Enterprise Avoids 140% Fee Hike

The Problem

A property management firm managing a growing portfolio of 28 residential buildings had reached a breaking point. Aging infrastructure and years of underfunded reserve contributions had created a projected shortfall that, under standard reserve fund methodology, would require a fee increase of 140% over the next three years.

Boards balked. Residents pushed back. And the firm's consulting process — relying on a rotating roster of independent engineers and manual report assembly — was taking three to four months per building study, making it impossible to keep pace with the portfolio's own growth.

The Process

The firm onboarded REcollab and uploaded six years of maintenance records, engineering assessments, and financial statements across their full portfolio — roughly 4,200 documents — in a single afternoon. REcollab's ingestion engine categorized every building component, cross-referenced actual expenditures against replacement cost benchmarks, and identified 14 buildings where phased retrofit investments qualified for green financing programs.

The AI then built a 15-year contribution model with graduated annual increases, distributing the funding burden across time rather than front-loading it onto residents. Each building received its own compliance-ready report, formatted for board presentation, insurer review, and municipal filing.

The full portfolio analysis — across all 28 buildings — was complete in under 72 hours.

The Outcome