Live portfolio health across all 18 doors. Every number on this page is written by the agents in modules 01–07 each time a workflow closes — nobody compiles this by hand.
Work orders by urgency
last 60 days · 15 total4 of 15 requests resolved by guided troubleshooting — zero truck rolls, $0 vendor cost. Avg emergency response: 3.2h. Avg routine cycle: 44h.
Maintenance spend vs. NTE limits
per completed work orderOwner retention risk
6 owners · 18 doors| Owner | Doors | Risk | Driver |
|---|---|---|---|
| Priya Nair | 2 | High | Communication speed complaint |
| Todd Whitfield | 3 | Medium | Fee-sensitive |
| Sam Okafor | 1 | Medium | Accidental landlord, overwhelmed |
| Grace Lindqvist | 6 | Low | Wants the dashboard |
| Renee Alcaraz | 4 | Low | Expansion candidate ★ |
| Marcus Feld | 2 | Low | Long-tenured |
Renewal exposure — next 120 days
10 leases · $17,275/mo at stake*LEASE-010 at 99 days shown in 90-day bucket approach. Outreach starts at day 120 — not day 30.
This week, handled by the AI Operations Core
agent activity log — every action carries a human approval trailLive triage — type a tenant request
Approval gate
the agent never spends over the NTE — it prepares everything, you decideHi Marcus — during Sunday's storm the roof at 7 Cattleman Row developed a leak (ceiling water spot in the hallway, contained). SureTop Roofing inspected today and quoted $650, which is above your $500 pre-authorization. The tenant is not in danger and we've tarped the area. May we proceed? Waiting adds risk of drywall damage estimated at $400+.
- ✓WO-002 Garbage disposal — reset button script
Resolved in 30 min, no dispatch - ✓WO-004 Kitchen outlets — breaker reset
Resolved in 18 min, no dispatch - ✓WO-012 Squeaky door — lubricant guidance
Resolved in 12 min, no dispatch - ✓WO-013 Wi-Fi thermostat — reconnect script
Resolved in 1 h, no dispatch
4 avoided truck rolls ≈ $380–520 saved at typical service-call rates, and 4 tenants helped in under an hour.
Work order queue
15 requests · last 60 days| WO | Unit | Issue | Urgency | Outcome | Cost | Cycle | CSAT |
|---|---|---|---|---|---|---|---|
| WO-003 | UNIT-003 | Roof leak after storm | Urgent | Awaiting approval | $650 | — | — |
| WO-001 | UNIT-001 | No heat, 40°F inside overnight | Emergency | Completed | $540 | 4.5h | 4.8 |
| WO-009 | UNIT-009A | Burning smell from outlet | Emergency | Completed | $180 | 2.0h | 4.9 |
| WO-011 | UNIT-010A | Active leak under kitchen sink | Emergency | Completed | $310 | 3.0h | 4.8 |
| WO-008 | UNIT-008B | AC not cooling below 78°F | Urgent | Completed | $410 | 18h | 4.3 |
| WO-004 | UNIT-004 | Kitchen outlets dead | Urgent | Deflected | $0 | 0.3h | 4.2 |
| WO-010 | UNIT-009B | Lockout, damaged lock | Urgent | Completed | $75 | 1.5h | 4.7 |
| WO-013 | UNIT-010C | Wi-Fi thermostat unresponsive | Urgent | Deflected | $0 | 1.0h | 4.5 |
| WO-015 | UNIT-010F | Toilet running continuously | Urgent | Completed | $150 | 20h | 4.6 |
| WO-002 | UNIT-002 | Garbage disposal not working | Routine | Deflected | $0 | 0.5h | 4.5 |
| WO-005 | UNIT-005 | Slow bathroom drain | Routine | Completed | $95 | 26h | 4.0 |
| WO-006 | UNIT-006 | Loose cabinet hinge | Routine | Completed | $65 | 48h | 4.6 |
| WO-007 | UNIT-008A | Ants in kitchen | Routine | Completed | $120 | 30h | 4.4 |
| WO-012 | UNIT-010B | Squeaky bedroom door | Routine | Deflected | $0 | 0.2h | 4.1 |
| WO-014 | UNIT-010D | Tree branch over fence | Routine | Completed | $140 | 72h | 4.3 |
Approved vendor roster
the agent only ever dispatches from this list| Vendor | Trade | Rate | NTE | On-time | Callback | Rating |
|---|---|---|---|---|---|---|
| Rapid Rooter Plumbing | Plumbing | Flat $95/call | $400 | 94% | 4% | 4.7 |
| Bright Spark Electric | Electrical | $85/hr | $500 | 91% | 6% | 4.5 |
| CoolFlow HVAC | HVAC | $110/hr | $600 | 88% | 8% | 4.3 |
| Handy Hank General Repair | Handyman | $65/hr | $250 | 96% | 2% | 4.8 |
| SureTop Roofing | Roofing | Quote per job | $750 | 85% | 5% | 4.2 |
| GreenEdge Landscaping | Landscaping | $55/hr | $200 | 97% | 1% | 4.9 |
| ClearOut Pest Control | Pest control | Flat $120/visit | $150 | 93% | 3% | 4.6 |
| KeyFast Locksmith | Locksmith | Flat $75/call | $150 | 98% | 1% | 4.9 |
Two vacant doors are bleeding $3,550/month. The prospect who e-mails at 9 PM books with whoever answers first — the agent answers in about 90 seconds, then pre-qualifies and offers showing slots before a competitor picks up the phone.
