Transforming Commercial Real Estate CapEx Planning: Panelist Key Takeaways

Last week, we hosted an incredible conversation with industry leaders Jeremy Hill and Steve Antonsen from major commercial real estate firms, along with Eric, a seasoned paving contractor. The discussion centered on a challenge every portfolio manager faces: how to break free from reactive, annual budgeting cycles and embrace truly strategic capital planning.

Here are the lessons that resonated most for our panelists :

The Power of Apples-to-Apples Bidding

A recurring theme was the importance of standardized scopes. When three contractors bid on completely different interpretations of the work, nobody wins. Steve shared their best practice of bringing all bidders on-site together to walk the property and agree on scope. This transparency ensures fair competition and better outcomes.

The True Cost of Waiting

Our platform’s cost-to-wait calculator has become a game-changer for asset managers. Being able to show stakeholders that deferring a repair from this year to next might cost an extra 10%, but waiting three years could increase by  40%  or more—that’s the kind of clarity that drives better decision-making. It’s not about fear; it’s about informed prioritization.

Seasonality Creates Opportunity

Eric shared a contractor’s perspective that was eye-opening: the best pricing comes early. Contractors are most competitive in Q1 and Q2 when they’re building their book of business for the coming season. By planning and procuring early, owners can capture 8-15% savings through bundled projects and reduced pricing. One participant mentioned offering a 2.5% discount on a $1.5 million package, which is essentially three properties for the price of two.

Scale Requires Technology

Managing capital planning for 10 properties is one thing. But 100? 1,000? That’s where technology becomes essential. Our AI-powered platform automatically detects pavement, roof, landscape, facade defects, calculates condition scores, and provides objective data that owners and managers can confidently present to their finance teams. As Jeremy noted, it’s about giving every manager the tools to make better decisions, regardless of their technical background.

Data Drives Internal Alignment

Perhaps the most rewarding feedback was how SITE helps teams secure earlier approvals. By providing PCI scores, imagery, and five-year forecasts, property managers can now get budget approval in October for the next season rather than scrambling in the spring. This creates a cascade of benefits like better contractor pricing, improved tenant coordination, and more predictable cash flow.

Parking Lots Deserve the Same Respect as Roofs

One of the most striking observations was how differently the industry treats parking lot capital planning compared to roofing. With roofs, we understand life expectancy, we have warranties, and we plan accordingly. But parking lots? They’re often treated as maintenance items rather than assets with actual lifecycles. This mindset costs owners significantly when you only budget for potholes, you eventually face full reconstruction at the worst possible time.

The conversation reinforced what we’ve always believed: commercial real estate deserves the same level of strategic, data-driven capital planning that other industries take for granted. When you combine drone imagery, AI-powered analysis, and expert oversight, you don’t just get better budgets—you get better outcomes.

If you’re ready to move beyond reactive patchwork and embrace proactive portfolio management, I’d love to show you how SITE can help.

Austin Rabine
Chief Executive Officer, SITE Technologies

Interested in learning more? Book a demo with our team.