Section 1 — The Problem
Where Your Hours Go
These time-costs come from your 4/2 discovery walkthrough and 4/7 proposal call:
| Manual Step | Your Time | VA Time |
|---|---|---|
| TC Docs entry per file | ~10 min | ~30 min |
| Transaction summary email | Manual reply-all + paste, every deal | — |
| Disclosure audit + DocuSign tagging | Manual, every deal | — |
| SkySlope entry | — | Manual, every deal |
| Daily email triage | ~150 emails/day | — |
| Listing side (Glide + HomeLight + signatures) | Manual, every listing | — |
Section 2 — What Changes and Why It Pays
The Shift
Same scope of automation work as the original $10K Phoenix TC OS proposal — restructured as a 6-month subscription engagement so monthly cash flow stays tight while the system gets built.
- — What gets built: Six high-ROI workflow automations, one per month, ranked by time saved per dollar of complexity.
- — What you keep: Every tool you already use — SkySlope (broker mandate), Glide (ZipForms licensing), DocuSign (C.A.R. forms), HomeLight (disclosure packages), TC Docs, Google Sheets, Gmail. Nothing to migrate. Nothing to relearn.
- — What changes: The manual steps inside those tools quietly disappear, one at a time. Six hours back in Month 1, 15+ by Month 3, 30+ by Month 6.
Math behind the numbers
- +TC fee: $400 per buyer-side file, $500 per listing-side file (your stated rates, Bay Area mid-market)
- +Volume baseline: 40 active files/month (from your “20 deals in 2 weeks” on the March 24 call)
- +New agent-client model: ~3 files/month per new agent signed, mixed buyer/listing → ~$1,350 MRR per new client
- +Conversion assumption: ~5 hours/week of relationship-building yields 1 new agent-client signed every ~6–8 weeks
- +These are conservative capacity estimates, not guaranteed results.
By the end of Month 3, the system saves you roughly two hours every workday — ten hours per workweek. If you redirect that into agent-meetups, follow-up calls, and onboarding conversations, signing just one new agent-client a quarter pays for the engagement many times over. Signing one per month nets you ~$8,100 in new monthly recurring revenue by Month 6. These are conservative capacity estimates, not guaranteed results.
Time-Back → Revenue Capacity
| Stage | Reclaimed Time | Re-Deployed To | New Agent-Clients Realistically Signed | Monthly Revenue Uplift |
|---|---|---|---|---|
| End of Month 1 | ~2.5 hours/week | Initial outreach, follow-up with warm leads | 0–1 new agent-client | $0 – $1,350 |
| End of Month 3 | ~10 hours/week (~2 hrs/workday) | Weekly meetups, demo calls, agent onboarding | 1–2 new agent-clients | $1,350 – $2,700 |
| End of Month 6 | ~15 hours/week (~3 hrs/workday) | Full sales motion: meetups + relationship building + new agent onboarding | 3–4 new agent-clients | $4,050 – $5,400 |
Section 3 — Implementation Roadmap
Six Sprints. Six Months. One Manual Step Eliminated Each Time.
Duration
6 sprints in 6 months
First Automation Live
Day 14
01
First ROI hit — Day 14
Month 1 — Weeks 1–4
Contract Intake → Transaction Summary + Email Blast
- A ratified contract lands in your inbox. Within minutes, the transaction summary populates itself — every field, every critical date, every party — in your existing template format.
- The reply-all email drafts itself with the critical dates already baked in. You review, click send. That’s it.
- “Part 1” and “Part 2” from your 4/2 walkthrough collapse into a single click. First file runs live Day 14, with you watching.
- Nothing migrates. Your inbox, your tools, your template — same as today, minus the manual entry.
02
Month 2 — Weeks 5–8
Disclosure Audit Agent + Signature Template Library
- A disclosure package arrives. Instead of a 30-minute manual audit, your phone gets a checklist: “2 items missing for Alameda county fire zone.” You approve. It moves forward.
- Every C.A.R. form already knows where the signature blocks go. Your VA drops a package — signing roles assign themselves. The manual placement step disappears.
- Human approval gate stays in place. You stay in control — the system just handles the checklist work that shouldn’t require your attention.
03
Month 3 — Weeks 9–12
Email Triage Daily Digest
- At 7am, instead of opening 150 emails, you open one digest: “5 emails need a response today, here’s why” — with a direct link to each.
- Every email is already sorted by transaction file and urgency. You focus only on what actually needs you. Nothing gets deleted, nothing auto-responds — you stay in control of the inbox.
