AI agent for property managers
Owner Monthly Report Agent
An accurate owner report that ties to the bank with explained variances
What it does
Every month owners expect a report with income, expenses, occupancy, delinquency, maintenance and a short summary. After month-end close, this agent pulls the ledger, bank reconciliation, rent roll and work orders and builds the report. It checks that the report ties to the bank exactly and that each expense over $500 has an invoice and an approval. If anything does not tie, it lists the items for the accountant to fix and rebuilds. It compares results with budget and last month, and drafts plain-language notes for variances over 10%. Capital expenses are shown separately from operating expenses. Before sending, it checks every large variance has a note. The manager approves. Edge case: a one-time capital repair is never mixed into routine repairs.
How it works
Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.
Read the steps as a list
- Month-end close
- Pull ledger, bank, rent roll and work orders
- Build the report
- Does the report tie to the bank and have support for large expenses?If not: list items for the accountant to fix and rebuild. Back to step 2.
- Separate capital from operating expenses
- Compare with budget and draft notes
- Does every variance over 10% have a plain-language note?If not: draft the missing notes from work orders and invoices. Back to step 6.
- Manager approves and sendsThe agent waits here for your OK.
- Owner report sent
How it decides
Report totals must tie to the reconciled bank. Expenses over the limit need an invoice and approval.
- Ties to bank exactly
- Expenses over $500 need invoice and approval
- Variances over 10% explained
Make it yours
Every agent is a starting point. You choose these settings for your own situation.
- Expense support threshold
- Variance threshold
- Report format
- Owner delivery method
What keeps you in control
It always asks you first
- Manager approves every owner report
Hard limits
- Never moves money
- Never sends without approval
It stops when
- Done: report sent
- Stop: books not closed
Set it up
We guide you through the set-up, step by step
Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.
- One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
- The agent then walks you through connecting your own data, one source at a time
- A downloadable copy with the flow chart, the rules and the full guide
