Entities mirrored
8 / 8
Records in mirror
17,441
+214 last sync
API budget used
18 / 60
requests this hour
Invoice scans cached
11,240
76% of history
Recent sync runs
Nightly 6:00 AM + on-demand◆
Delta sync — 214 records updated across 8 entities
Today · 6:02 AM · 14 requests
◆
Document cache — 38 new invoice scans fetched
Today · 6:02 AM
◆
Bills page 12 — rate window pause, auto-resumed in 41s
Yesterday · 6:00 AM
Mirror vs Rent Manager
Record counts reconciled after every runNightly cycle
Delta sync — changed records only
Properties → units → tenants → leases → ledgers → vendors → bills → work orders
Invoice scan caching
New bill attachments fetched once, stored, deduplicated
Reconciliation check
Mirror counts vs Rent Manager totals, per entity
Morning summary
One digest — what changed, what needs a look
ⓘMirror-first by design: workflows and reports read the local mirror, never the live Rent Manager API. The API is touched only for nightly sync reads and low-volume work-order writes — so nothing here competes with the team's day-to-day Rent Manager use.
Sync run — today 6:02 AM
Delta sync run
Completed- Started
- Today, 6:02 AM
- Duration
- 22 min
- Records updated
- 214 across 8 entities
- API requests used
- 14
- Rate pauses
- 0
- Audit entry
- AE-2214
Nightly delta pull: only records changed in Rent Manager since the previous cursor. Every upsert is idempotent — replaying a run can never duplicate data.
Entities, in dependency order
Properties · Units · Tenants
11 records updated
Leases · Ledgers · Vendors
27 records updated
Bills
168 records updated
Work orders
8 records updated
ⓘA field changed in Rent Manager appears in the mirror after the next cycle — and the mirror is replayable from any cursor if anything ever needs to be rebuilt.
Document cache — today 6:02 AM
Invoice scan cache run
Completed- New scans fetched
- 38
- Skipped (hash unchanged)
- 3
- Cache coverage
- 11,240 of 14,820 bills (76%)
- Historical backfill
- Paced overnight, most-likely audit years first
- Audit entry
- AE-2215
Each bill's invoice scan is fetched from Rent Manager exactly once and stored in the platform's document store — this cache is what makes audit packages assemble in seconds.
Backfill progress by year
Prioritized by audit likelihoodⓘOngoing caching is light — a handful of new bills per property per month. The historical backfill is paced overnight under the API rate budget; if an audit request hits an un-cached year, those scans are fetched once on demand and every later request is instant.
Sync run — yesterday 6:00 AM
Delta sync run
Completed with auto-retry- Started
- Yesterday, 6:00 AM
- Records updated
- 189
- Pause point
- Bills, page 12
- Pause duration
- 41s
- Outcome
- Resumed and completed
- Audit entry
- AE-2198
The sync engine reads the API's remaining-request headroom on every call and throttles itself before the limit is ever hit hard.
ⓘFailures that can't self-recover park in a dead-letter queue and surface here — nothing fails silently.
Accounts monitored
312
Flagged this month
2
▲ threshold 10%
Flagged overspend
$1,304
vs trailing average
Unmapped accounts
17
in cleanup queue
Watchlist — last 12 bills per account
Cadence-aware: quarterly accounts compare quarter-to-quarterNational Grid · #77134
BDA Courtlandville — Unit 4, retail · ledger 543 Electric
$1,840
+198%
National Grid · #12096
BDA Courtlandville — parking lot lights · ledger 543 Electric
$312
+22%
Ohio Edison · #5500142233
Sky Courtland — common area · quarterly cadence
$1,205
+3%
Review queue
This month$
#77134 — +198% month-over-month, no seasonal explanation
BDA Courtlandville · Unit 4 · flag VF-0142
$
#12096 — +22%, consistent with winter lighting hours
BDA Courtlandville · parking lot · flag VF-0143
◆
17 account numbers not yet mapped to a unit or property
From bill memo parsing · master sheet reconciliation
ⓘDetection is arithmetic — month-over-month and same-month-last-year percent change per account, with billing cadence learned from history so a quarterly bill never reads as a 3× spike. The AI writes only the advisory note under each flag; it never decides what gets flagged.
