# LeaseOps Portal pilot proposal A client-ready proposal for turning the Property Management Pipeline Portal demo into a scoped, rebrandable property management onboarding software pilot with clear launch owners, commercial terms, acceptance criteria, and follow-on SEO/AEO expansion. Recommended offer: Property management onboarding software pilot package Investment summary: $24k-$45k setup, $1.2k-$4k/month recurring, $1.2k-$4k/month hosting, support, document workflow updates, and integration planning. Target launch window: Weeks 6-10; 10 days data prep, 20 days portal hardening, 15 days active onboarding pilot. ## Executive Narrative A rebrandable owner onboarding and leasing operations portal for property teams that need cleaner document packets, rent-ready tracking, and owner communication. The paid pilot keeps scope tight: prove fewer stalled owner packets, clearer rent-ready accountability, and faster launch into property operations. while deferring custom integrations, advanced automation, and unsupported workflow expansion until the buyer validates adoption. Buyer outcome: Fewer stalled owner packets, clearer rent-ready accountability, and faster launch into property operations. Proof points: - Owner packet completion: 85% of required files complete or owner-blocked by day 7.. Evidence: Document status board. - Launch task accountability: 100% of rent-ready checklist items have owner, due date, and status.. Evidence: Launch task workflow. - Accounting handoff clarity: One approved export field map before live PMS or accounting sync.. Evidence: Implementation export and blocked integration list. - Reduced onboarding delay: Move blocked items into one visible queue during the first week. modeled lift. - Manager capacity: Centralize packet status, approval notes, and owner messages for the pilot cohort. modeled lift. ## Prospect Fit - Manages at least 40 units or several owner relationships. - Uses email, folders, and spreadsheets for owner onboarding or lease packet status. - Has repeated document exceptions before a property becomes rent-ready. - Property management owners and Regional operations managers can validate the pilot without replacing their core system. ## Scope ### Tenant setup Configure property stages, owner packet requirements, roles, brand tokens, and launch dashboard. Deliverables: - Portfolio onboarding workspace - Property intake pipeline and stage transitions - Owner packet import template - Owner and property export import map Acceptance: Pipeline stage, launch checklist, and owner queue reflect the same property. ### Data onboarding Map property records, owner contacts, packet status, rent-ready tasks, and accounting handoff fields. Deliverables: - Property and document import - Owner document checklist with missing-item reminders - Rent-ready checklist - Document checklist import map Acceptance: Exception queue exists; document type mapping needs final labels. ### Workflow configuration Configure missing packet reminders, blocker escalation, accounting export preflight, and launch readiness checks. Deliverables: - Document reminders and rent-ready blockers - Rent-ready task board for inspections, listing, maintenance, and reserves - Accounting export field map - Rent-ready task list import map Acceptance: Spec includes roles, document objects, integrations, and launch assets. ### Pilot review Deliver readiness report, accounting field exceptions, owner message templates, and expansion recommendation. Deliverables: - Portfolio handoff package - Accounting handoff export and launch readiness report - Portfolio launch report Acceptance: Export an accounting handoff file that passes field completeness review. ## Timeline - Kickoff (Days 1-7): Client sponsor. Buyer action: Client sponsor: approves the pilot offer, success criteria, and weekly launch decisions. Deliverable: map owner packet fields, property statuses, and portal roles. Exit: Import file and required document matrix approved. - Configuration (Days 8-25): Implementation lead. Buyer action: Onboarding coordinator: provides source data, validates import exceptions, and confirms cutover readiness. Deliverable: import pilot properties and classify missing documents. Exit: Admin can move a property from intake to rent-ready review. - Pilot (Days 26-45): Portfolio manager. Buyer action: Portfolio manager: tests the workflow against real records before broader rollout. Deliverable: review accounting preflight and export exception examples. Exit: Accounting handoff sample and launch readiness report are accepted. ## Commercial Terms - Recommended tier: Owner packet pilot. Buyer can assign one portfolio manager, approve packet requirements, and export property/owner data within the first week. - Pilot setup: $24k-$45k. Brand tokens, owner portal shell, property stages, packet categories, and staff roles for one portfolio. - Recurring support: $1.2k-$4k/month. Launch support thread: Business days during pilot; Weekly onboarding review: One 45-minute session per week - Property