Real Estate – Multifamily PM Firm (Sun Belt): Owner Reporting & Work-Order Intelligence

Industry: multifamily PM. Size: 22k units managed. Complexity: mixed ownership structures. Systems: Yardi, vendor networks.

Manual categorization, vendor phone tag, owner narrative built last-minute. Scale broke during hurricane season surges.

WO ingestion from portals/email, AI categorization and urgency, vendor Agent with performance history, capex summarization, owner briefing Agent.

1. Trigger: tenant submission.
2. AI classifies and dedupes.
3. Routes to vendor rules.
4. Tracks SLA; escalates.
5. Invoice capture updates capex view.
6. PM approves large spends.
7. Models learn vendor reliability.

Triage Agent, Vendor Match Agent, SLA Monitor Agent, Capex Narrative Agent, Owner Report Agent.

ETL from PMS, Postgres, LLM summarization, secure owner portal.

Yardi, Buildium API, Twilio, PostgreSQL, OpenAI, Power BI embed

Work-order resolution time −29%; duplicate WOs −81%; owner report prep −17 hrs/week per portfolio manager; renewal revenue forecasting error −22%.

Build: 10 weeks. Deploy: portfolio waves. Optimization: 9 weeks vendor model.