Flag VF-0142 — National Grid #77134
Variance flag VF-0142
Awaiting review- Account
- National Grid #77134
- Property
- BDA Courtlandville — Unit 4, retail
- Ledger
- 543 Electric
- Previous bill
- $618
- Current bill
- $1,840
- Change
- +198%
- Same month last year
- $645
- Cadence
- Monthly (12 consecutive bills)
Advisory note: no seasonal explanation — same month last year billed $645. Pattern is consistent with equipment left running, a meter issue, or a billing error. Worth a call to the provider or a site check.
✓ Flag stands — needs a human decision
The numbers are certain; the cause isn't. Mark it reviewed once resolved, or escalate it with the full bill history attached.
ⓘFlags never resolve themselves — every one is closed by a person, and the close is logged.
Flag VF-0142 — reviewed
Flag lifecycle
Flag raised by variance engine
Nightly run, Jun 12
Advisory note generated
Seasonal check against last year
Reviewed and closed
Michelle · today
Watchlist follow-up armed
Next bill auto-checked
ⓘEvery flag closure is written to the audit log with reviewer, timestamp, and resolution — the monthly report shows what was flagged, what it cost, and what it recovered.
Flag VF-0142 — escalated
Escalation record
Open — with PM- Escalated to
- Property manager
- Sent via
- Email digest + dashboard alert
- Attachments
- 12-month history, current bill scan
- Escalated by
- Michelle
- Audit entry
- AE-3025
Escalations carry everything needed to act — the history, the scan, and the advisory note — so the follow-up call to the provider takes minutes, not a file hunt.
Flag VF-0143 — National Grid #12096
Variance flag VF-0143
Awaiting review- Account
- National Grid #12096
- Property
- BDA Courtlandville — parking lot lights
- Ledger
- 543 Electric
- Previous bill
- $255
- Current bill
- $312
- Change
- +22%
- Same month last year
- $298
- Cadence
- Monthly
Advisory note: consistent with a seasonal swing — longer winter lighting hours; same month last year billed $298, within 5% of the current bill.
✓ Likely seasonal — confirm and close
The threshold was crossed, so it flags — but last year's same-month bill suggests this is winter lighting, not waste.
ⓘThresholds are configurable per client and per utility type — accounts with known seasonal swings can carry a higher bar.
Flag VF-0143 — reviewed
Closure record
Closed — seasonal- Reviewed by
- Michelle
- Resolution
- Seasonal — winter lighting hours
- Baseline updated
- Yes — same-month comparison retained
- Audit entry
- AE-3031
ⓘClosures feed the monthly variance report: every flag, its resolution, and the running total of overspend caught.
Mapping cleanup queue
Unmapped accounts (first 6)
Parsed from bill memo · suggested match from address text| Account # | Provider | Memo text | Suggested match | Bills held |
|---|---|---|---|---|
| 88201 | National Grid | ELEC 88201 COURTLND STE 9 | BDA Courtlandville — Suite 9 | 3 |
| 5500177810 | Ohio Edison | OE 5500177810 SKY CT COMMON | Sky Courtland — common area | 2 |
| 40412 | National Grid | GAS 40412 | — no address text — | 4 |
| 77202 | National Grid | ELEC 77202 CRTLNDVILLE | BDA Courtlandville — unassigned | 1 |
| 5500169004 | Ohio Edison | OE 5500169004 SKY CT UNIT 2 | Sky Courtland — Unit 2 | 2 |
| 61550 | City Water Board | WTR 61550 | — no address text — | 5 |
How mapping improves
Master sheet imported
The team's existing account → unit sheet (~95% complete)
Memo parsing fills gaps
Account numbers read from every synced bill
Cleanup queue resolves the rest
One-time human match per account
ⓘUnmapped accounts still have their bills synced and held — the moment a mapping lands, their full history joins the variance engine retroactively.
