Pricing that scales with your portfolio, not your headcount
AI Employee is priced per community and billed to your management company, so one contract covers every HOA you manage. Plans grow from document-grounded chat into 24/7 voice and authenticated self-service. Tiers below are illustrative starting points, not a locked rate card.
One management-company contract. Priced per community.
How pricing works
AI Employee uses a multi-tenant model built for the way management companies actually operate: a single parent account for your firm, with each HOA as an isolated sub-tenant that keeps its own documents, branding, voice persona, and homeowner users. You buy once and roll out across communities, so revenue and value scale with portfolio size rather than per-seat licensing. Indicative pricing runs from roughly $300 to $500 per community per month depending on tier and integration depth; exact pricing depends on portfolio size and which channels you turn on.
- Billed to the parent management company, not per HOA admin seat
- Each community is an isolated sub-tenant with its own docs, branding, and voice config
- Indicative range of roughly $300 to $500 per community per month, scaling with tier
- Phase 2 (system-of-record integration) raises value per community as authenticated self-service comes online
- No charge to add an HOA's documents, run a crawl, or tune prompts
Start with document chat, grow into voice and self-service.
Three tiers, one platform
Every plan runs on the same multi-tenant core: hybrid RAG retrieval, mandatory citations to specific document sections, per-tenant isolation, and a compliance-grade audit log. Higher tiers add channels (voice), integrations (your HOA system of record), and portfolio-level analytics. The tiers below are illustrative; we size a plan to your community count and the channels you want live.
Starter
Document-grounded chat for your communities. Ingest CC&Rs, bylaws, rules, ARC guidelines, and board minutes (with OCR for scanned 1990s-era PDFs), and let homeowners get cited answers 24/7 from an embeddable widget. Includes section-aware chunking, mandatory §X.Y.Z citations, per-community deflection analytics, and the HOA Admin Console. Best for firms validating deflection on a few communities.
Growth
Everything in Starter, plus the inbound voice agent (Twilio + Gemini Live) so homeowners who prefer to call get the same cited answers by phone, with escalation to staff when needed. Adds the one-click web crawler to auto-ingest an HOA portal, per-community prompt overrides for homeowner, board, and management audiences, and the common-questions report. Best for firms rolling out across a portfolio.
Enterprise
Everything in Growth, plus authenticated self-service through your HOA system of record (Vantaca integration on the Phase 2 roadmap): homeowners check account balance, maintenance request status, ARC submission status, and violation history without calling. Adds portfolio-wide deflection analytics, configurable data retention, and priority onboarding. Pricing is contact-us and sized to your portfolio.
Capabilities by tier
What is included where
A quick view of where each capability lands. Everything builds on a shared, multi-tenant foundation, so upgrading a community is a configuration change, not a migration.
- Starter: document chatbot, OCR + section-aware chunking, mandatory citations, embeddable widget, per-community deflection analytics, HOA Admin Console
- Growth: adds inbound voice agent, web crawler for portal seeding, per-community prompt overrides, common-questions report
- Enterprise: adds authenticated self-service via your system of record (Vantaca, roadmap), portfolio analytics, configurable retention, priority onboarding
- All tiers: multi-tenant isolation, compliance-grade audit log, CCPA right-to-delete and right-to-export, consent flow in the widget
- All tiers: deflection rate as the north-star metric, measured per community on 30/60/90-day windows
Document chatbot with citations
Cited answers from CC&Rs, bylaws, minutes, ARC guidelines, and rules. Included in every tier.
24/7 voice agent
Inbound calls answered with the same cited answers and a friendly community-manager persona. Growth and above.
Authenticated self-service
Balance, maintenance requests, ARC submissions, and violations via your system of record. Enterprise (Vantaca on the roadmap).
Compliance and audit
Every PII access logged; CCPA right-to-delete and right-to-export; consent flow in the widget. All tiers.
Multi-tenant hierarchy
One management-company account, many isolated HOA sub-tenants with their own docs and branding. All tiers.
Deflection analytics
Per-community deflection on 30/60/90-day windows; portfolio rollups at Enterprise.
Deflection is the metric your bill maps to
Where the spend pays back
AI Employee's north-star metric is deflection rate, the share of homeowner inquiries resolved without staff involvement. Roughly 70% of front-desk inquiries are repetitive document questions (pool hours, parking, paint colors, ARC rules, trash days, meeting dates) that the platform answers directly with citations. Design-partner targets are 50% deflection by month 6 and 70% by month 12; the Magee Ranch validation showed a 62% deflection rate on a 30-day window. Every deflected call is staff time you do not spend, and the metric is transparent enough to tie directly to renewal.
- Targets: 50% deflection by month 6, 70% by month 12
- Magee Ranch validation: 62% deflection on a 30-day window with cited answers
- Repetitive document Q&A is roughly 70% of front-desk inquiries today
- Mandatory citations to specific sections keep answers defensible and reduce dispute risk
- Add communities under one contract so each new HOA compounds the return
Same platform, other verticals
Beyond HOA
AI Employee is system-agnostic and multi-tenant, so the same engine serves other verticals. Tutoring and academy operators use it for 24/7 lead capture, scheduling, and authenticated self-service, with learnsuite.ai as a reference integration. If you operate in another vertical and want a document-grounded, workflow-capable agent on your existing system of record, talk to us about a tailored plan.
- Tutoring centers: lead capture, class and balance lookup, enrollment and cancellation workflows
- Reference integration with learnsuite.ai; system-agnostic via standardized API adapters
- Same multi-tenant core, isolation, and audit logging across verticals
Tutoring and academies
24/7 chat for pricing, schedules, and trials, plus authenticated self-service for balance, classes, and cancellations via your management system.
Learn moreNew verticals
Bring your documents and your system of record; we configure prompts, workflows, and an integration adapter rather than rebuilding the core.
Let's size a plan to your portfolio
Tell us how many communities you manage and which channels you want live. We'll map a plan to your deflection goals and walk you through the HOA Admin Console on a real demo.