01 · THE TENSION

Four hours.

Every day.

Reconciled by hand. In spreadsheets. While the AMSTAT API you've already paid for sits dormant and your Aircraft Post data ships to clients as screenshots.

02 · WHAT IT COSTS

$35K

Per year, on the floor.Brooke's manual reconciliation at fully-loaded cost, before we count a single missed deal.

4–9%

Error rate on client deliverables.Standard for high-volume manual reconciliation. Unacceptable for the buyer you serve.

15,000

Aircraft. 40 markets. ~50 fields each.Tracked across two services, one researcher, zero source of truth.

03 · THE FRAME

Build it like an aircraft.

System 1 is the fuselage. The structural core that carries everything else: database, ingestion, reconciliation, audit, and security. Delivered in eight weeks once the agreement, owners, credentials, infrastructure, and acceptance criteria are ready.

The proposed Continuous Evolution Retainer is the rest of the aircraft. If selected in the final agreement, one major capability ships every quarter for 18 months at a flat monthly fee. The proposed fully built path reaches Month 30 with a $92,705 ceiling.

And at Month 18, you decide what comes next. Three real paths. Never auto-renewed. Always your call.

04 · PHASE 1 · SYSTEM 1, IN CONCRETE

What we ship in eight weeks.

DATA · SYNC

AMSTAT API, finally activated.

Automated daily sync across all 40 markets and ~15,000 aircraft. Incremental-sync architecture sits well inside the 25 req/min rate limit with headroom to spare.

DATA · SYNC

Aircraft Post API, fully integrated.

Both feeds sync automatically, overnight. Brooke wakes up to a current, reconciled database. Zero manual intake. Zero drag-and-drop.

CORE

One unified database.

AMSTAT + Aircraft Post + VanAllen internal research. Full historical retention from day one.

LOGIC

Reconciliation, your rules.

Half-day workshop with you and Brooke in Week 1 encodes the rules that govern how disagreements resolve. Up to 30 rules included.

ACCESS

M365 single sign-on.

Web interface. Any authorized team member. Search, view, resolve, override, annotate.

REPORTING · TIER 1

5 activity dashboards (live).

Today's Activity. This Week's Activity. Market Pulse across all 40 markets. Reconciliation Queue. Saved Searches and Pinned Aircraft. The team has answers to "what moved overnight, where, by how much" from the morning of go-live.

REPORTING · TIER 1

5 prebuilt basic templates.

Aircraft Detail Report. Market Snapshot. All-Markets Inventory Summary. Watchlist Report. Reconciliation Status Report. Configurable parameters. PDF + CSV export. Current-state reports straight from the database.

TRUST

Single-tenant. Encrypted. Audit-logged. SOC 2 underneath. NDA before any credentials move.

Your data lives in a Supabase instance scoped to VanAllen alone. AES-256 at rest, TLS 1.3 in transit. Every read of contact records and every write to any record is logged with user, timestamp, and change detail. Logs retained 7 years. All source code and schema are VanAllen IP from day one, delivered to a VanAllen-owned GitHub repo, portable to your accounts on request, including at termination.

05 · THE DAILY DELTA

What a Tuesday looks like.

TODAY

~4 hours,
by hand.

30–90 min × 3–4 cycles of reconciliation
AMSTAT screen-by-screen, Aircraft Post Excel-by-Excel
Field-by-field comparison in spreadsheets
Screenshots for client-facing decks
Institutional knowledge stranded in Teams threads
4–9% error rate slipping through to deliverables

WITH ARM · SYSTEM 1

Zero minutes.
Fully automated.

Both APIs sync overnight, current by sunrise
Disagreements surface visibly with source attribution
Any team member: full aircraft view in seconds
Activity dashboards + 5 basic report templates from day one
Brooke's role evolves to QA + override-rule owner
Audit trail on every read and write, retained 7 years

06 · PROPOSED PHASE 2 · CONTINUOUS EVOLUTION

If VanAllen selects the buildout path, predictability takes over.

$3,800/mo

Proposed flat buildout rate for final agreement.

01 · CADENCE

One major capability per quarter.

Six quarters. 18 months. Capability calendar finalized in the authoritative agreement. Every 90 days, something new ships.

02 · OPS LAYER

10 hours/month of fractional data ops.