Lead pipeline
this week · newest first| Lead | Source | Interested in | Response | Stage |
|---|---|---|---|---|
| Dana Whitmore Mon 9:12 PM | Zillow | UNIT-007 · $2,350 | 88s | Showing Wed 5:30 |
| Felix Arroyo Mon 2:40 PM | Apartments.com | UNIT-010E · $1,200 | 95s | Showing Thu 12:00 |
| Sara Lindstrom Sun 8:03 AM | Website | UNIT-007 · $2,350 | 61s | Pre-qualified |
| Marcus Bell Sat 10:15 PM | Zillow | UNIT-010E · $1,200 | 102s | Pre-qualified |
| Ivy Chen Sat 4:22 PM | Sign call | UNIT-007 · $2,350 | 74s | Awaiting docs |
| Rob Tavares Fri 6:50 PM | UNIT-010E · $1,200 | 99s | No-show → re-engaged | |
| Nia Okonkwo Fri 11:31 AM | Website | UNIT-007 · $2,350 | 58s | Application sent |
| Ted Malone Thu 7:19 PM | Zillow | UNIT-010E · $1,200 | 85s | Disqualified (pets) |
90 seconds after a 9 PM lead
Hi Dana! 15 Copperbell Trl is still available — 4 bed / 3 bath, 2,100 sq ft, $2,350/mo. I can offer a showing Wed 5:30 PM or Thu 10:00 AM. Two quick questions so I can hold your slot: planned move-in date, and any pets?
Vacant inventory
Every idle day on these two doors costs $118 in lost rent.
The cadence never forgets and never gets embarrassed. Compliance is a hard gate: the agent drafts the Texas 3-day notice but is physically unable to send it — only a human can.
Ray Padgett — 19 Millrace Dr · day 12
balance $1,800 rent + $75 late feeCompliance gate
drafted, formatted, heldNOTICE TO VACATE — 19 Millrace Dr, Kille Valley, TX 75999. Ray Padgett: rent of $1,800 due Aug 13, 2026 remains unpaid ($1,875 incl. late fee). You are hereby given notice to pay in full or vacate within three (3) days of delivery of this notice…
The agent recommends the payment plan: Ray's 12-month history was clean before this cycle and his satisfaction score is 3.5 — a save is worth more than a turn ($1,800 turn cost + 3 weeks vacancy ≈ $3,150).
Aging & watchlist
all 16 active tenanciesWatchlist: Julian Ortega (UNIT-009B) — 2 late payments in history, renewal window opens in 9 days. Modules 03 and 05 share this flag: his renewal offer includes autopay enrollment with a $25/mo discount.
Owners leave over communication, not results. The agent tells every owner what happened at their property before they have to ask — in the channel and cadence each one chose.
Save-the-owner play: Priya Nair
risk driver: “slow communication on a repair”Hi Priya — your week at a glance: 19 Millrace Dr: bathroom drain cleared by Rapid Rooter yesterday, $95, within your pre-authorization, tenant confirmed fixed same day. 210 Bramblewood Ln: disposal issue resolved remotely with the tenant — no charge to you. Rent status: Bramblewood paid; Millrace is on a monitored plan (details in portal). Nothing needs your action.
Owner communication matrix
every owner, their way| Owner | Doors | Channel | Cadence | Risk | Next touch |
|---|---|---|---|---|---|
| Priya Nair | 2 | Text + e-mail | Weekly | High | Today — pending above |
| Sam Okafor | 1 | Phone | As-needed | Med | Call brief ready for Kelly |
| Todd Whitfield | 3 | Monthly | Med | Sep 1 statement + fee recap | |
| Marcus Feld | 2 | Monthly + events | Low | Roof approval (Module 01) | |
| Renee Alcaraz | 4 | Monthly + events | Low | Expansion touch (Module 07) | |
| Grace Lindqvist | 6 | Quarterly review | Low | Q3 portfolio review Oct 6 |
Grace Lindqvist's quarterly review — auto-assembled
6 doors at 900 Meridian Court · “wants the dashboard more than anything”Assembled from modules 01, 02 and 03 data the moment the quarter closes — the report that used to take an afternoon per owner.