Requests this season
4
Avg package build
41s
from cached scans
Invoices bundled
1,872
Exceptions surfaced
9
missing scans, listed
Audit requests
February–April season▦
AR-2026-011 · Sky Courtland — CAM audit 2025, full category set
Insurance · Cleaning · Water · Electric · R&M · Taxes · Snow
▦
AR-2026-012 · BDA Courtlandville — 2025, Electric + Water only
Requested today · building
▦
AR-2026-009 · Sky Courtland — 2024 retro request
Delivered May 28
ⓘA typical package builds with zero live Rent Manager API calls — everything assembles from the mirror and the document cache, so audit season stops competing with day-to-day work.
AR-2026-011 — Sky Courtland CAM audit 2025
Audit request AR-2026-011
Package ready- Property
- Sky Courtland
- Year
- 2025
- Categories
- Insurance, Cleaning, Water, Electric, R&M, Taxes, Snow
- Bills matched
- 214
- Invoices found in cache
- 209
- Exceptions
- 5 (listed, fetch queued)
- Output
- Bookmarked PDF (412 pp) + Excel index
- Build time
- 38 seconds
Grouped category → vendor → date, files named to the auditors' convention, every invoice bookmarked.
✓ Package ready for delivery
The PDF and its Excel index reconcile — one index row per invoice, amounts tied to the ledger. Exceptions are on their own page, never silently dropped.
ⓘDelivery is by the team — the compiler assembles, a person sends.
AR-2026-011 — package contents
Excel index — sample rows
One row per invoice · amounts tie to the ledger| Date | Vendor | Category | Ledger | Amount | PDF page |
|---|---|---|---|---|---|
| 2025-01-14 | Ohio Edison | Electric | 543 | $1,205.00 | 212 |
| 2025-01-31 | CourtClean Services | Cleaning | 5210 | $860.00 | 84 |
| 2025-02-07 | Summit Snow Removal | Snow | 5480 | $1,450.00 | 391 |
| 2025-03-03 | City Water Board | Water | 5403 | $684.20 | 158 |
| 2025-04-22 | Hartline Insurance | Insurance | 5110 | $3,912.00 | 12 |
ⓘRow count equals invoice count, and every amount reconciles to its mirrored bill — the index is the auditors' checklist, generated rather than typed.
AR-2026-011 — exceptions
Missing scans
| Bill date | Vendor | Category | Amount | Status |
|---|---|---|---|---|
| 2025-02-11 | Summit Snow Removal | Snow | $1,450.00 | Fetch queued |
| 2025-06-18 | CourtClean Services | Cleaning | $860.00 | Fetch queued |
| 2025-07-02 | City Water Board | Water | $712.40 | Fetch queued |
| 2025-09-30 | R&M — Apex Paving | R&M | $2,300.00 | No attachment in Rent Manager |
| 2025-11-12 | Ohio Edison | Electric | $1,188.75 | Fetch queued |
Exception handling
Exception detected at build time
Bill matched, scan absent
One-off paced fetch queued
Under the API rate budget
Package rebuild on completion
Seconds, from cache
AR-2026-012 — BDA Courtlandville 2025
Audit request AR-2026-012
Building- Property
- BDA Courtlandville
- Year
- 2025
- Categories
- Electric, Water
- Bills matched so far
- 96
- Requested
- Today, 9:14 AM
A narrower request — two categories, one property. Category sets are saved per client, so the standard CAM set and one-off narrow pulls are both one form away.
Build progress
ⓘBuilds run from cache, so "Building" means seconds — this screen exists mostly so a request made mid-meeting is visibly moving.
AR-2026-009 — delivered
Audit request AR-2026-009
Delivered- Property
- Sky Courtland
- Year
- 2024
- Invoices bundled
- 188
- Exceptions
- 2
- Delivered
- May 28 — by the team
- Audit entry
- AE-4302
Retro-year request: 2024 scans were part of the historical backfill, so the package assembled from cache without touching the live API.
ⓘEvery delivered package is retained with its index — a repeat or follow-up request re-issues instantly.
