Case Study: Stop the Surprise Bill

How a Proactive Approach Empowers The World's Largest Asset Class (“Multifamily RE”) to Save Money and Time Reconciling Waste Overflow Charges

The Challenge

For years, the waste management industry has been plagued by a hidden cost: unaddressed and unbilled overflows. For property owners, this meant avoiding charges but suffering from operational headaches like pest issues and unsightly grounds. For haulers, it meant lost revenue from under-serviced bins.

But the industry is changing. Haulers are now deploying advanced AI camera systems to meticulously document and charge for every single overflow event. The old way of managing waste is no longer sustainable.

A recent industry case study from a leading provider of these systems revealed the new reality:

• Before AI: A leading hauler in the D.C. area was billing on less than 1% of overflows, relying on manual driver reporting.
• After AI: With just 6 trucks, their AI system found that 8-12% of all lifts were overflows.
• The Costly Outcome: In just over two months, this resulted in 420 new bills being sent to property owners for unexpected overflow charges.

The message is clear: what was once an invisible problem is now a real, expensive line item on your budget.

The WasteXAI Solution: Proactive, Not Reactive

WasteXAI’s platform is designed to put the power back in the hands of the property owner. We believe the best way to handle an overflow charge isn't to get a bill with "irrefutable evidence"; it's to prevent the overflow from happening in the first place.

Our platform achieves this by acting as an autonomous, sensor-first platform. We are built on robust, industry-leading technology that enables haulers, and we’ve built the software layer to empower you.

• See the Signal: Our IoT fill-level sensors provide real-time data on a bin's status, moving beyond manual checks and reactive problem-solving.
• Uncover the Intelligence: Our AI analyzes this data, identifies trends, and provides actionable recommendations (e.g., reduce pickup frequency for under-utilized bins or increase for those at high risk of overflow).
• Drive the Action: Our platform automates alerts and provides the necessary data to act proactively—from dispatching an on-demand pickup to negotiating with your hauler.

The Outcome: What if Those 420 Bills Were Never Sent?

By using a proactive, WasteXAI-enabled strategy, property owners can avoid the costly outcomes of the "New Reality."

With our platform, the story changes:

DemoFinancial Impact: A 25-Property Portfolio

Let’s translate the industry data into a real-world scenario for a property management company.

• Portfolio Size: 25 properties, with an average of 150 units per property.
• Assuming: A mix of waste streams leads to 8-10 bins per property (2-3 trash, and 2-3 for each recycling stream).
• Base Cost: An average overflow fee is assumed to be $XX per incident.

Based on the industry data that found 10-20% of lifts were overflows, a portfolio of this size could be generating significant, and until now, invisible costs.

This analysis demonstrates the profound financial impact of moving from a reactive to a proactive model. WasteXAI gives your teams the control to avoid these costs entirely, turning a looming financial risk into a guaranteed annual saving.

Key Takeaways:

• The Old Way is Over: In an age of AI-powered hauler billing, a reactive approach to waste management is no longer sustainable.
• Proactive is Profitable: Shifting from reacting to overflows to proactively preventing them is a powerful way to control costs and increase operational efficiency.
• Data is Your Advocate: With WasteXAI, your data becomes your most powerful tool—for optimization, negotiation, and for disputing unexpected charges.