and owner import: $7k-$13k. Import up to 60 active property records with owner contacts, unit fields, rent-ready stage, and exceptions. - Packet and rent-ready workflow: $8k-$16k. Configure required documents, exception queue, rent-ready blockers, owner reminders, and accounting export preflight. - Launch support and hosting: $1.2k-$4k/month. Hosting, weekly onboarding review, message template edits, blocker triage, and export troubleshooting. ## Buyer Commitments - Property export with owner, unit, rent, reserve, and onboarding stage fields. - Required owner packet list with legal or policy owner sign-off. - Rent-ready checklist, blocker definitions, and escalation owners. - Accounting export format or sample import file from the destination system. - One 90-minute workflow kickoff, one document packet review, and one accounting export review. before configuration begins. - Launch support thread with Next business day response during setup. ## Assumptions - Data path: Import a small cohort of new-owner records, reconcile property identifiers with the PMS, then invite internal managers before owner-facing portal access. - Identity model: Email invitation for owners and staff during pilot, with Microsoft Entra or Google Workspace SSO as the production path. - Session model: Portfolio-scoped sessions with property access filters and owner-portal restrictions. - Domain strategy: Use owners.clientdomain.com or onboarding.clientdomain.com for the live portal, with property-management.ideas-realized.com retained as the sales preview. - Payment milestone: 40 percent due at signature for packet policy review and tenant setup. ## Out of Scope - No payment collection, trust accounting, or ledger replacement in the first pilot. - No resident portal commitments unless the resident workflow add-on is signed. - Document retention and compliance language must be approved by the buyer before owner reminders are enabled. - Do not represent the pilot as an accounting system replacement. - Do not automate legal document reminders without buyer-approved wording. - Do not add resident payment scope to the base pilot. - Deferred module: Resident portal and payment processing - Deferred module: Maintenance vendor marketplace - Deferred module: Full accounting ledger sync ## Acceptance Criteria - At least 40 property records import with required owner and unit fields. - Missing owner packet reminders reflect the client-approved document matrix. - Rent-ready blockers are visible by owner, stage, property, and next action. - Accounting handoff export passes completeness review for the pilot portfolio. - Move a property from intake to rent-ready: Pipeline stage, launch checklist, and owner queue reflect the same property. - Route an owner document exception: Exception queue exists; document type mapping needs final labels. - Export owner onboarding launch spec: Spec includes roles, document objects, integrations, and launch assets. - At least 40 property records import with required owner and unit fields. - Missing owner packet reminders reflect the client-approved document matrix. ## Risk Controls - Pilot risk control 1: Implementation lead; Avoid resident payments, trust accounting, and maintenance marketplace scope until owner onboarding is accepted. - Pilot risk control 2: Product engineer; No payment collection, trust accounting, or ledger replacement in the first pilot. - Pilot risk control 3: Growth lead; No resident portal commitments unless the resident workflow add-on is signed. - Accounting export fields can vary by property management stack.: Implementation lead; Scope one export format for the pilot and keep ledger sync out of MVP. - Owner document requirements may vary by jurisdiction or management agreement.: Client sponsor; Require client policy review before turning reminders into automated messages. ## SEO/AEO Expansion - Property management onboarding software: /industries/property-management-onboarding-software - What should owner onboarding software track for property managers? (FAQPage) - How can a property manager reduce rent-ready launch delays? (HowTo) - Owner onboarding software vs shared drive folders - Rent-ready workflow software vs generic task boards ## Next Steps - Approve Owner packet pilot and confirm $24k-$45k setup band. - Send required assets: Owner packet checklist, Pilot property export, Owner reminder templates. - Schedule One 90-minute workflow kickoff, one document packet review, and one accounting export review.. - Choose launch domain: property-management.ideas-realized.com preview now, then property-management.ideas-realized.com for production. - Use Move a property from intake to rent-ready as the first go/no-go decision. ## Signature Blocks - Client sponsor: Approves budget, pilot scope, and launch decision. - Buyer operations owner: Provides source data, validates workflow language, and accepts launch criteria. - Ideas Realized implementation lead: Owns configuration, runbook, QA evidence, and post-pilot backlog recommendation.