- Timed for Month 3 deliberately: the system uses 60 days of live transaction data to classify accurately. Fewer false positives, fewer miss-sorts by the time this lands.
04
Month 4 — Weeks 13–16
Critical Dates → Calendar + Spreadsheet Auto-Sync
- A ratified contract arrives — every deadline (COE, EMD, contingency removal, inspection, appraisal, loan) lands in your calendar automatically, with 48-hour advance pings already set.
- C.A.R. weekend and holiday rules apply themselves. No more mental math on date rolls.
- Your tracking spreadsheet — your real CRM, your color-coding, your format — updates itself. Nothing about its structure changes, it just stays current.
05
Month 5 — Weeks 17–20
Broker File Entry + TC Docs Auto-Fill
- The “VA enters the file manually” step for broker compliance disappears. Contract data flows into the right broker file sections automatically — correctly split, correctly categorized, broker requirements preserved.
- The “10-minute hot-seat TC Docs entry” becomes ~30 seconds of human approval. Every field populates from the contract. Agents not yet in the system get looked up automatically.
- Nothing breaks broker compliance — the system respects every submission requirement exactly as your VA does today, just without the manual labor.
06
Month 6 — Weeks 21–24
Listing-Side Full Stack: Kickoff + Disclosure Package + Stamp Placement + QA + Handoff
- New listing agreement arrives → the kickoff sequence runs itself: the client-facing portal entry populates, the correct county forms pull in from your existing licensing, the seller welcome email sends with the right links.
- Once the seller signs, the full disclosure package assembles automatically and flows into the signature platform — ready without manual re-upload or re-tagging.
- Disclosure stamp placement (the one that takes 20+ minutes per listing, white-space hunting) happens automatically on every file.
- Listing kickoff collapses from 45+ minutes to ~5 minutes. Full QA pass on 20+ historical transactions (≥98% accuracy required before handoff). System documented, visibility dashboard set up, continuation decision yours to make.
Section 4 — Scope
What’s Included — and What’s Not
What’s Included
- —Six production-grade automations, delivered monthly
- —Automation layer that ties your existing tools together — runs inside your accounts, nothing to migrate or relearn
- —You own everything — no vendor lock-in
- —Edge-case tuning + accuracy guarantees
- —Live Slack/text support during business hours
- —Monthly 30-min check-in and sprint demo
- —Full documentation at handoff
- —Optional $500/mo continuation retainer
What’s NOT Included
- —No app build, no UI, no portal — automation layer only
- —NOT replacing SkySlope (eXp broker mandate)
- —NOT replacing Glide (ZipForms licensing requirement)
- —NOT replacing DocuSign or HomeLight
- —NOT replacing TC Docs (your CRM stays your CRM)
- —No new software for you to learn
Section 5 — Your Investment
Your Investment
$500 / month
6-month integration engagement · $3,000 total
Payment: first Monday of each month
Includes: 6 monthly sprints, all automations hosted in your own accounts, edge-case tuning, live Slack/text support during business hours, monthly 30-minute check-in and sprint demo, full documentation at handoff.
After Month 6, optional month-to-month continuation at $500/mo. Cancel anytime.
Optional: Fast-Track Payoff
Once the ROI starts hitting — say, after Month 2 or Month 3 when the time-back is undeniable — you have the option to pay the remaining balance as a single payment and compress all remaining sprints into a single accelerated 4-week build cycle.
How it works
- —Anytime after Month 1, pay the remaining balance ($3,000 minus what you’ve already paid)
- —Remaining sprints get compressed into a single 4-week sprint cycle
- —Total cost stays $3,000 — no discount, no penalty
- —You get the full system live up to four months sooner
Why this might make sense
- —If you sign your first new agent-client by Month 2 (~$1,350 MRR), waiting another four months for the full system means leaving $5,400 of compounding capacity on the table
- —Fast-tracking lets you redeploy time savings into client signing immediately, not gradually
Best fit if: Your new-client signing pace from time-back exceeds projections — the ROI is hitting hard enough that locking in the full system sooner pays for itself many times over.
Section 6 — Next Steps
Three Steps. No Surprises.
01
Confirm direction
Review the roadmap and pricing. If anything needs to flex — sprint order, scope, timing — we adjust before kickoff. No surprises after we start.
02
Sign + activate
Counter-sign the engagement letter, pay Month 1 ($500), and we send the credentials checklist same day.
03
Kickoff sprint begins
Week 1 is access collection and sample data. Day 14, Sprint 1 ships to production. Your first ROI hits before the second invoice.