Premier Properties
Operations proposal
Property oversight, utility review,
delinquency insights and upgrade decisions.
The proposed workspace brings selected Yardi information together with property tasks, lender requirements and supporting documents. Staff can investigate an exception, review the evidence and follow it through to completion.
The selected workflows and commercial structure will form the final scope.
Four priorities
01 Delinquency patterns
Compare leasing and payment factors over time, with the underlying records and missing information visible.
02 Utility review
Check billbacks, vacancy periods and unusual costs against invoices and resident charges.
03 Property oversight
Bring projects, compliance, inventory and capex budgets into a property view.
04 Upgrade decisions
Compare flooring performance and longer-term costs using installation and repair history.
Builds at a glance
| Priority build | Planning amount |
|---|---|
| Shared PMA setup & Yardi data | $6,700 |
| Delinquency patterns | $7,400 |
| Utility review & recovery | $6,300 |
| Projects, maintenance & capex | $6,000 |
| Violations & licenses | $6,700 |
| Lender requirements | $3,000 |
| Site materials comparison | $2,300 |
| Asana & Outlook | $3,400 |
| Flooring performance & upgrade ROI | $6,300 |
Additional selectable workflows total $27,300. All 17 priced builds total $75,400.
Shared PMA setup & Yardi data
What’s the process now?
The team works with Yardi and wants selected records brought into a common operations view. Voyager is the planned integration platform.
What we’re going to build & how
Set up one PMA workspace and one Voyager database connection for the agreed properties and history. Scheduled imports will retain source references and show the last successful refresh. The team will compare sample records and totals before rollout.
Tools
PMA; Yardi Voyager; agreed source reports.
One database and workspace. The selected Voyager interfaces share the same setup fee.
Delinquency patterns
What’s the process now?
Premier Properties wants to understand which application, leasing and payment factors are associated with delinquency over time.
What we’re going to build & how
Compare eligible current and former residents over agreed observation periods. Show group sizes, missing information and the records behind each result. Reconcile dated balances, separate resident and assistance amounts where available, and create operational review tasks.
Tools
Yardi Voyager; authorized application and ledger records; PMA analysis screens.
Historical application values depend on retained records. Results support staff analysis and review.
Utility review & recovery
What’s the process now?
Bill entry and property expense allocation already take place in Yardi. The team wants to check resident billbacks and investigate unusual utility costs.
What we’re going to build & how
Compare invoice service periods with occupancy, payment responsibility and net charges already posted. Split bills across resident changes and vacant periods, then flag missed billbacks or overcharges. Staff will review the supporting evidence and export approved items.
Tools
Yardi Voyager; existing utility invoices; PMA review and export.
Reviewed export is the base delivery. Native charge posting is a separate $2,600 option.
Projects, maintenance & capex
What’s the process now?
The team wants a property view of preventive maintenance, inspections, repairs, capital projects, deadlines and budgets.
What we’re going to build & how
Bring work items, owners, recurring schedules and evidence into one dashboard. Compare actual spending with open commitments and remaining estimates. Keep budget versions and send alerts for upcoming work, overdue items and category overages.
Tools
PMA; Yardi Voyager actuals and available purchase orders; project budgets.
PMA can hold project budgets and explicit commitments where exported accounting records lack that detail.
Violations & licenses
What’s the process now?
Violations, licenses and inspections need to appear alongside property work, with due dates and responsibility visible.
What we’re going to build & how
Monitor the agreed Philadelphia structured sources and NJ DCA housing records for confirmed properties. Match records, assign follow-up and retain notices and source freshness. Track completed repairs separately from official closure confirmation.
Tools
PMA; agreed Philadelphia sources; NJ DCA housing records.
Coverage follows named sources and matched properties. Additional municipal sources are scoped individually.
Lender requirements
What’s the process now?
Lender emails and reports contain inspection requirements that the team needs to turn into assigned work. A dedicated forwarding address was discussed.
What we’re going to build & how
Forward an email or report to the designated address. Extract requirements and deadlines, show the supporting report pages, and let staff review them before creating tasks. Keep completion photographs, invoices and certifications with each requirement.