Between drops: platform adoption support, data integrity reviews, workflow alignment, and a mandatory quarterly strategic working session.

03 · CEILING

$92,705 proposed total ceiling.

System 1 Year 1 plus the proposed 18-month retainer. The final agreement must reconcile this option with the steady-state operating path.

07 · THE CAPABILITY CALENDAR

The proposed 18-month buildout, ready for final agreement.

Sequenced to build internal advantage first, then put the polished view in front of clients last. Q1 (alerts + Teams) gives every advisor the 3 AM listing edge from day one. Q5 (client portals) lands after the data and workflows are mature.

Q1

MONTHS 13–15

Custom Alerts + Microsoft Teams

3 AM listing alerts to advisors. Teams bot for queries from anywhere. Unifies legacy VanAllen and legacy Essex advisor culture on one platform from day one.

POST-ESSEX UNIFIER

Q2

MONTHS 16–18

AI-Generated Market Summaries

On-demand, publishable summaries built from reconciled data. Replaces the manual market overview workflow. Frees the team from the screenshot deck.

Q3

MONTHS 19–21

Trend Tracking + 5 Advanced Reports

Pricing, inventory, sale velocity, days-on-market over time. 5 prebuilt advanced templates: Market Overview, Pricing Trends, Sale Velocity, Comparative Markets, Client-Facing Custom.

10 TEMPLATES TOTAL

Q4

MONTHS 22–24

Natural-Language Query

"Show me Challenger 300s in the US, 9+ seats, under 5,000 hours, sorted by ask." Plain-English queries across the platform.

Q5

MONTHS 25–27

Client-Facing Live Portals

Replaces screenshot decks. Branded, real-time, per-client. Up to 5 portals at standard tier. The visible moat, built on mature data and workflows.

THE VISIBLE MOAT

Q6

MONTHS 28–30

Flex / New Ideas

A VanAllen-prioritized capability that emerged during the buildout, OR hardening and deeper integration if no new priority surfaces. Scope locked in Q5 review.

YOUR FLEX SLOT

08 · THE LONG HORIZON

The proposed six is the starter set, not the ceiling.

ARM is built to support 30+ additional capabilities beyond the proposed buildout. The Capability Catalog organizes them into five categories. If VanAllen selects the evolution path, the team chooses what comes next from this universe. The selection below is a curated view. Full catalog available on request.

CATEGORY 1

Intelligence & Analysis

Predictive Deal-Likelihood Scoring. ML model scoring every listing by close probability and projected price band.
Comparable Sales Engine. On-demand sale-price normalization across similar aircraft.
Anomaly Detection. Flag unusual price moves and off-market activity before they hit.
Win/Loss Tracking. Capture the why behind every mandate. A feedback loop that compounds.

CATEGORY 2

Workflow & Process

Buyer Mandate Management. Each client's criteria tracked; auto-match against new listings instantly.
Pipeline Management. Deal stages from first conversation to close, linked to aircraft.
LOI / Offer Tracking. Draft, version, send, track every Letter of Intent.
Contract Milestone Tracking. From LOI through inspection, escrow, delivery.

CATEGORY 3

Client Experience

Premium Client Portals. Per-client white-label branding, custom domains, deep engagement analytics.
Buyer Journey Automation. Personalized email sequences tied to client criteria.
Family Office Dashboards. Portfolio-level views for clients managing multiple aircraft.
Public Listings Showcase. White-label "Available Aircraft" on vanallen.com, fed by ARM, always current.

CATEGORY 4

Integrations & External Data

JSSI Maintenance Program Data. Bring maintenance and engine program data per tail number.
JetNet Integration. Third major data source layered on AMSTAT and Aircraft Post.
Email & Document Intelligence. Drop a PDF or email; AI extracts and links to records.
Voice Notes from the Field. Advisor on the ramp transcribes and links to aircraft records.

CATEGORY 5

Operations & Knowledge

Aircraft History Timeline. Visual timeline per tail number: ownership, status moves, price moves, maintenance events.
Searchable Knowledge Base. Every advisor's notes, every client's preferences, every market quirk Brooke knows, all queryable.
Brooke's Research Assistant Mode. AI partner inside the research workflow itself.
Advisor Performance Dashboards + Sales Coaching. Who's working what, who's closing, where to coach.