Renewal leakage happens when outreach starts at day 30 instead of day 90. The agent watches all 16 leases every morning — two slipped to single digits before the system came on; it caught both today.
🔥 LEASE-001 · Alan Brewster — 7 days
44 Larkspur Ct · model tenant, 4.6 CSAT, 3 yearsHi Alan — your lease at 44 Larkspur Ct ends Aug 31 and we'd love to keep you. Two options: 12 months at $1,895 (comparable homes here are listing at ~$1,930) or 24 months at $1,875, price locked. Reply and I'll send the paperwork — takes 5 minutes to sign online.
⚠️ LEASE-005 · Ray Padgett — 8 days
19 Millrace Dr · currently 12 days late (Module 03)This is the judgment call the system surfaces instead of buries: modules 03 and 05 disagree about Ray, so a human decides. The agent packaged both files for you.
Renewal pipeline — all leases in window
| Lease | Tenant · unit | Days left | Window | Current | Market | Proposed | Status |
|---|---|---|---|---|---|---|---|
| LEASE-001 | Alan Brewster UNIT-001 | 7 | Urgent | $1,850 | $1,930 | $1,895 | Awaiting approval |
| LEASE-005 | Ray Padgett UNIT-005 | 8 | Urgent | $1,800 | $1,870 | MTM $1,890 | Strategy review |
| LEASE-007 | Wendy Marlowe UNIT-008A | 30 | 30-day | $1,450 | $1,510 | $1,490 | Offer out · opened 2× |
| LEASE-015 | Talia Munroe UNIT-010F | 30 | 30-day | $1,400 | $1,465 | $1,445 | Verbal yes — docs out |
| LEASE-006 | Elena Cho UNIT-006 | 60 | 60-day | $1,650 | $1,720 | $1,695 | Offer out |
| LEASE-012 | Marcus Tillery UNIT-010B | 60 | 60-day | $1,200 | $1,250 | $1,235 | Comp analysis done |
| LEASE-004 | Monica Vance UNIT-004 | 90 | 90-day | $1,975 | $2,060 | — | Triggered today |
| LEASE-009 | Nina Kowalski UNIT-009A | 90 | 90-day | $1,700 | $1,780 | — | Triggered today |
| LEASE-010 | Julian Ortega UNIT-009B | 99 | 90-day soon | $1,700 | $1,760 | +autopay −$25 | Strategy: convert to autopay |
| LEASE-002 | Kayla Simmons UNIT-002 | 120 | 120-day | $1,550 | $1,615 | — | Watching |
Turn time is pure vacancy cost. The agent sequences vendors the moment notice lands, tracks the Texas 30-day deposit deadline, and hands the rent-ready unit straight to the Leasing Engine.
Turn board — UNIT-007 · 15 Copperbell Trl
previous tenant out Aug 13 · showing-ready target Sep 1- ✓Move-out inspection — 214 photos, compared against move-in set
- ✓Rekey — KeyFast Locksmith
- ✓Paint touch-up (2 bedrooms, hallway) — Handy Hank
- ✓Carpet clean + tile re-grout in bath 2
- Deep clean — scheduled, vendor confirmed
- Landscaping refresh — GreenEdge, sequenced after clean
- Marketing photos — auto-books when clean completes
- List + syndicate — hands off to Module 02 (2 leads already waiting)
Deposit disposition
drafted from inspection deltaEach deduction is linked to a move-in/move-out photo pair. Normal wear excluded per TX Prop. Code §92.104.
Turn economics
why 12 days instead of 21 matters9 days × $78.33/day on this unit = $705 recovered per turn — from sequencing alone, before any vendor discount. Across a 2,200-door portfolio at ~30 turns/month, that's ~$21k/month.
Growth used to be referrals-only with no follow-up. Now every prospect gets a cadence that never goes quiet — and the best lead was already in the building: an existing owner with properties elsewhere.
Owner acquisition pipeline
drag-free kanban — the agent moves cards as evidence arrivesFriday's call brief — Renee Alcaraz
assembled by the agent from modules 01–05Why now: Renee has 4 doors with us (100% occupied, zero late payments, avg WO cycle 31h). She mentioned “considering more doors” in her March check-in. Her other 3 properties are with a competitor.
Proof to show: her own owner dashboard — Q3 net $8,940, two maintenance issues she never had to think about. Ask: bring the 3 outside doors under one roof at her current 9% rate.