Tools
Dedicated forwarding address; document extraction; PMA tasks and evidence.
One agreed representative report format. Larger mixed-scan closing packages are a separate option.
Site materials comparison
What’s the process now?
The team wants to compare inventory and material use across sites and identify purchasing differences.
What we’re going to build & how
Compare like materials, quantities and purchasing costs using available records and agreed site counts. Show unusual differences with their source records. Keep purchasing quantities distinct from measured consumption and stock on hand.
Tools
Yardi purchase records where available; agreed site counts; PMA comparisons.
Detailed stock movements and reservations are a separate selectable build.
Asana & Outlook
What’s the process now?
The team uses Asana and Outlook and wants relevant tasks and deadlines visible with the property dashboard.
What we’re going to build & how
Read selected Asana projects and tasks into the property view. Publish PMA deadlines to one agreed Outlook calendar. Preserve each source task link so staff can return to the system that owns the assignment and completion.
Tools
Asana; Microsoft Outlook calendar; PMA.
Asana owns its task changes. Calendar scope is one agreed calendar.
Flooring performance & upgrade ROI
What’s the process now?
Comparing flooring performance requires checking invoice and repair information. The team specifically discussed click LVT, glue-down LVT and carpet.
What we’re going to build & how
Identify products and installation dates in the agreed invoice and work-order records. Compare repair frequency and cost using time in service, including units with no repairs. Model replacement cost, downtime and useful life over a common study period.
Tools
Yardi invoices and work orders; supporting documents; PMA ROI comparison.
Bounded document classification is included. Bulk historical extraction needs a representative sample.
Purchasing, receipts & deliveries
What’s the process now?
The team requested material ordering, contractor receipt confirmation, missing or damaged items, and tracking of delivery ETAs.
What we’re going to build & how
Track orders and partial receipts, record damage and show quantities still outstanding. Capture contractor confirmation and revised delivery dates. Prepare reviewed follow-ups from the saved order details and keep acknowledgment status visible.
Tools
Available Yardi purchase orders; PMA receiving; approved email handoffs.
Receiving activity can be recorded in PMA when a reliable source history is unavailable.
Claude, documents & market research
What’s the process now?
The team requested help using Claude with Yardi information, reviewing documents and researching current rents and availability.
What we’re going to build & how
Prepare tailored prompts for authorized records, contract questions and project documents. Organize dated rent and availability comparisons with sources. Provide one agreed team training session, using existing authorized tools or reports where they meet the need.
Tools
Claude; authorized Yardi tools or reports; document and market sources.
Basic Claude instructions and the usage-cost explanation are included at no charge. This item covers tailored workflows and training.
Lease renewal outreach
What’s the process now?
Renewal outreach and negotiation within staff-defined limits were discussed. The final selection and operating rules will be agreed.
What we’re going to build & how
Configure approved offers, follow-ups and conversations within agreed limits. Route exceptions and final terms to staff for review. Prepare the approved document or export handoff and retain the communication history.
Tools
PMA workflow tools; approved communication channels; Yardi source records.
The base handoff is an approved document or export. Direct editing of Yardi renewal terms needs separate confirmation.
Resident notices
What’s the process now?
Resident notices and a supporting communication record were discussed. The exact notice types and delivery channels will be selected.
What we’re going to build & how
Prepare messages from approved templates and agreed triggers. Staff will review the recipient, amount and supporting evidence before the agreed delivery or export handoff. Retain the notice and its communication record.
Tools
PMA; approved templates and channels; Yardi source records.
Native Yardi communication-note updates require a confirmed supported operation.
Financial & expense reports
What’s the process now?
The team asked about custom financial and bank-review reports that are difficult to obtain from its existing reporting.
What we’re going to build & how
Build one agreed report package from the available data. Reconcile totals, show expense breakdowns and let staff inspect the supporting transactions. Select the reports and their definitions before implementation.
Tools
Yardi Voyager reports and records; PMA reporting and export.
One defined report package. Full bank reconciliation requires its own scope.
Maintenance phone agent
What’s the process now?
The team expressed interest in testing maintenance calls, including repeat calls, work-order handling and urgent escalation.
