1. Background

The Client operates a valuation practice and seeks to improve operational efficiency by reducing administrative time spent on data entry, transcription, and report preparation. The Provider will develop a custom workflow system designed to save approximately 30 minutes per valuationby streamlining three key areas:

• Email to Job: AI-assisted extraction of property details, client information, and valuation type from incoming emails, enabling one-click job creation.
• Field Notes: Structured mobile data entry on-site, replacing paper notes and eliminating back-office transcription.
• Report Generation: Automatic population of report templates with captured field data.

Scope: This platform is designed specifically for residential valuation workflows. Commercial valuation requirements (which may involve different data fields, reporting formats, and compliance needs) are outside the scope of this agreement and may be addressed in a future phase.

2. Scope of Work

Provider will design, develop, and deploy: email triage with AI extraction, job management dashboard, mobile field notes, automated report generation, quote response workflow, multi-valuer workload management, and secure cloud hosting.

2.1 Core Platform

• Email triage interface with AI-extracted fields (property address, client, valuation type)
• One-click job creation from processed emails
• Job management dashboard with status workflow (Quote → Accepted → Scheduled → In Progress → Review → Complete)
• Mobile-optimised field notes with structured data entry
• Photo capture and attachment to jobs
• Report preview with field notes pre-populated
• Valuer assignment and workload visibility
• Secure user authentication with role-based access (Admin, Valuer)

2.2 Services Included

• UX/UI design customised to Client's workflow
• Development and deployment
• Secure cloud hosting and data backup
• 1 on-site training workshop + 10 platform training videos
• Ongoing technical support
• Defect correction during the Code Warranty Period and ongoing support in accordance with clauses 9 and 13

Note: Xero integration and commercial valuation module available as future enhancements under ad-hoc development rates.

3. System Overview

The platform consists of three core interfaces designed to eliminate redundant data entry:

• Dashboard — Central workload management with job status, deadlines, and team visibility (see Annex A)
• Email Triage — AI-assisted email processing with one-click job creation (see Annex B)
• Mobile Field Notes — Structured on-site data capture replacing paper notes (see Annex C)

Wireframe illustrations are provided in the Annexes. Final designs will be developed in collaboration with the Client during the design phase. Interactive versions available at regval.pages.dev/wireframes.

4. Fees & Payment

Payment Schedule: 50% ($12,500 + GST) due on signing, 25% ($6,250 + GST) due on delivery of working prototype, 25% ($6,250 + GST) due on go-live deployment.

Per-Valuation Billing: Each job created in the system is assigned a unique Job ID. On the 1st of each month, Provider will calculate the total completed jobs for the previous month and issue an invoice. Payment is due by the 20th of the same month.

Monthly Platform Fee: The $500 monthly platform fee commences on Go-Live. The first month is pro-rated based on the Go-Live date, invoiced at month end and payable by the 20th of the following month. Subsequent invoices are issued on the 1st of each month covering the current month, payable by the 20th. Late payments accrue 1.5% monthly interest.

CPI Adjustment: All ongoing fees (per-valuation and monthly platform) may be adjusted annually in line with the NZ Consumer Price Index (CPI), with 30 days written notice.

5. Timeline & Acceptance

Development target 6-8 weeks from signing, subject to timely Client input. Client has 14 days for acceptance testing. Platform deemed accepted upon written acceptance, production use, or expiry of testing period.

6. Intellectual Property & Licensing

Provider retains all rights to the Platform, underlying code, frameworks, and methodologies. Client retains rights to their data and business processes. Client receives a non-exclusive license to use the Platform for internal purposes during the term of this Agreement. The license exists only while platform fees are paid; upon termination, Client's license to use the Platform ceases. Client shall not resell or sublicense without consent.

Regional Exclusivity: During the term of this Agreement, Provider agrees not to license or deploy this specific Platform configuration to competing valuation firms operating primarily within the Waikato region. This does not restrict Provider from developing or deploying workflow solutions generally, including to valuation firms in other regions or to non-competing businesses.

7. Confidentiality

Each party will protect the other's confidential information and not disclose to third parties. Provider will implement appropriate security measures.

8. Data Protection

Provider processes Client data only as necessary for Services, complying with NZ Privacy Act 2020. Upon termination, Provider will return or destroy Client data within 30 days at Client's election.

9. Warranties

9.1 Services Warranty

Provider warrants that all Services will be performed with reasonable skill and care consistent with generally accepted industry standards.

9.2 Code Warranty Period

For a period of 7 days following Go-Live ("Code Warranty Period"), Provider warrants that the Platform will materially conform to the specifications described in Section 2. Defects reported during this period will be corrected at no additional charge.

9.3 Warranty Remedy

For valid warranty claims during the Code Warranty Period, Provider will use reasonable efforts to correct the defect within a timeframe appropriate to its severity.

9.4 Exclusions

The warranties in this section do not cover defects arising from: (a) modifications made by anyone other than Provider; (b) use of the Platform in a manner not contemplated by this Agreement; (c) integration with third-party systems not approved by Provider; (d) Client-provided data, content, or specifications; or (e) issues outside Provider's reasonable control including third-party service failures.

9.5 AI Features

AI-assisted features (including email extraction and suggestions) are provided as decision-support tools only. Provider does not warrant the accuracy, completeness, or reliability of AI-generated outputs. Client is solely responsible for reviewing and validating all AI-assisted outputs before use in business decisions or client deliverables.

9.6 Ongoing Support

After the Code Warranty Period, defect correction and maintenance are provided as part of the ongoing support included in the Monthly Platform Fee, subject to the terms of Section 13. This does not constitute an extended warranty but rather a service commitment during the term of this Agreement.

9.7 Other Warranties

Except as expressly set out in this Agreement, Provider makes no other warranties, express or implied, including any implied warranties of merchantability or fitness for a particular purpose. This exclusion does not affect any statutory rights that cannot be excluded by law.

10. Liability

Provider's total liability capped at fees paid in preceding 12 months. Neither party liable for indirect, consequential, or special damages. Exclusions don't apply to confidentiality breaches, gross negligence, or IP infringement. Client responsible for data accuracy, business decisions, and validation of all software outputs including AI-assisted features.

11. Indemnification

Client indemnifies Provider against claims arising from Client data or misuse of Platform.

12. Term & Termination

Minimum term 12 months from Go-Live, then auto-renews for a further 12 month period. Each party must give at least 60 days written notice to terminate at the end of a term. Early termination requires payment of remaining term fees.

Upon termination: outstanding fees due immediately; Client's license to use the Platform ceases; hosting and support cease; data export available within 30 days at Client's request.

Survival: The following provisions survive termination of this Agreement: Section 6 (Intellectual Property), Section 7 (Confidentiality), Section 8 (Data Protection), Section 10 (Liability), Section 11 (Indemnification), and any accrued payment obligations.

13. Support & Infrastructure

Standard support is available Mon-Fri 9am-5pm NZST as part of the Monthly Platform Fee. Support includes: (a) responding to questions and usage guidance; (b) investigating and resolving reported issues; and (c) defect correction for issues arising after the Code Warranty Period described in Section 9.2. Provider will maintain reasonable backup procedures for Client data. Response times will be appropriate to issue severity; critical issues affecting core functionality will be prioritised.

14. Disputes

Parties will attempt good faith negotiation, then mediation. Governed by New Zealand law with exclusive NZ court jurisdiction.

15. General

This is the entire agreement. Amendments require written consent. No assignment without consent. Invalid provisions severed. Waiver requires writing. Force majeure excuses delays beyond reasonable control.