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AI agent for real estate investors

Rehab Progress and Budget Tracker Agent

A rehab that finishes on budget and on time, or an early warning with options when it will not

Budgets and moneyAnalysisMonitoringReal estate and construction
See how it worksGet access
Rehab Progress and Budget Tracker Agent: what goes in, what the agent does and what you get

What it does

Rehab budgets tend to leak a little each week until the final bill is far over. This agent compares contractor invoices and weekly progress photos with the budget and schedule. It matches each invoice to a budget line, estimates percent complete from the photos and the contractor's updates, and flags lines billed ahead of progress. It forecasts the final cost for each line from the work left and current pricing, and checks that line forecasts add up to the total. When the forecast passes the budget or the finish date slips, it suggests options such as swapping a finish or phasing a task. The investor approves each change order. Edge case: demolition reveals rot, so the agent adds a line and recomputes the contingency.

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.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueYes, continueApprovedNoNo 1 STARTS WHEN Weekly review or invoice arrives 2 USES A TOOL Match invoices to budget lines and update spend todate 3 DOES Estimate percent complete for each line from photosand updates 4 CHECKS THE RESULT Is billing in line with progress? If not: flag the line and ask the contractor for proofof work. Back to step 3. 5 DOES Forecast final cost and finish date by line 6 CHECKS THE RESULT Do the line forecasts tie to the total and staywithin budget and contingency? If not: recompute and suggest options to bring the costback. Back to step 4. 7 DOES Draft a short status report with options anddecisions needed 8 YOU APPROVE Investor approves change orders and any scope change 9 RESULT Updated budget forecast and schedule
Read the steps as a list
  1. Weekly review or invoice arrives
  2. Match invoices to budget lines and update spend to date
  3. Estimate percent complete for each line from photos and updates
  4. Is billing in line with progress?If not: flag the line and ask the contractor for proof of work. Back to step 3.
  5. Forecast final cost and finish date by line
  6. Do the line forecasts tie to the total and stay within budget and contingency?If not: recompute and suggest options to bring the cost back. Back to step 4.
  7. Draft a short status report with options and decisions needed
  8. Investor approves change orders and any scope changeThe agent waits here for your OK.
  9. Updated budget forecast and schedule

How it decides

A line is flagged when billed percent exceeds estimated progress by 10 points or the forecast passes the line budget. The total is flagged when the forecast uses over 90 percent of contingency.

  • Flag a line when billing is 10 points ahead of progress
  • Warn when forecast exceeds budget by 5 percent
  • Warn when contingency use passes 90 percent
  • Add a new line for any hidden condition found, never bury it in another line

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Billing versus progress tolerance (default 10 points)
  • Contingency warning level
  • Report day of the week
  • Budget line structure

What keeps you in control

It always asks you first

  • Investor approves every change order
  • Investor approves any payment above the invoice match

Hard limits

  • Never pay or approve a change order
  • Treat photo estimates as estimates, not proof
  • Keep all forecasts tied to invoices

It stops when

  • Done: project complete and final cost reconciled
  • Stop: costs exceed the sell or hold limit and the investor must decide

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.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • 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
Get access to this agent

An example run

What happensA $85,000 kitchen and bath rehab is week 5. The contractor has billed 70% on plumbing but photos show about half done. The agent flags it, asks for proof, and forecasts $91,500 total with rot found under the bath. It suggests mid-grade tile to save $2,100. The investor approves the change order and a $1,500 payment hold.

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