Contract → Workflow Billing Map
Maps the management agreement schedule of works to platform workflows — separating agreed-services work from fee-for-service work that's chargeable.
Agreement:Fee structure: Hourly + retainer · base fee $28,000/yr
Billing-map KPIs
Agreed services
10 items
$19,610 delivered under base fee
Fee-for-service
10 items
$8,928 chargeable extras /yr
Total fee envelope
$36,928
Base + projected extras
Capture %
31%
Extras / (extras + absorbed)
Where the work goes
Absorbed 69%
Chargeable 31%
Items the agreement bundles into the base fee are absorbed cost. Items marked fee-for-service generate chargeable line items on the next invoice run when their workflow runs.
Agreed services — included (10)
Delivered as part of the annual management fee
| Schedule item | Workflow | Cadence | Absorbed $/yr |
|---|---|---|---|
Convene & minute AGM Governance · Annual | AGM Preparation (NSW) | Annual | $1,450 |
Convene & minute committee meetings Governance · Quarterly | AGM Preparation (NSW) | Quarterly | $2,320 |
Issue circular resolutions Governance · As required | AGM Preparation (NSW) | As required | $660 |
Prepare & issue levy notices Financial · Quarterly | Finance and Levy Queries | Quarterly | $720 |
Bank reconciliation & trust audit Financial · Monthly | Finance and Levy Queries | Monthly | $1,140 |
Owner / resident correspondence Communications · Ongoing | General Enquiry | Ongoing | $8,100 |
Maintain strata roll Records · Ongoing | Change of Owner/Lot Details | Ongoing | $720 |
Annual Fire Safety Statement lodge Compliance · Annual | Annual Fire Safety Statement | Annual | $480 |
Arrange annual insurance renewal Insurance · Annual | Insurance Renewal | Annual | $420 |
Triage reactive maintenance Maintenance · Ongoing | Maintenance Request | Ongoing | $3,600 |
Fee-for-service — chargeable (10)
Generates an additional invoice line when the workflow runs
| Schedule item | Workflow | Per year | Projected $/yr |
|---|---|---|---|
Extraordinary general meeting Governance · As required | AGM Preparation (NSW) | 1× @ $980/event | $980 |
Manage insurance claim Insurance · As required | Insurance Claim | 2× @ $320/event | $640 |
By-law breach / NCAT preparation Disputes · As required | Complaints Management | 2× @ $540/event | $1,080 |
Section 184 certificates Records · Per sale | Update My Details | 6× @ $138/item | $828 |
Major works project management Capital Works · Per project | Major Works Form | 1× @ $2,400/event | $2,400 |
Debt collection / arrears recovery Compliance · As required | Debt Collection Process | 3× @ $260/event | $780 |
Contract renewal & tender Maintenance · As required | Contract Renewal and Tender | 1× @ $1,180/event | $1,180 |
WHS notifiable incident handling Compliance · As required | PCBU Notifiable Incident | 1× @ $680/event | $680 |
New building onboarding Governance · One-off | New Building Onboarding | 0× @ $3,200/event | $0 |
Insurance valuation coordination Capital Works · Triennial | Insurance Valuation Checklist | 1× @ $360/event | $360 |