What We Agreed
Source Verification on Critical Fields
When AI extracts data, users need to click on key fields and see WHERE in the PDF it came from — the page number or a text excerpt. Prevents hallucination and builds trust.
AppFolio = Draft Mode, Not Direct Write
AI extracts lease data, Amanda verifies the top 5-6 fields, then pushes to AppFolio as a draft. Like AppFolio's own invoice AI — shows a draft for human approval before committing.
Property-First Dashboard
Redesign the Gantt view: show properties first (not tenants). Click a property to see its tenants. Color-coded health indicator per property. Filter by managed vs brokerage-only.
Managed vs Brokerage-Only Filter
Managed = Team CORE does PM (Amanda's world). Brokerage = only leasing transactions (Kevin/Sam). Amanda: "I don't need to see brokerage-only." Both in system, but filterable.
Outreach Tracker: User Attribution
Every comment linked to the user account with a date stamp. If Kevin and Sam are in discussions with a tenant, Amanda can see it before invoicing — prevents sending holdover charges during negotiations.
691 N. Squirrel = Test Building
Use this building as the real-world test case. 36 tenants. Amanda will export data from AppFolio. Sam will send 4-5 smaller leases. Already uploaded 96-page PDF (timeout issue being fixed).
Extraction Fields — Updates Needed
Amanda's Top 6 — Verify These First
These are the fields Amanda checks every time she inputs a tenant into AppFolio. The source verification feature should prioritize these: Property Address & Suite, Rentable SF, Tenant Name, Base Rent / Rental Schedule, Security Deposit, CAM/Taxes or Base Year.
| Field | Status | Notes |
|---|---|---|
| Lease Type | NEW | Triple Net (NNN), Modified Gross, Gross Plus Electric, Hybrid/Other |
| Base Year | NEW | For gross/modified gross leases — currently not extracted. Critical for CAM calculations. |
| Holdover Provision | PROMOTE | Move from notes to top-level field. Show multiplier (e.g., 200% = 2x rent). Market standard 125-150%. |
| Relocation Option | NEW | Landlord's right to relocate tenant. Include notice period (e.g., 90 days). |
| Termination — Landlord | SPLIT | Banks don't like landlord termination options — important for financing. Split into landlord vs tenant. |
| Termination — Tenant | SPLIT | Separate field with timing/notice requirements. |
| Right of First Refusal (ROFR) | NEW | Tenant's right to match any third-party offer. |
| Right of First Offer (ROFO) | NEW | Landlord must offer space to tenant before marketing. |
| CAM Cap | NEW | Some leases cap annual CAM increases at 3-5%. Landlord eats anything over the cap. |
| Pro Rata Share % | NEW | Tenant's percentage of building expenses. Critical for invoicing automation. |
| TI Amortization | ENHANCE | Track amortized TI over lease term. Important for renewals — unamortized TI affects deal terms. |
Feature Requests Prioritized from the conversation
Property-First Navigation
Top level shows properties only (with health color). Click to expand and see that property's tenants. No more scrolling through hundreds of tenants across buildings.
Source Verification on Key Fields
Click a critical field (rent, SF, dates) — see the page/text from the original PDF. Top 5-6 fields per Amanda's workflow. Builds trust for Matt.
Property Health Dashboard
Per-property stress test: vacancy rate, % leased, critical/watch/healthy count, renewal coverage. Shareable with ownership for building reviews.
Lease Type Classification
AI identifies NNN, Modified Gross, Gross Plus Electric, or Hybrid. Drives which fields are relevant and how charge-backs work.
Google Drive Integration
Copy their Google Drive lease folders, let AI organize/label/date everything. Identify current vs old leases. Then ongoing: new leases flow through the platform.
Invoicing Automation
Amanda's biggest pain: monthly invoicing takes a full day. Pro rata share calculations per tenant per lease per meter. Potentially a separate agent or integrated into Agent 1.
Domain Knowledge CRE concepts clarified during the session
Triple Net (NNN) Leases
Three "nets": property taxes, insurance, and common area maintenance (CAM). Tenant pays all three on top of base rent. Common in retail, medical, industrial.
CAM (Common Area Maintenance)
Covers building maintenance: snow removal, landscaping, pest control, HVAC, parking lot. Charged back to tenants by pro rata share. Different rules per building (monthly, actuals, year-end).
Holdover
When a tenant stays past lease expiration. Charged a multiplier (125-200% of base rent). Forces tenants to renew or vacate. Critical for property managers to track and invoice correctly.
Base Year
In gross/modified gross leases, the base year sets the benchmark for operating expenses. Tenant only pays increases above the base year. Must be extracted for proper billing.
TI Allowance (Tenant Improvement)
Landlord gives tenants money to improve the space (paint, carpet, walls). Amortized over lease term. If tenant leaves early, unamortized TI may be owed. Critical for renewal negotiations.
Managed vs Brokerage
Managed = Team CORE handles PM (billing, maintenance, tenant relations). Brokerage = only leasing/sales transactions. Some properties are both. Dashboard needs to filter between them.
Action Items
Next Steps
Follow-Up: Friday, March 28 at 2:00 PM — Team CORE Office
Oliver delivers next iteration by Friday. Property-first dashboard, source verification, new extraction fields. Test with 691 N. Squirrel data. Review together on-site and iterate. Dedicated full-time between now and then.