What we’re going to build & how
Configure approved company protocols, resident and issue intake, and the agreed Yardi work-order workflow. Recognize repeat reports and retain the call context. Test urgent transfer to the approved on-call contact and staff acknowledgment before launch.
Tools
Voice service; approved telephony; Yardi work orders; PMA.
Configuration is offered at no charge. Telephony and usage costs are separate.
Vendor quotes & scheduling
What’s the process now?
Project coordination includes vendor scopes, pricing, quotes, scheduling and follow-up.
What we’re going to build & how
Compare vendor quotes and availability against the agreed scope. Record the staff-approved choice, schedule the work and track acknowledgment. Flag unanswered handoffs for follow-up and retain the decision history.
Tools
PMA project records; approved vendor email and scheduling handoffs.
Vendor choice and purchasing approval stay with the team.
Stock transactions & reservations
What’s the process now?
Site inventory comparison was requested. Detailed stock transactions are a proposed extension for tracking quantities between counts.
What we’re going to build & how
Record stock by site, issues to jobs, transfers, count corrections and reservations. Reuse the same receiving and damage records when purchasing is selected. Keep each movement tied to its site and source event.
Tools
PMA stock records; shared receiving workflow; site counts.
Receiving scope will be confirmed if this option is selected without purchasing.
A working view of the proposal
Explore a sample portfolio, review a utility exception, turn a lender requirement into a task, and compare flooring costs.
Fictional records. Actions stay in the browser. Production connections follow implementation and acceptance.
Three commercial structures
| Structure | Full-menu planning basis | To finalize |
|---|---|---|
| PMA platform | $1.50, $1.75 or $2 per billable unit / month | Selected tier, billable units and development included or separately charged. |
| Independent deployment | $81,400 $75,400 workflow menu + $6,000 handover | Usable software rights, hosting, support and operating responsibilities. |
| Flat ongoing subscription | $24,600 setup + $4,100 / month | Platform-fee treatment, included running costs, support and exit terms. |
Amounts use the same $75,400 workflow menu. A smaller selection needs its dependencies confirmed. This is a planning comparison pending the stated commercial choices.
Cost over time
| Full-menu structure | 12 months | 24 months | 36 months |
|---|---|---|---|
| Flat ongoing subscription | $73,800 | $123,000 | $172,200 |
| Independent deployment | $81,400 + operations | $81,400 + operations | $81,400 + operations |
| PMA platform | D + 12 × N × r | D + 24 × N × r | D + 36 × N × r |
N = confirmed billable units r = selected monthly rate D = any separate development fee.
Operations and agreed extras are additional where applicable. The flat subscription continues for the agreed service term. It is not an installment payoff.
Milestones & payment schedule
| Checkpoint | Acceptance result |
|---|---|
| Scope and source confirmation | Selected properties, history, examples, owners and deliverables recorded. |
| Data foundation | Agreed records and totals reconcile with source reports. |
| Priority workflows | Utility allocations, resident groups, project forecasts and ROI calculations checked. |
| Operational handoffs | Reviewed tasks, acknowledgments, evidence and any selected Yardi updates verified. |
| Training and rollout | Staff complete the agreed workflows and approve expansion. |
The selected program determines the calendar, milestone values and payment schedule. These commercial terms will be recorded before work begins.