What this means. ARM does not run out at Month 30. The proposed buildout is a starter set. The catalog is the long horizon. VanAllen controls whether to continue building and which capabilities come next. Anything beyond the accepted capability calendar is scoped and priced before commitment.

09 · THE MATH

PROPOSED 30-MONTH CEILING

$92,705

System 1 plus the proposed Continuous Evolution option through Month 30. Final commitment depends on the authoritative agreement.

PHASE 1 · YEAR 1

System 1, Build + 12 Months

Initial (split 50/50 over 2 milestones)$9,617

Monthly platform fee × 12$14,688

Phase 1 total$24,305

PROPOSED PHASE 2 · 18 MONTHS

Continuous Evolution Retainer

$3,800/month × 18 months$68,400

Initial paymentNone

Phase 2 total$68,400

What time savings alone return

Year 1 hours recovered~1,000 hrs

30-month hours recovered~2,500 hrs

At fully-loaded $35/hr~$87,500

Time savings alone roughly equals the proposed $92,705 investment across 30 months. That is the floor. Deal velocity, error elimination, AMSTAT API activation, and client-experience advantage are where the actual ROI lives.

10 · THE MONTH 18 DECISION

At Month 18, you choose what comes next.

Never auto-renewed at the buildout rate. The Month 18 conversation is mandatory. The default if you do nothing is Path A, the lowest fee and the most conservative path. You are always free to step down. Never automatically stepped up.

PATH A · SLA

Steady-state.

$1,800/mo

PLATFORM STAYS LIVE

Hosting, schema-drift monitoring, security patching, defined-SLA break/fix support. Quarterly health report. Builds and new capability are off. The conservative path.

PATH B · OPTIMIZE

Tune what's running.

$2,800/mo

PLATFORM COMPOUNDS

Everything in Path A. Plus ongoing platform optimization, monthly data analysis, small enhancements under 8 hours, continued quarterly Jeff review. The compounding path. Recommended default for an actively-growing firm.

PATH C · RESUME

Keep building.

$3,800/mo

NEW CAPABILITIES CONTINUE

Same retainer model extends for another 4–6 quarters. Capability calendar locked at Month 18 in joint scoping with you. The growth path if a new business priority needs more platform capability.

11 · WHY LOCAL NERDS

A developer builds what you spec.

VanAllen needs something else.

25years

Operator turned systems architect.Sold a marketing firm. Served as fractional CMO across 8 operating companies in a PE portfolio. I've sat in your seat.

1principal

Direct involvement, end to end.I architect, I'm hands-on through delivery. You are not handed to a junior team after the sale.

3layers

Stack discipline.Cloudflare, Postgres/Supabase, Anthropic Claude. Standardized, secure, well-documented. Built for the buyer you serve.

12 · THE PATH

From ready to start to System 1 live, in eight weeks.

If VanAllen selects the evolution option, the accepted capability calendar begins after Year 1. One capability ships every 90 days against explicit acceptance criteria.

STEP 1

Confirm scope and terms

Resolve the final agreement, support boundaries, ownership mechanics, and acceptance criteria.

READY-TO-START GATE

Authorize kickoff

Agreement, initial payment, owners, credentials, infrastructure, and acceptance criteria verified.

WEEKS 1 TO 7

Build window opens

Rules workshop, production integrations, governed data, interface, dashboards, reports, and hardening.

WEEK 8

System 1 live

Acceptance evidence, training, production launch, monitoring, backup proof, and support activation.

AFTER YEAR 1

Choose the next operating path

Steady-state operation or a separately agreed capability-build cadence, based on VanAllen's priorities.

13 · THE ASK

Confirm the system.
Then authorize the clock.

If the product direction and System 1 scope land, schedule the scope-confirmation conversation. We will reconcile the final commercial structure, support boundaries, ownership mechanics, and acceptance criteria before either side treats the engagement as authorized.

Confirm the next step → Book a 30-min call

Current proposal framework, prepared July 15, 2026. The authoritative System 1 window is eight weeks from verified ready-to-start conditions. The existing $24,305 Year 1 commercial frame is preserved. Any post-Year 1 capability-build commitment and the final billing schedule must be reconciled in the authoritative agreement before signature.

ARM