Black Knight AI

Illustrative sampleFictional companies and data

One request.
The finished work.

This is what the step-by-step example produces: a proposal, a pricing workbook, a filed copy, an updated CRM record and a reply waiting for review. The companies, people and numbers are made up. The two files are real, and you can open them.

Open the proposalOpen the pricing workbook

Proposal: PDF, 5 pages. Workbook: Excel, with the formulas intact.

What’s waiting for Jordan

The workbench finished the work and flagged what needs a person. The reply stays a draft until Jordan approves the pricing.

  1. Approve the pricingIt uses the Harbor Point contract rate of $112 an hour from the Commons agreement. Nothing goes to Dana until Jordan approves it.
  2. Confirm two rooftop unitsRTU-07 and RTU-08 have no model numbers. They are priced like RTU-01 to RTU-06 until a site visit confirms them.
  3. One duplicate removedAHU-3 appears twice in the equipment list. It is counted once.
  4. Five assets excludedThe four elevators and the fire alarm panel go to licensed specialty contractors, as at Commons.

The proposal

Calder Field Services

Draft for internal review · pricing pending approval

Preventive maintenance proposal: Eastgate

For Dana Reyes, Director of Facilities, Harbor Point Properties. Start January 1.

131assets in scope
$32,864a year, billed $8,216 a quarter
$3,944one-time rooftop catch-up

Calder Field Services will maintain the mechanical systems at Eastgate from January 1, on the same schedule and standards as Harbor Point Commons, and bring the rooftop units back to standard in the first quarter. The rooftop units date from 2011, and Dana says they have not been serviced regularly.

At $32,864 a year, Eastgate comes to $0.18 per square foot, in line with $0.17 at Commons. The difference is the rooftop units.

Also in the proposal: the scope of work by equipment type, the pricing below, exclusions and assumptions, and next steps. Open the full proposal.

The pricing workbook

Quantities come from the cleaned equipment list, and visits and hours from Calder’s standards. In the Excel file every figure is a formula you can trace.

Scope and hours
EquipmentUnitsVisits a yearHours per visitAnnual hours
Rooftop units84396
Air handling units44464
Boilers22624
Exhaust fans1220.512
Pumps64124
VAV boxes9610.2524
Backflow preventers3113
Total131247
Pricing
Labor: 247 hours at $112 an hour$27,664
Filters$4,288
Belts$912
Annual fee$32,864
Billed quarterly$8,216 a quarter
One-time rooftop catch-up: 32 hours plus materials$3,944
Year one total$36,808

What changed in the systems

Files saved

Clients › Harbor Point Properties › Eastgate › 02 Working Drafts

  • Eastgate PM Proposal v1
  • Eastgate Pricing Workbook v1

CRM opportunity

Harbor Point Properties › Eastgate preventive maintenance

FieldBeforeAfter
StageRequest receivedProposal drafted · pending pricing approval
Amount—$32,864 a year + $3,944 one-time
Next step—Jordan approves pricing. Priya sends by Thursday.

Reply to Dana

Email draft

Draft · not sent

To Dana Reyes

Subject Re: Eastgate from January

Hi Dana,

Thanks for sending the Eastgate details. Our proposal is attached: preventive maintenance from January 1 at the same service level as Commons, plus a one-time catch-up service for the rooftop units.

Two of the rooftop units have no model numbers in the list. Could we walk the building next week to confirm them? Tuesday or Wednesday morning works for us.

Best,

Jordan

  • Eastgate PM Proposal v1.pdf
Sources and stepsThe request, the equipment list, and the eight steps

The request

Email received

From Dana Reyes, Harbor Point Properties

Subject Eastgate from January

Hi Jordan,

As we discussed, we’d like Calder to take on Eastgate from January 1, at the same service level as Commons. The rooftop units have been neglected, so please include them.

The building profile and the equipment list from the previous manager are attached. Could you send a proposal by Thursday?

Thanks,

Dana

  • Eastgate-Building-Profile.pdf
  • Eastgate-Equipment-List.xlsx

Equipment list as received (first 14 of 42 rows)

AssetDescriptionLocationModelCheck
RTU-01Rooftop unit, 12.5 tonRoofPK-125
RTU-02Rooftop unit, 12.5 tonRoofPK-125
RTU-03Rooftop unit, 12.5 tonRoofPK-125
RTU-04Rooftop unit, 12.5 tonRoofPK-125
RTU-05Rooftop unit, 12.5 tonRoofPK-125
RTU-06Rooftop unit, 12.5 tonRoofPK-125
RTU-07Rooftop unitRoof—No model
RTU-08Rooftop unitRoof—No model
AHU-1Air handling unitMechanical room B1AH-40
AHU-2Air handling unitMechanical room B1AH-40
AHU-3Air handling unitFloor 3AH-30
AHU-3Air handling unitFloor 3AH-30Duplicate
AHU-4Air handling unitFloor 6AH-30
B-1BoilerMechanical room B1HB-900

Account record

  • Customer since 2025. Site: Harbor Point Commons, 240,000 sq ft, quarterly preventive maintenance.
  • Contract rate $112 an hour through December 2027. Terms Net 30.
  • Open opportunity: Eastgate preventive maintenance, stage “Request received”.

Public listing

  • eastgateoffices.example (a made-up address): 6 floors, 182,000 sq ft, built 1998, rooftop units installed 2011.

The eight steps

  1. Read the requestEmail · Direct connectionDana’s email and its two attachments.
  2. Open the attachmentsFiles · Direct connection42 rows in the equipment list; one duplicate, two units without model numbers.
  3. Check the accountCRM · Direct connectionThe Commons agreement: contract rate, terms, and the open Eastgate opportunity.
  4. Research the buildingWeb · BrowserThe public listing confirms the size and the age of the rooftop units.
  5. Work the numbersSpreadsheet · Writes the fileScope, hours and pricing from Calder’s standards, checked against Commons.
  6. Build the proposalDocs · Writes the fileFive pages: summary, scope, pricing, assumptions and next steps.
  7. File it and update the recordFiles and CRM · Direct connectionBoth files saved to the client folder; the opportunity moved to proposal drafted.
  8. Draft the replyEmail · Direct connectionA reply to Dana with the proposal attached, left as a draft for Jordan.

Direct connection: the app’s connector or API. Writes the file: the agent builds the workbook and the proposal as files. Browser: used only where no connection exists.

See it on your own work.

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