Priority scope breakdown
| Build | Planning amount |
|---|---|
| Shared PMA setup & Yardi data | $6,700 |
| Delinquency patterns | $7,400 |
| Utility review & recovery | $6,300 |
| Projects, maintenance & capex | $6,000 |
| Violations & licenses | $6,700 |
| Lender requirements | $3,000 |
| Site materials comparison | $2,300 |
| Asana & Outlook | $3,400 |
| Flooring performance & upgrade ROI | $6,300 |
Additional workflows breakdown
| Build | Planning amount |
|---|---|
| Purchasing, receipts & deliveries | $4,500 |
| Claude, documents & market research | $4,100 |
| Lease renewal outreach | $5,200 |
| Resident notices | $4,900 |
| Financial & expense reports | $2,600 |
| Maintenance phone agent | $0 |
| Vendor quotes & scheduling | $3,000 |
| Stock transactions & reservations | $3,000 |
Separately selected additions
| Addition | Bounded scope | Amount |
|---|---|---|
| Utility charge posting | One property and charge-code configuration; one reviewed batch workflow, result reconciliation and ledger confirmation. | $2,600 |
| Separate data connection | A genuinely separate connection or feed beyond the agreed Voyager setup. | $3,700 |
| Additional compliance source | One named, verified source beyond the agreed coverage. | $3,700 |
| Large scanned closing packages | Additional processing after review of sample volume and quality. | $1,900 |
The $6,000 independent deployment and handover charge is included in the $81,400 illustration. Agreed Voyager interfaces share one setup fee. Further charge-posting property/configuration rollout is agreed before expansion.
Operating costs
| Cost category | Basis for the final allowance |
|---|---|
| Yardi and other software | Existing entitlements and any selected interface or product charges. |
| Hosting, storage and monitoring | Deployment model, document retention, data volume and required service coverage. |
| AI and document processing | Pages, document quality, processing frequency and selected model. |
| Telephony and messaging | Call minutes, numbers, message volumes and selected channels. |
| External data | Selected market feeds, portal services and additional source access. |
Third-party charges are identified separately at cost. Volumes and current rates determine the allowance. The final agreement states which running costs each commercial structure includes.
Scope & commercial terms
Scope
One Voyager database and one PMA workspace for the agreed property list, history and selected workflows. Additional sources or historical reconstruction require a specific scope decision.
Software rights
Independent deployment covers the agreed custom deliverables and licensed components. PMA background software and third-party intellectual property retain their existing ownership.
Acceptance
The final scope records workflow acceptance checks, milestones, payment terms, support and recurring-cost treatment.
Selection
The interactive checklist expresses a preferred scope. It does not authorize work or execute a contract.
Next steps
1 Select the starting scope
Choose the builds and commercial structure on the selection pages.
2 Confirm the delivery boundaries
Agree the property list, records, owners, source coverage and representative samples. The implementation team handles Voyager validation.
3 Record the final agreement
Confirm the selected price, payment schedule, support, software rights and running costs in the acceptance document.
One property, one forwarding address and one representative report format. The $3,000 lender build and $1,200 shared setup allocation count toward an expanded scope.
Further scope to define
Non-call collections
Payment reminders, promises to pay and payment-plan tracking can be scoped after the desired channels and handoffs are defined.
Full bank reconciliation
The custom report package can identify and explain variances. Full bank reconciliation needs a separate workflow and acceptance definition.
These items carry no price in the selectable menu. Automated delinquency calls are outside the proposed program.
Delinquency field catalog
- 01 Application
- 02 Income
- 03 Leasing agent
- 04 Rental history
- 05 Demographic factors, subject to fair-housing review
- 06 Occupants applying for a specific unit type
- 07 Source of income
- 08 Credit
- 09 Debt-to-income ratio
- 10 Guarantor present
Requested field catalog. Availability, historical meaning and permitted use will be recorded for each field. Missing and restricted fields stay visible. Analysis supports operational review, not automated housing eligibility decisions.
Delinquency field catalog
- 11 Move-in time of year
- 12 Employment and length of time at job
- 13 Identity and paystub document type
- 14 Floor plan or unit type
- 15 Rent above or below market
- 16 Move-in concessions
- 17 Payment method
- 18 Rental assistance
- 19 Month in tenancy
- 20 Incoming traffic source
Requested field catalog. Availability, historical meaning and permitted use will be recorded for each field. Missing and restricted fields stay visible. Analysis supports operational review, not automated housing eligibility decisions.
Scope selection
Priority builds are suggested selections. All choices can be changed before confirming interest.
Select builds in the hosted presentation or acceptance worksheet. This printed checklist records no selection.
Commercial preference
Opens an email draft for review. No message is sent automatically.
Preferred scope only. Final pricing, dependencies and commercial terms require an agreed acceptance document.
Make a selection in the hosted presentation or acceptance worksheet.
← Change selected builds