Emails today
23
Drafts awaiting approval
5
Work orders created
6
in Rent Manager
Escalated to a person
3
Inbox triage
maintenance mailbox · today◆
GAS SMELL near Unit 7 — Sky Courtland
Case TC-0191 · emergency keyword matched
▦
Leak under the back sink — Unit 4, BDA Courtlandville
Case TC-0187 · matched lease → tenant responsibility §7.2
▦
Pothole at the parking lot entrance — Sky Courtland
Case TC-0188 · landlord responsibility §11.3
▦
HVAC not cooling — Unit 12, Sky Courtland
Case TC-0190 · lease matrix not yet approved
Today's classification mix
How a case moves
Classify & identify
Maintenance? Which tenant, which lease?
Categorize against the lease matrix
Issue type → tenant or landlord + clause
Draft the action
Reply with citation, or a work order
A person approves
Every send, every write — until trusted
ⓘTwo hard rules: an emergency always escalates and never gets an auto-reply, and no reply sends without a citation to a clause a person has approved. Everything sent and every Rent Manager write lands in an append-only audit log.
Case TC-0187 — leak under the back sink
Case TC-0187
Reply drafted — awaiting approval- From
- Courtland Deli (Unit 4, BDA Courtlandville)
- Matched lease
- NNN retail · active through 2027
- Issue category
- Plumbing — interior fixture
- Responsibility
- Tenant — lease §7.2
- Matrix status
- Approved (reviewed by Khyle)
- Confidence
- 93%
Lease §7.2: "Tenant shall, at Tenant's sole expense, maintain and repair all interior plumbing fixtures and drain lines serving the Premises."
Email thread + drafted reply
Courtland DeliHi — there's a slow leak under the back prep sink, cabinet floor is getting soft. Can you send someone this week?
Drafted replyThanks for flagging it — under your lease (§7.2, interior plumbing fixtures), repairs to the prep-sink drain are the tenant's responsibility. So you can move fast, here are two local plumbers other tenants have used: Beacon Plumbing (315-xxx-xxxx) and R. Ellis & Sons (315-xxx-xxxx) — we don't vouch for either, but both service the plaza. If the leak reaches the wall or the unit below, tell us immediately and we'll treat it as urgent.
SystemVendor suggestions pulled from the maintained directory. Reply is held for approval — it cites approved clause §7.2.
Clause cited: §7.2Vendors from directoryHeld for approval
✓ Tenant responsibility — reply ready
The matrix for this lease was human-approved, the clause is quoted verbatim, and the vendors come from the directory. Approve to send, or escalate if this one feels contentious.
ⓘIf the tenant pushes back on the responsibility call, the case auto-escalates to a person — the AI never argues the lease.
Case TC-0187 — reply sent
Case timeline
Email received & matched
9:31 AM
Classified via approved matrix
Plumbing — interior → tenant, §7.2
Reply drafted with vendors
Directory: Beacon Plumbing, R. Ellis & Sons
Approved & sent
Marie · 9:58 AM
Watching for pushback
7-day window
ⓘEvery outbound email carries an idempotency key in the audit log — retries and re-approvals can never produce a duplicate send.
Case TC-0187 — escalated
Escalation record
Open — with operations- Escalated by
- Marie
- Reason
- Reviewer judgment — tenant relationship
- Attached
- Thread, lease match, §7.2 citation, draft
- Audit entry
- AE-4105
Escalations preserve all the AI's work product — nothing is retyped, the person just decides.
Case TC-0188 — parking lot pothole
Case TC-0188
Work order drafted — awaiting approval- From
- Lakeview Nails (Unit 9, Sky Courtland)
- Issue category
- Parking lot / common area
- Responsibility
- Landlord — lease §11.3 (common areas)
- Matrix status
- Approved (reviewed by Khyle)
- Details gathered
- Location, approximate size, photo attached
- Confidence
- 95%
The AI ran one bounded follow-up to get location and a photo before drafting — no endless back-and-forth — and the follow-up question itself was one-click approved before it went out.
Detail-gathering exchange
Lakeview NailsThere's a pothole right at the parking lot entrance, customers keep hitting it.
AssistantThanks — that's on us to fix. Two quick things so the crew comes prepared: roughly how wide is it, and could you snap a photo?
