Proposal & quotation

Help University Dorm
system proposal

Billing, statements, meters, student portal and staff tools, for the Hostel Pro team

Prepared for Hostel Pro
10 Nov 2026
Saves staff hours every month
Low upfront, you own it
Dates fixed in the contract
Apex Corporate Systems · Kelvin
Value · estimates

~129 staff hours back a month

Per month
RM 2,231
estimated staff time
Per year
RM 26,772
RM 2,231 × 12
Equal to
~¾ staff
129 h ÷ 173 h full-time month
#RequirementWhose timeEstimate basis (assumption)Hrs/moRM/mo
1Upload & self-serve migrationAsst Manager~60 record changes/mo keyed one by one, ~5 min each5159
2Statement blast on the 1stFinance~491 statements sent one by one, ~2 min each → one button16236
3Cleaners chat portalMaintenance head~550 weekly cleans/mo (127 units × 4.33), ~1 min each to find photo & log9161
4Personalised student portalSales team~150 "my unit / rent / Wi-Fi / balance?" questions/mo, ~5 min each12264
5Stacking filtersSales team~18 lists/mo picked by hand (e.g. Damai + units ending 17), ~20 min each6132
6Auto-save with historyAsst Manager~20 look-ups/mo for old photos, receipts, records, ~15 min each5159
7Auto electricity calcFinance~508 metered rooms (127 units × ~4), ~4 min each by hand → ~3 h review31457
8Auto statement generationFinance~491 statements, ~4 min each to compile → ~4 h review29427
9Swipe receipt reviewFinance~491 receipts/mo, ~2 min saved each (side by side, one swipe)16236
Total (all 9)Core alone: RM 1,938Every figure is an estimate. Hostel Pro can replace any assumption with its own count.1292,231
RM saved = hours × (monthly salary ÷ 173 h). Finance RM 2,550 → RM 14.74/h (JobStreet, Account Assistant avg RM 2,300–2,800) · Maintenance head RM 3,100 → RM 17.92/h (JobStreet, Maintenance Supervisor RM 2,400–3,800) · Asst Manager RM 5,500 → RM 31.79/h (Hostel Pro's own JobStreet ad, RM 5,000–6,000) · Sales RM 3,800 → RM 21.97/h (JobStreet, Sales Executive RM 3,100–4,500). Salary only, no EPF/SOCSO. Pages read 9 Nov 2026. Scale: ~491 tenants, 127 units, 649 beds, per-room meters, monthly statements. Full sources: appendix.
Price comparison

Market: RM 30k–150k. Ours: RM 25k–48k.

RM 025k50k75k100k125k150k
Departmental system, one teamZenWeb, Malaysian SME quotes 2024–2026
RM 35k–80k · median RM 58k
Business management systemZoomotech, 2026 guide
RM 30k–80k
Custom web app, agencyXBTECH Studio, updated Mar 2026
RM 30k–45k+
Multi-module business softwareZoomotech: several modules, roles, workflow
RM 50k–150k
Apex, this proposalupfront; you own the systemCore 25k · Standard 35k · Pro 48k
Core 25k
Standard 35k
Pro 48k
All three packages sit below the RM 58k median

Same class of system: several staff roles, billing, meters, a student login.

Renting instead: RM 1.2k–2.6k / month

Per-bed / per-unit software at your size (EasyRenz ~RM 1,964 · AntlerHub ~RM 1,270 · AppFolio Plus ~RM 1,649). Generic, not your meters or statements, never yours.

Published ranges, not quotes for this project. Sources: zenweb.my custom-web-application-cost · zoomotech.com.my (RM30k–RM300k guide) · xbtechstudio.com freelancer-vs-agency · SaaS figures from vendor pricing pages, opened 6 Nov 2026, at 491 tenants / 127 units. Full links: appendix.
Why go with me

A system that fits your team, and stays yours

Built for how you work

  • Stacking filters, statements, per-room meters
  • Matches Finance, Sales & Maintenance today

You own it

  • Runs on your own hosting & Supabase
  • Code, data and logins in your name

Changes without a new developer

  • Monthly plan covers fixes & small changes
  • First 3 months: fixes & small changes free

Full history kept

  • Every upload saved to its own folder
  • Nothing overwritten; look back any time

One accountable person

  • Fixed dates written into the contract
  • Late on either side carries a penalty

Priced to finish

  • Testing, data import & support are in the price
  • Not extras billed later
The cheapest quote buys a start. The right budget buys a system that works.
Packages

