Per-door pricing punishes you for growing and rewards us for doing nothing. A seat is a person with a shift, a queue and a name — so that is what we charge for.
All prices in USD · Month-to-month · Cancel anytime
Every seat is a trained property operations person working inside your existing PMS. The difference is how many hours you get and how much of the lifecycle they own.
One seat, overnight shift — board clear by 8am
Full-time, 160h/mo, owns the lifecycle end to end
For volume one seat cannot absorb
The automation layer — severity triage, vendor callout chains, warranty checks, SMS confirmation loops and the morning digest — is from $499/mo, on top of a seat. We do not sell it standalone, because software with nobody behind it is how the queue got messy in the first place.
One monthly number. No setup fee, no recruiter fee, no per-work-order charge, no exit penalty.
Competitive local compensation, statutory benefits, health coverage and paid leave. Coordinators who are paid properly stay past month three, which is the only retention metric that matters to you.
Timekeeping, payroll, leave cover and all employment administration sit with us. You are not the employer of record and you do not carry the employment risk.
NDAs, IP assignment and a data processing agreement covering resident PII. Fair Housing fundamentals are part of onboarding for every resident-facing seat.
Laptop, dual monitors, headset, business fibre and backup power and internet. An overnight shift is worthless if the person drops off the queue at 3am.
A shadowing week inside your AppFolio, Buildium, Propertyware, Yardi, Rent Manager or Entrata instance, learning your escalation rules, spend limits and vendor list before touching a live ticket.
Planned leave is backfilled by a cross-trained colleague at no extra cost. If the fit is wrong in the first 30 days we replace the seat free, inside 7 days.
The honest comparison is not against other outsourcers. It is against the three things property managers already do about overnight volume.
| Nexoforma seat | In-house US coordinator | After-hours answering service | Generalist VA | |
|---|---|---|---|---|
| Monthly cost | $1,299–$1,499 | $4,500–$6,200 loaded | $300–$1,500 | $800–$1,600 |
| Overnight coverage | Their normal workday | Night premium or nobody | Yes | Rarely |
| Works inside your PMS | Yes | Yes | No — takes a message | After you train them |
| Dispatches a vendor | Yes, to your rules | Yes | No | Unlikely |
| Knows your spend limits | Yes | Yes | No | No |
| Queue clear by 8am | Yes | No — starts at 8am | No — hands you a call log | No |
| Property ops trained | Yes | Yes | Script only | No |
| Cover for leave | Included | You absorb it | n/a | You absorb it |
| Replacement | Free, 7-day SLA | Rehire, 6–10 weeks | Switch vendor | Restart search |
| Commitment | Month-to-month | At-will, real cost to exit | Annual typical | Month-to-month |
Cost ranges are our estimates, not survey data. The in-house figure assumes a $42k–$58k base salary loaded roughly 1.28× for payroll tax, benefits, workspace, equipment and software. Your market will differ — run your own number before you use ours.
Same rate across the four seats. We do not price a leasing admin higher than a maintenance coordinator because the underlying seat costs us the same.
| Role | Overnight desk | Full seat (160h) |
|---|---|---|
| Maintenance Coordinator | $1,299/mo | $1,499/mo |
| Leasing Administrator | $1,299/mo | $1,499/mo |
| Resident Communication Agent | $1,299/mo | $1,499/mo |
| Back-Office Specialist | $1,299/mo | $1,499/mo |
| Maintenance Ops Pod (2 + lead) | — | from $3,999/mo |
| Automation layer (add-on) | from $499/mo | |
Pick a role and a headcount. Compared against a loaded in-house US hire doing the same job.
The US figure is our estimate, not survey data: a $42k–$58k base salary loaded roughly 1.28× for payroll tax, benefits, workspace, equipment and software. It is a starting point for your own maths, not a quote.
Get a detailed cost breakdown for your team
Three steps. No procurement hoops, no surprise invoices.
Door count, which PMS you run, current after-hours arrangement, and where the queue actually breaks. Fifteen minutes. If the honest answer is that you need software rather than a seat, we will say so.
Within 48 hours you get two or three vetted coordinators to interview and a scoped coverage window with your exact monthly number on it. Not a range, not a “starting at”.
Your pick spends a week inside your PMS learning your escalation rules and spend limits before touching a live ticket. Billing starts when they go live, not when they start shadowing.
Worth reading before you compare us to anything else. These are boundaries we hold on purpose, not gaps we are hoping you miss.
Our seats do administrative and coordination work. They do not perform activity that requires a real estate or property management licence in your state. Where a task crosses that line, it goes to your licensed staff.
Back-office seats code invoices, flag variances and prepare owner statements. They never sign, approve or release a payment, and they are never given access to a trust or escrow account.
A seat is a shift, not round-the-clock cover. You buy a defined coverage window and we tell you in writing what is outside it. If you need someone answering a true emergency line at 4am ET, that is an answering service and you should buy one.
The seat works inside your PMS on a user seat you own. We do not resell PMS licences and we do not mark them up. If your plan needs another user seat, you buy it from your vendor at your price.
If the seat is not performing to your standard inside the first 30 days, we replace them free of charge within 7 days. Tell your account manager — there is no form and no escalation path to climb.
And if offshore operations support turns out not to suit how you run: no exit fee and no contract penalty — just 30 days’ written notice. We would rather lose the seat than argue you into keeping it.
The questions every property manager asks before signing.
Because per-door pricing bills you for growth you have not felt yet. A 900-door portfolio with a clean preventive programme generates a fraction of the tickets of a 600-door portfolio with deferred maintenance, yet per-door pricing charges the first one more. A seat is a fixed cost you can staff against and forecast. It also keeps our incentive honest: we cannot grow the invoice by letting your ticket volume rise.
Our working assumption is 500–800 doors per full seat, but treat that as an estimate from general benchmarks rather than a measured figure — ticket volume per door varies enormously with asset age, preventive programme and resident mix. We size it properly on the scoping call using your actual monthly work-order count, not your door count.
No. The monthly seat rate covers salary, benefits, HR and payroll, compliance and legal (NDA, IP assignment, data processing agreement), equipment and connectivity, onboarding and the shadow week, leave cover, and your account manager. There is no setup fee, no recruiter fee, no per-work-order charge, no currency markup and no exit penalty. The only things that are extra are the automation layer, at $499/mo and up, and any PMS user seat you buy from your own vendor.
Planned leave is backfilled by a cross-trained colleague who already has your escalation rules, at no extra cost. Unplanned absence is covered by the pod bench where one exists; on a single seat you may get a slower morning while cover is briefed. We would rather tell you that than pretend a one-person seat has no single point of failure — it does, and that is the honest argument for a pod once you are past roughly 1,200 doors.
Yes, and most clients should. Start with one overnight desk on your highest-volume function, run it for a quarter, and see whether the morning queue is genuinely clear before you add a second. Adding a seat takes about 48 hours to match and a week to shadow. There is no bulk discount to chase, so there is no reason to over-buy up front.
Not at first. Buy the seat, let the coordinator work your queue manually for a month, and let the repeated patterns declare themselves. Then automate those specific loops. Automating rules nobody has tested yet is how you end up with a system that routes confidently and wrongly.
No minimum term. Month to month, no exit fee and no contract penalty — cancellation takes 30 days’ written notice, per the Terms of Service. We ask for a fair shot — the shadow week plus about a month live — because judging a coordinator in week one mostly measures how well your process is documented, not how good they are.
Tell us your door count and which software you run. We come back with matched coordinators, a scoped coverage window and a fixed monthly number — or we tell you straight that we are not the right fit.