Team CORE

Discovery Meeting — Outcomes & Work Packages

March 18, 2026 • 691 N. Squirrel Rd, Suite 290, Auburn Hills, MI

Attendees
6
Duration
~60 min
Outcome
Aligned
Kevin • Matt • Sam • Phil • Zach • Oliver
Start with Property Management
Human-in-the-Loop Agreed
AppFolio API Confirmed
✓

Key Decisions

Start with Property Management

Both business branches identified (Property Management + Brokerage/Advisory). Unanimous agreement to focus AI on Property Management first — "that's where all the data is."

"That's where we gain the most AI benefit."
— Kevin

Human-in-the-Loop Always

AI gets them 90% of the way — team reviews the last 10% before anything reaches a client. Multi-agent architecture with built-in checks discussed.

"It's more of an enhancement of what we do, making it more efficient, not taking away what we do."
— Kevin

Investment Manager Stays Isolated

AppFolio Investment Manager contains investor PII (tax IDs, SSNs, bank accounts). Agreed to keep it completely separate from the AI platform — at least for now.

"The risks associated with tying AI to this would be too great."
— Matt

One Agent First, Then Expand

Start with a single focused AI agent, prove the value, then expand to additional use cases. Build trust through results, not promises.

"It gives us a sense of what it could be. Time well spent."
— Matt

Whole-Team Adoption

AI shouldn't be limited to leadership. All ~20 team members should benefit — including maintenance and property managers. Training and accessibility are key.

"We don't want them scared of losing their jobs... integrate AI to be more efficient."
— Kevin

Proactive, Not Reactive

Matt's vision: the AI agent should already be working — surfacing insights, flagging issues, drafting letters — without waiting to be asked.

"The agent should already be doing it, not waiting to be asked."
— Matt
☁️

Confirmed Environment 100% cloud-based • No hosted servers • 2FA enabled

📧

Google Workspace

Enterprise — email, calendar, file share, chat, Docs/Sheets. Well-organized Drive structure.

Connect
🏢

AppFolio PM

Property management core — leases, tenants, financials, work orders, GL/P&L. 60+ properties.

Connect via API
💰

AppFolio IM

Investor portal — contributions, distributions, tax docs. Contains SSNs, tax IDs, bank data.

Isolated
💲

QuickBooks Online

Additional financial tracking alongside AppFolio.

Read-Only
📈

CoStar

Market data and comps. Third-party, read-only reference.

No Connection
📄

Microsoft Office

Excel and Word used alongside Google tools for specific workflows.

Export Only
🔐

2FA Security

Google Authenticator + SMS text to cell phones across the team.

Active
📁

Google Drive

Structured by function — brokerage, accounting, property management by client.

Connect
🛠

Work Packages Organized by priority from the discovery conversation

1 Lease Intelligence

Phase 1

Portfolio-wide lease tracking with AI-powered extraction. Their #1 pain point — leases across 11M+ SF are hard to track, and expirations are slipping through.

  • ✓ Upload lease PDFs — AI extracts 30+ key terms (rent, dates, options, escalation, TI, insurance)
  • ✓ Gantt timeline view of all leases by building, color-coded by urgency
  • ✓ 18/12/6 month expiration alerts and critical lease flagging
  • ✓ AI-generated renewal letters — standardized, professional, seconds not hours
  • ✓ Portfolio and building-level toggle views for conference calls
  • ✓ Outreach tracking pipeline (Not Started through Resolved)
Source: Phil/Zach — "Lease expirations — we're having a hard time tracking right now... to be able to do that in seconds — that's what's paying the cost."

2 Budget Generation

Phase 1

Automated property budget creation from historical actuals. Currently a multi-hour manual task per building — they already tested this with Claude manually and it worked.

  • ✓ Pull 5 years of actuals from AppFolio (income + expense)
  • ✓ Weighted analysis — heavier weight on prior year, lighter on older years
  • ✓ AI generates operating budget with inflationary expectations
  • ✓ Human review step before finalization
  • ✓ Replace Amanda's 2+ hour manual process per building
Source: Matt — "She wouldn't have that two hours. The agent should already be doing it, not waiting to be asked."

3 Delinquency Tracking

Phase 2

On-demand tenant accounts receivable data — surface who owes what, flag overdue tenants, and generate collection communications.

  • ✓ Pull tenant AR data from AppFolio on demand
  • ✓ Flag delinquent tenants with aging breakdown
  • ✓ AI-drafted collection notices with review step
  • ✓ Portfolio-wide delinquency dashboard
Source: Kevin — wants delinquency tracking surfaced automatically.

4 Document Production

Phase 2

AI-powered generation of standard CRE documents — offering memorandums, LOIs, lease abstracts. Same structure every deal, currently requires significant manual effort.

  • ✓ Offering memorandums from deal data
  • ✓ Letters of intent with standard templates
  • ✓ Client-ready lease abstracts (formatted, professional)
  • ✓ Consistent template formatting across document suite
Source: Kevin's workbook — dense lease documents require careful manual reading for key term extraction.

5 Investment Analysis

Phase 2

Deal underwriting reports generated from input data. Currently built from scratch each time — NOI, cap rates, amortization models, comp analysis.

  • ✓ Input deal data — AI generates underwriting report
  • ✓ NOI, cap rate, and amortization models
  • ✓ Anomaly flagging (unusual rent rolls, unverified income)
  • ✓ Consistent comp analysis formatting
Source: Kevin's workbook — reports used internally and shared with clients.

6 Marketing & Outreach

Phase 3

Force multiplier for Sam who handles ALL marketing solo. Drip campaigns, client touchpoints, and content that reinforces Team CORE's "client first" culture.

  • ✓ New client engagement drip sequences
  • ✓ Regular client touchpoints and check-ins
  • ✓ Content generation aligned with Team CORE brand
  • ✓ Review and approval workflow before send
Source: Kevin — Sam handles all marketing solo, AI is a massive leverage opportunity.
❓

Open Questions To be resolved in follow-up

🔍

AppFolio Tier — Core, Plus, or Max?

Determines whether we get API read/write access or need CSV export workarounds. Matt confirmed the Database API exists in settings.

🤖

Are they using Realm-X AI features?

AppFolio's built-in AI suite. Need to understand overlap and position Beyond AI as complementary.

📁

Where are leases stored?

In AppFolio, Google Drive, or both? Kevin mentioned "Tyler working on that." Impacts integration approach.

💰

Pricing alignment

Build fee + monthly retainer discussed conceptually. No specific numbers agreed — to be scoped in follow-up meeting.

★

Agreed Principles

👥 Client First

AI output must reflect Team CORE's culture — professional, client-centric, no shortcuts that compromise relationships.

"Client-centric provider, from top down. Business cards with no titles."

🔒 Security by Default

Encryption, MFA, audit trails, and data isolation are non-negotiable. Investor data stays completely separate.

"The risks associated with tying AI to the Investment Manager would be too great."

⚡ Prove, Then Expand

Deliver one agent that works. Build trust. Then grow. No big-bang rollout — steady, measurable value.

"Not sure it's the perfect tool, but it gives us a sense of what it could be."
Team CORE LLC × Beyond AI — Discovery Meeting Outcomes — March 18, 2026