow Lead Response Losing Tenants
HIGH
Current inquiry response time of 1–2 days is significantly above the industry threshold. Research consistently shows leads contacted within 5 minutes convert at 8× the rate of those contacted after 30 minutes. With 120 units and typical annual turnover, even losing 2 placements per month represents meaningful revenue exposure.
Estimated impact: $1,200–$2,400/mo in avoidable vacancy
No CRM — Tenant Data in Spreadsheets
MEDIUM
All tenant records, lease dates, and communication history live in disconnected Excel files. There is no automated system for tracking lease expirations or triggering renewal outreach, meaning renewals are either missed or handled reactively — a risk at 120-unit scale.
Estimated impact: $300–$600/mo in staff time + renewal leakage risk
Manual Late Rent Follow-Up
MEDIUM
Late payment follow-up is handled manually via phone calls and individual emails. Staff estimate spending 3–4 hours per week on collections outreach across the portfolio. An automated reminder and escalation sequence would eliminate this entirely while improving collection rates.
Estimated impact: ~$400/mo in staff time + improved collection rate
Zero Automated Tenant Communication
MEDIUM
Maintenance updates, lease renewal notices, move-in instructions, and routine announcements are all sent manually per-tenant. At 120 units this creates a significant communication overhead and creates gaps where tenants go without updates — a primary driver of tenant dissatisfaction and turnover.
Estimated impact: $200–$400/mo in staff time + tenant retention risk
Manual Vendor Coordination
LOW
Maintenance work orders are communicated to vendors via individual phone calls and emails, with no central tracking of vendor response times or job completion status. This creates scheduling gaps and makes it difficult to hold vendors accountable to SLAs.
Estimated impact: 1–2 hrs/week + delayed maintenance resolution

3 Recommended AI Solutions

One solution for each problem. Built, implemented, and maintained by us.

Automated Maintenance Request System
~$2,600/mo saved
Tenants submit maintenance requests via a simple web form. Make.com instantly routes the request to the correct maintenance tech via SMS, logs it in a central dashboard, and sends the tenant an automatic confirmation with estimated response time. Zero staff involvement required.
Make.com Typeform Airtable Twilio SMS
Timeline: Phase 1 — Week 1
Instant Lead Response & Qualification
2–3 placements/mo recovered
Every new inquiry — from your website, listing sites, or email — triggers an immediate, personalized response within 60 seconds. Claude API qualifies the lead, answers common questions, and books a showing automatically. Follow-up sequences run for 14 days if the lead doesn't convert immediately.
Make.com Claude API Gmail Twilio SMS Calendly
Timeline: Phase 1 — Week 2
Tenant CRM & Lease Renewal Automation
~$400/mo saved + retention
A centralized tenant database replaces the Excel files. Lease expiration alerts trigger automatically at 90, 60, and 30 days with personalized renewal outreach. Every tenant interaction is logged, searchable, and visible to the whole team in one place.
Airtable Make.com Gmail
Timeline: Phase 2 — Week 3
Automated Rent Reminder & Collections
~$400/mo saved + improved collection
Automated SMS and email reminders go out 5 days before rent is due, on the due date, and at 3-day intervals if payment is not received. An escalating sequence handles late payments without any staff involvement unless legal action becomes necessary.
Make.com Twilio SMS Gmail Airtable
Timeline: Phase 2 — Week 3
Tenant Communication Hub
~$300/mo saved + retention lift
A centralized automation layer handles all routine tenant communications — maintenance status updates, move-in/out checklists, community announcements, and seasonal notices. Claude API drafts personalized messages; Make.com delivers them at the right time to the right tenant.
Make.com Claude API Gmail Twilio SMS
Timeline: Phase 3 — Month 2
Vendor Work Order & Tracking System
Time savings + SLA accountability
When a maintenance request is assigned, a structured work order is automatically sent to the appropriate vendor. Vendors confirm via SMS reply. Completion status is tracked in the dashboard. Overdue work orders trigger automatic follow-up after 24 hours.
Make.com Airtable Twilio SMS
Timeline: Phase 3 — Month 2

4 Phased Implementation Plan

Sequenced for minimum disruption and maximum early impact. Your team will feel a difference in Week 1.