Pick a package

Prices in RM. Monthly fee: 12-month minimum.
Tools paid by you at cost · USD at RM 4.0565 (BNM, 6 Nov 2026)
CoreRun billing end to end
7 requirements
What's included
1Upload & self-serve migration3,000
6Auto-save with history2,500
7Auto electricity calc (kWh × building rate)4,000
8Auto statements on the 1st + review5,000
2One-button email + in-app send2,500
9Swipe receipt review3,500
4Personalised student portal4,500
Upfront25,000
Tools (your accounts)
Database & files · Supabase ProUS$25 ≈ RM 101
Email · Resend ProUS$20 ≈ RM 81
Hosting · Cloudflare PagesFree tier RM 0
Tools / month≈ RM 183
Total
RM 25,000
+ RM 1,800 / month
First 12 months: RM 46,600 + tools
StandardBilling + daily operations
Recommended
What's included
Everything in Core25,000
3Cleaners WhatsApp-style chat portal, Sasey approves4,000
5Stacking filters (e.g. Damai + ends in 17)2,500
+Repairs workflow: report → one-tap assign → charge-to → history3,500
Upfront35,000
Tools (your accounts)
Database & photos · Supabase ProUS$25 ≈ RM 101
Email · Resend ProUS$20 ≈ RM 81
Hosting · Cloudflare PagesFree tier RM 0
Tools / month≈ RM 183
Total
RM 35,000
+ RM 2,200 / month
First 12 months: RM 61,400 + tools
ProEverything, plus sales & extras
All 9 + extras
What's included
Everything in Standard35,000
+Sales follow-up: rooms free / on hold, sales dashboard5,500
+Parking, simpler than today1,500
+Access cards + lost-card history3,000
+Reports & Excel export (no live login needed)3,000
Upfront48,000
Tools (your accounts)
Database & photos · Supabase ProUS$25 ≈ RM 101
Email · Resend ProUS$20 ≈ RM 81
Hosting · Cloudflare PagesFree tier RM 0
Tools / month≈ RM 183
Total
RM 48,000
+ RM 2,800 / month
First 12 months: RM 81,600 + tools
Timeline

Week by week, dates in the contract

Core live
Mon 21 Dec
26 working days
Standard live
Tue 12 Jan
40 working days
Pro live
Thu 11 Feb
60 working days
W116 NovW223 NovW330 NovW47 DecW514 DecW621 DecW728 DecW84 JanW911 JanW1018 JanW1125 JanW121 FebW138 Feb
Core
W1Setup · upload & bulk edit (1) · auto-save (6)
W2Your team imports data · electricity calc (7)
W3Statements on the 1st + Marliana review (8)
W4One-button send (2) · swipe receipts (9)
W5Student portal (4) · test billing month
Mon 21 DecCore live for staff
Standard
W6–W7 · skips 25 Dec, 1 JanRepairs workflow: report → one-tap assign → charge-to
W8Cleaners chat (3) · stacking filters (5)
Tue 12 JanStandard live
Pro
W9–W10 · skips 22 JanParking · access cards + lost-card history
W11–W12Sales follow-up: rooms free / on hold, dashboard
W13 · Thu 11 FebReports & Excel · Pro live
These dates go into the contract. A missed date by either side carries a penalty: late delivery by Apex, or late data, sign-off or payment by Hostel Pro. Amounts set in the contract.
Assumes kickoff Mon 16 Nov 2026. Later signing shifts every date by the same working days. Mon–Fri, public holidays skipped. Students join after your 2–3 month staff trial.
Next steps

Four steps to a 16 Nov start

1
Today

Confirm the package

Core, Standard or Pro. Extras can be added later.

2
This week

Sign the contract

Scope, dates, penalties, ownership. Lawyer review recommended.

3
On signing

Pay the deposit

Proposed 40% / 30% / 30%: signing, staging, go-live.

Core RM 10,000Standard RM 14,000Pro RM 19,200
4
Mon 16 Nov 2026

Kickoff

Week 1 with Ms Foo, then Marliana and Sasey. Progress shown every week.

Saves staff time · low upfront · dates fixed in the contractKelvin · Apex Corporate Systems
Appendix

Sources & assumptions

Salaries (read 9 Nov 2026)

Market prices

Tools

Hour assumptions (all estimates)

  • Scale: ~491 tenants, 127 units, 649 beds (live system, 5 Nov 2026); ~4 rooms per unit, per-room meters
  • One statement and one receipt per tenant per month; shared meters split equally
  • Weekly cleaning of every unit: 127 × 4.33 ≈ 550 jobs/mo
  • Minutes per task are Apex estimates, to be checked with Ms Foo, Marliana and Sasey
1 / 8