The first ten jobs to hand to AI in a real estate company
A free starter guide for developers, operators, and property managers
The same system runs a real estate company today, and most of this list is the monthly round of reports and packages that still gets built by hand. Here are the ten jobs I'd hand off first, in order, with what stays with your people.
Jaden Duclos, founder of RidgeForce AI
The ten jobs, in order
Leasing inquiries answered and tours booked
- The system takes
- Every inquiry by phone, text, or listing site gets an answer in minutes, day or night, the basic questions get asked, and tours land on the calendar.
- Stays with a person
- The tour itself, and approving the applicant.
- You know it's working
- No lead waits until Monday, and you can count the tours booked after hours.
Maintenance requests logged and routed
- The system takes
- Requests come in by text or a form, get sorted by urgency, and go to the right vendor or tech with the unit and the photos.
- Stays with a person
- Approving anything over your limit, and the true emergencies.
- You know it's working
- Every request has an owner and a status, and tenants stop calling twice.
Rent reminders and late-rent follow-up
- The system takes
- Reminders go out before the due date, and late notices go out on your schedule, in your words.
- Stays with a person
- Payment plans, legal notices, and the conversation with a tenant in trouble.
- You know it's working
- Delinquency is a short list you look at once a week.
Investor updates drafted from the numbers
- The system takes
- Each quarter the update is drafted from your actual financials and property notes and waits for your edits.
- Stays with a person
- The story, and anything sensitive. You decide what investors hear.
- You know it's working
- Updates go out on schedule, and you start from a draft instead of a blank page.
Draw packages assembled
- The system takes
- For each draw, the invoices, lien waivers, and draw request are pulled together from your files.
- Stays with a person
- Reviewing the package, and the lender relationship.
- You know it's working
- Draws go in complete the first time.
Lender reporting and covenant checks
- The system takes
- Lender reports are built from the monthly numbers, and covenants like debt service coverage get checked every month.
- Stays with a person
- Talking to the lender when a number gets tight.
- You know it's working
- You hear about a covenant getting tight before the bank does.
Monthly financials and variance notes
- The system takes
- When the books close, each property's month is compared to budget, and the big swings get a first-draft explanation.
- Stays with a person
- The real reasons. Your property manager confirms them.
- You know it's working
- Variance notes are done in the first week of the month.
K-1 coordination tracked
- The system takes
- Every investor's K-1 status is tracked, the CPA gets reminders, and investors get a note when theirs goes out.
- Stays with a person
- The tax work itself. That stays with your CPA.
- You know it's working
- Nobody emails you in March asking where their K-1 is.
Market and competitor surveys
- The system takes
- Public listings and map data for a market get pulled into one sheet: who's there, how they're rated, and what they're asking.
- Stays with a person
- Deciding what the market can bear.
- You know it's working
- A market survey that used to take weeks takes an afternoon.
The owner's dashboard
- The system takes
- Occupancy, income, and cash for every property on one page, current every morning.
- Stays with a person
- The decisions.
- You know it's working
- You stop rebuilding the same spreadsheet every month.
Start with one
Pick one job from this list and run it for a month before you add the next. If you want a second opinion on where to start, the Time Back Score takes five minutes and prices the job eating your week.
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