1
Week 1–2
Quick Wins — Stop the Bleeding
The maintenance request system and instant lead response automation go live. These two changes alone address your two highest-impact problems and deliver immediate, visible results. Maintenance requests stop hitting inboxes and phones. New inquiries get a response within 60 seconds, around the clock.
Maintenance automation live + first automated lead response sent by end of Week 2
2
Week 3–4
Core System — Replace the Spreadsheets
The Airtable tenant CRM goes live, replacing Excel files with a clean, searchable database. Lease renewal automation is configured and activated. Automated rent reminders and the late payment follow-up sequence are tested and running. Your office team has a single source of truth for the entire portfolio for the first time.
Full tenant CRM live with all 120 units migrated and rent automation active
3
Month 2+
Optimization — Close Every Gap
The tenant communication hub and vendor work order system are built and integrated with Phase 1 and 2 infrastructure. A monthly ROI dashboard is delivered — giving you a live view of time saved, collection rates, lead conversion, and maintenance resolution times. The system is reviewed, refined, and expanded as needed.
Monthly ROI dashboard live — all 6 solutions running as one integrated system

5 ROI Projection

Conservative estimates based on your actual operations and verified industry benchmarks.

Current Monthly Waste
$3,800
in lost time, leakage & inefficiency
→
Projected Monthly Savings
$2,800
recurring, after full implementation
5–6 Weeks
Payback Period
$30,100
Year-One Net Impact

6 Investment Options

Three ways to engage. Same system build, same results — pick the model that fits your preference.

Option A — Fixed Fee
Option B — Performance Deal
Option C — Hybrid
$3,500 one-time
A fixed fee for the full system build. You know the cost upfront, you own the system on day one. No ongoing performance obligation.
  • All 6 automations designed, built, tested, and delivered
  • Full onboarding — your team is trained and confident before we leave
  • Complete documentation so the system is never a black box
  • 30-day post-launch support included at no additional charge
  • You own everything — the system, the data, the workflows
Best for: owners who want a known, fixed cost and full ownership from day one.

+ Optional Monthly Subscription — Growth Tier

$1,100/month
System monitoring, performance reporting, new automations as needs evolve, monthly optimization call, priority support.
20% of verified monthly savings
No upfront cost. We build the system at our expense and earn only when you save. Capped monthly so your worst-case exposure is always known in advance.
  • Zero upfront investment — we absorb the full build cost
  • Monthly fee capped at $980/mo regardless of savings achieved
  • Measurement period: 9 months, beginning 30 days after go-live
  • Baseline metrics documented and signed before a single line is built
  • Performance clock pauses if the system is not actively in use
Best for: owners who want proof before paying, or who prefer to let results speak first.

+ Monthly Subscription — Growth Tier (included during measurement period)

$1,100/month after
System monitoring, performance reporting, new automations as needs evolve, monthly optimization call, priority support.
$1,750 + 10% of verified savings
A reduced upfront fee combined with a smaller performance percentage. Both sides have skin in the game. Shared risk, shared reward.
  • Reduced implementation fee — half the fixed cost of Option A
  • Lower performance percentage than Option B — 10% vs 20%
  • Same baseline documentation, monthly cap, and measurement protections apply
  • Strong alignment — we're both invested in the outcome
Best for: owners who want to share risk and reward and are confident in the upside.

+ Optional Monthly Subscription — Growth Tier

$1,100/month
System monitoring, performance reporting, new automations as needs evolve, monthly optimization call, priority support.

7 Next Steps

Here's what happens the moment you decide to move forward.

1
Sign the Services Agreement and select your compensation option. We can have paperwork ready within 24 hours of this conversation.
2
We sit down together and document your current baseline metrics — maintenance request volume, lead response times, collection rates. Both sides agree on the numbers before anything is built.
3
Phase 1 kicks off within 48 hours of signing. The maintenance request automation and lead response system will be live and handling real inquiries by the end of Week 2.

Ready to move forward?

Reach out directly — we'll get your agreement signed and your build started within 48 hours.

Contact
Brandon
Email
brandon@axonagentic.com
Phone
(555) 000-0000