Project Proposal
Prepared for Coral Estate VvE
Date: October 27, 2025
A. Our Partnership Philosophy
Dear Members of the Coral Estate VvE Board,
Thank you for the productive introductory meeting. We are excited to present this proposal, which is tailored to our discussion.
Our philosophy at makemyday.biz is to build long-term partnerships that deliver affordable, comprehensive, and sustainable solutions.
To honor that philosophy, this proposal intentionally moves away from providing a rough estimate for the full project. Instead, we are following our standard practice: we propose a
This initial, upfront investment is the single most effective way to save time and money in the future. It allows us to protect both you and ourselves from surprises and ensures we deliver the best possible solution, built on a solid foundation of shared understanding.
Thank you for the opportunity and please let us know if you require any additional information. We believe that the discovery phase will give us the best course of action to bring your Odoo Implementation to a success!
Kind Regards,
Team MAKEMYDAY.BIZ
B. Our 'Discovery-First' Approach
Before committing to a full implementation, we need to get a better grasp of what your requirements entail. The RFQ you provided is a great starting point and already provides a tremendous insight in your requirements. However, in our discovery phase we can further deep-dive into the specifics.
The goal of this initial phase is to work directly with your team to create a detailed project blueprint. This ensures we are all working in good faith toward a stable, reliable, and future-proof solution.
What This Phase Achieves:
- De-risks the Project: We identify technical and operational challenges before they become costly problems.
- Provides a Firm Quote: This phase concludes with a detailed, accurate quote for the full implementation. No surprises, no budget creep.
- Data-Driven Planning: We conduct a data assessment to understand the quality and type of data in AFAS before promising a migration path.
- Aligns Resources: We can accurately estimate the necessary availability of both your team and ours, creating a realistic timeline.
C. Phase 1: Project Discovery & Planning
This is the formal quotation for the initial, required discovery phase.
Activities & Process:
- On-Site Workshop (8 hours): We will meet with your key stakeholders (Board, Manager, Bookkeeper) at your location.
- Process Mapping: We will map your current accounting, invoicing, and owner management workflows.
- Data Assessment: We will review your AFAS data structure to determine the quality and effort required for a (lite) migration.
- Requirements Validation: We will walk through all "must-have" and "nice-to-have" features to confirm their true scope.
- Internal Scoping & Blueprinting (16-18 hours): Our team will consolidate these findings into a formal project plan.
Key Deliverables (At the end of this phase):
- A Detailed Project Scope document.
- A Data-Readiness Report and migration plan.
- A Fixed-Price Quotation for the full "MVP Implementation" (Phase 2).
- Tailored Odoo SH Licensing Quotation for the needs of the Coral Estate VVE. (Please note that licensing is quoted by and paid directly to Odoo. Makemyday.biz helps with reviewing and selecting the right licensing with Odoo.)
- A Project Timeline with defined milestones.
D. Initial Investment: Discovery & Planning Phase
We are quoting a fixed, pre-paid package for this entire Discovery & Planning phase, based on the hours outlined.
| Service | Hours | Rate (USD) | Total (USD) |
|---|---|---|---|
| On-Site Discovery Workshop (Your Team Input) | 8 | $115.00 / hr | $920.00 |
| Internal Scoping & Blueprinting (MMD Team) | 17 | $115.00 / hr | $1,955.00 |
| Total Investment (Phase 1) | $2,875.00 | ||
This package will be invoiced upfront to secure project resources. You can transparently track all hours used in your Makemyday Customer Portal.
E. Provisional Project Outline (To Be Scoped)
Crucial Note: For Budgeting Purposes Only
These figures are rough estimates and not a final quote. The primary goal of the is to analyze these tasks, validate the scope, and provide a firm, detailed quotation. We expect this approach will result in a more trustworthy budget for both parties, without the surprises that can occur once we go into operational mode for execution.
Provisional Phase 2: MVP Implementation (High-Level)
- General Implementation (POA Standard): Configuration of Accounting, Contacts, and Subscriptions.
- Bookkeeping & Financials: Setup of your Chart of Accounts, multi-currency, and tax settings.
- Owner Management & Invoicing: Configuration of Plots, Owners, Residents, and automated annual invoicing.
- Data Migration (Lite): Import of core data (Contacts, Plots, Open Balances).
- Core Integrations: Standard connection to Google Mail/Calendar and setup of bank import tools.
Provisional Phase 3: Training & Handover (High-Level)
- Comprehensive User Training: Role-based training sessions for all administrative users.
- Documentation Assistance: Creation of a custom "Operations Manual" for your VvE processes.
Provisional Investment (Phases 2 & 3)
| Category | Hours | Rate (USD) | Total (USD) |
|---|---|---|---|
| Consultancy & Config. (C) | 108 | $115.00 / hr | $12,420.00 |
| Custom Development (D) | 16 | $85.00 / hr | $1,360.00 |
| Data Migration (M) | 30 | $115.00 / hr | $3,450.00 |
| Total Investment (Phases 2 & 3) | ~$17,230.00 | ||
Provisional Total (154 Hours): ~$17,230.00
Provisional Future Enhancements (To Be Scoped)
- Gate Management (Ipevia Integration)
- Advanced Owner Portal
- Advanced Historical Data Migration
- Governance Tools (Surveys & Voting)
- WhatsApp Alert Integration
F. Future Support (Post-Implementation)
For your long-term planning, here is the support structure we recommend after the main project is complete. Based on your team size (8 users), the Standard Care Plan is the recommended fit.
Standard Care Plan
(For 3-8 Users)
$175 / month
- 20% Discount on standard hourly rate
- Priority response (Guaranteed within 24h)
- Annual Odoo Version Updates (standard modules)
- Proactive system monitoring
- Bi-annual system review
- Additional Hours: $92.00 / hr
Pay As You Go
(Standard Hourly Rate)
$115 / hour
- Flexible, pay-as-you-go support
- Best effort response (24-48 bus. hours)
- No proactive monitoring
- No bi-annual review
- No version updates included
- No discount on hourly rate
Scope of Care & Fair Use Policy
Our Care Plans cover daily operational assistance (9 AM - 5 PM weekdays), troubleshooting, and functionality questions on your existing setup. We operate on a Fair Use Policy, where the monthly fee covers standard support for issues under 1 hour.
What's Covered:
- Troubleshooting errors
- Functionality questions
- Ensuring smooth system operation
- Issues under 1 hour
What's Excluded (Billable Separately):
- New module implementations
- User training & new materials
- New data migrations
- Custom development or Studio
- In-depth strategic consulting
- Server maintenance & on-site support
Requests for excluded services or issues requiring extensive time (over 1 hour) are billed at your plan's hourly rate (Standard Plan members receive a 20% discount).
Thank You!
Thank you for the opportunity and for taking the time to read and understand our quotation. If the board is ready to sign off on the , we'll send you our NDA agreement and official quotation to sign.
G. Next Steps & Deliverables
The immediate next step is to approve this **Phase 1: Discovery & Planning** package.
To ensure a successful partnership, we rely on VvE Coral Estate to provide the following for this initial phase:
- Project Management: Appoint a single, dedicated Project Manager for primary decisions.
- Participation: Ensure the timely participation of your key stakeholders (Board, Manager, Bookkeeper) for the 8-hour on-site workshop.
- Technical Access: Provide read-only access to your AFAS system for the data assessment and administrative access to Google Workspace.
We are confident this is the best first step and look forward to building this foundation with you.
We are looking forward to hearing from you, so we can prepare the documentation to kick-off the discovery phase!
Kind Regards,
Team MAKEMYDAY.BIZ