Case study·Build-to-rent

Third-party mandate pitch pack

From a bespoke deck per owner — to a reusable mandate pack with sourced operating proof

55%
Proposal prep time reductionAgainst the prior three mandate pitches as a baseline
“It let us show operating control without building a bespoke deck from scratch.”
Managing Director · BTR multifamily management platform
UK BTR / multifamily management platform·Manages 6,200 units across 14 assets; 3 third-party mandates in pursuit·4-week pilot·United Kingdom
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01Pilot envelope
Pilot length4 weeks
First signal7 days
First ROI28 days
Team alongside7 seats · 2 colleagues

4-week business-development pilot; reused operating KPIs and proof assets; the colleague prepared owner-facing mandate evidence with explicit approvals.

02What it owns
Reports toBD lead, with the Managing Director approving the final pack and the Operations Director signing off the operating proof modules.
Owns
  • Standing mandate pack — sectioned by operating control, pipeline performance and proof modules, with a named approver per section
  • Three reusable proof modules — occupancy and pricing, compliance evidence, resident outcomes — sourced from approved Power BI and RealPage exports
  • Owner-specific narrative — drafts the deck for each named owner using HubSpot pipeline context and prior conversations
  • Approval trail — every claim source-linked and queued for asset, ops and finance review before the MD signs off
  • Reusable asset library — keeps SharePoint folders deduped, tagged and version-stable so analysts stop hunting for last quarter's win note
Does not do
  • Send pitch decks to owners — drafts only; the MD or BD lead sends every outbound
  • Commit to fees, mandate terms or operating guarantees — escalates to the MD
  • Recompute or restate operating KPIs — surfaces the approved Power BI export, never edits the underlying number
Done looks like

A new mandate pursuit can be drafted in days from the standing pack and the three proof modules, with every claim already source-linked and approved. The MD signs off without rework in the final 48 hours.

03The team
AI teammates2
SashaMaintains the standing mandate pitch pack, drafts owner-specific narratives against HubSpot pipeline context, and queues every section for the named approver before it reaches the MD.
EliPulls approved Power BI and RealPage KPI exports into three reusable operating proof modules, source-links every claim and reconciles against the operating brief baseline before sign-off.
Human team7
  • Managing DirectorLeadership
  • BD leadBusiness Development
  • Asset leadAsset Management
  • Operations DirectorOperations
  • 2 AnalystsAnalytics
  • Marketing managerMarketing
  • Finance leadFinance
04Connected stack
Power BIRealPageHubSpotSharePointPowerPointOutlook
05What it returned
55%Proposal prep time reductionAgainst the prior three mandate pitches as a baseline
3Reusable proof modules createdOccupancy and pricing, compliance, resident outcomes
2 weeksLive owner pitch acceleratedFirst mandate pursuit went out two weeks earlier than planned
  • Day 0
    Co-ordinator sessionMD, BD lead, asset lead and Operations Director align on pack sections, the three proof-module topics and the approval gates per section.
  • Day 7
    First signalEli completes a read-only pass over Power BI and RealPage KPI exports; first draft of the occupancy and pricing proof module is reviewed against the operating brief baseline.
  • Day 14
    Standing pack approvedSasha publishes the standing pack template into SharePoint; the asset library is deduped and tagged so analysts stop rebuilding existing content.
  • Day 18
    Three proof modules signed offOperations Director and finance lead sign off occupancy and pricing, compliance and resident outcomes modules with source links to the approved exports.
  • Day 22
    Live mandate draftSasha drafts the first owner-specific narrative against HubSpot pipeline context in two days; the BD lead sends after MD approval, two weeks earlier than the original plan.
  • Day 28
    ROI reviewSponsor signs off the three baseline metrics and approves the standing pack as the default for the next two mandate pursuits.
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