Lakeview NailsMaybe 2 feet across, photo attached. It's right where you turn in from the road.
SystemDetails complete. Work order drafted for Rent Manager — held for approval.
Landlord responsibility §11.3Photo attachedWO draft ready
✓ Landlord responsibility — work order ready
Common-area repair under §11.3. The draft maps every gathered detail to Rent Manager's work-order fields; approving writes it via the API and confirms to the tenant.
ⓘWrites to Rent Manager are approval-gated until accuracy is proven, then graduate to automatic per category.
Case TC-0188 — work order created
WO-1042 — as written to Rent Manager
Open in Rent Manager- Property
- Sky Courtland
- Location
- Parking lot — entrance from road
- Category
- Paving / common area
- Description
- Pothole ~2 ft across at lot entrance; tenant photo attached; customer traffic hazard
- Reported by
- Lakeview Nails (Unit 9)
- Approved by
- Marie · 10:42 AM
- Idempotency key
- TC-0188-wo1
- Audit entry
- AE-4110
Field mapping follows the team's own completed work orders, so what lands in Rent Manager looks exactly like what the team writes by hand.
After the write
Written to Rent Manager
Service Manager API · idempotency-keyed
Tenant confirmation sent
Cites the work order and next step
Status tracked from the mirror
Team updates in Rent Manager flow back
Case TC-0188 — escalated
Escalation record
Open — with property manager- Escalated by
- Marie
- Reason
- Possible larger paving scope
- Attached
- Thread, photo, drafted work order
- Audit entry
- AE-4115
Case TC-0191 — emergency
Case TC-0191
With a person — 8:02 AM- From
- Plaza Barber (Unit 7, Sky Courtland)
- Trigger
- Emergency keyword: "gas smell"
- Escalated to
- Khyle + maintenance line
- Time to escalation
- under 60 seconds from receipt
- Auto-reply
- Suppressed — by rule
- Audit entry
- AE-4090
The emergency keyword list (flood, gas, fire, no heat in winter, and the client's additions) is deterministic — it runs before any AI classification and cannot be overridden by the model.
Emergency path
Keyword matched on receipt
Deterministic — runs before any AI step
Person alerted on two channels
8:02 AM — email + phone
Case held for human handling
AI stands down
ⓘWhat counts as an emergency, and who gets the call, is set with the team at kickoff — and it's a hard rule, not a model judgment.
Case TC-0190 — escalated, no approved matrix
Case TC-0190
Escalated — matrix pending- From
- Unit 12 tenant (Sky Courtland)
- Issue category
- HVAC
- Why escalated
- This lease's responsibility matrix isn't human-approved yet
- Rule
- No approved matrix → no auto-decision, ever
- Audit entry
- AE-4093
HVAC is exactly where NNN splits vary lease to lease — some put the rooftop unit on the tenant, some on the landlord with tenant maintenance contracts. The system refuses to guess.
✓ Escalated — a person decides this one
The lease was extracted but its matrix awaits review. Approving the matrix unlocks automatic handling for every future email on this lease.
ⓘLow confidence is a feature: under the threshold, the AI's only move is handing the case to a person.
Lease matrix review — Sky Courtland Unit 12
Extracted responsibility matrix — awaiting approval
One-time review per lease · exact clause text attached to every row| Category | Responsible | Clause | Confidence | Status |
|---|---|---|---|---|
| Plumbing — interior | Tenant | §7.2 | 97% | Extracted |
| HVAC — rooftop unit | Landlord (tenant service contract) | §7.5(b) | 78% | Needs review |
| Roof & structure | Landlord | §11.1 | 98% | Extracted |
| Parking lot / common areas | Landlord | §11.3 | 98% | Extracted |
| Storefront glass | Tenant | §7.4 | 91% | Extracted |
| Pest control | Tenant (interior) | §7.6 | 84% | Needs review |
Extract once, use forever
Lease ingested
Typed PDF or scan — read once
Human review — this screen
Approve or correct each row once
Matrix goes live for this lease
Auto-decisions unlocked
ⓘLow-confidence rows route to review first — the extraction never approves itself, and only approved matrices ever drive an automatic decision.