Keen Realty · Program Progress

Angela Villagomez

Property Admin · Keen Realty 2 sessions left · 1 extra added 10 Aug

Completed

Completed · live

Lease Data Extraction Agent

Microsoft Copilot · Yardi format

When a new lease is signed, the agent reads the PDF and pulls out everything Yardi Breeze needs: base rent, rent bumps, CAM share, options, key dates and charge codes, into a structured table ready to paste straight into Yardi. Every value carries a citation, and genuinely missing fields are flagged rather than guessed.

Impact

25 min / lease

About 17 hours and $1,200 a year on Angela's own logged timings, at 3 leases a month routine volume. Rises to 10 to 13 leases a month during new property backfills, so the annual figure understates it.

Ongoing

Final testing · deployment next

Migration from Copilot to Claude

Claude project · Yardi Leasing

The same workflow rebuilt on Claude, with the instructions ported across from the Copilot agent. The initial build was completed in one session. The remaining work is additional testing and, if everything checks out, moving it from Angela's pod to the root/shared pod.

Progress

Built in 1 session

Next session: run additional tests, then move the finished workflow from Angela's pod to the root/shared pod. Angela already has ideas for what to build next and can begin scoping them with her instructor.

Todd Jurek

Principal · Keen Realty 2 sessions / month

Completed

Completed · live

Maintenance Billing & Invoice Reconciliation Tracker

Excel · built with Claude

Reconciles maintenance engineer hours across the property portfolio to a zero-variance monthly invoice. Applies holiday and weekend premium rates automatically, tracks pre-bill hour buckets, and rolls totals up by property, by engineer and by property manager. The workbook carries its own operating instructions so an accountant can run it without Todd.

Impact

$30K billing protected

Holiday and weekend premium hours were not being billed at all before this existed, against $30,000 billed in maintenance and property services in a single confirmed month. The zero-variance check has already caught a $9,000 discrepancy caused by newly added properties missing from the totals.

Build cost

6 hrs · $4-5K avoided

Six hours of Todd's time against the cost of hiring an Excel specialist. Only hours-entry remains manual. Profitability by property manager is now visible for the first time and is used in compensation and staffing decisions.

Completed · live

Handwritten Work Order Extraction & Entry

Claude · scanned input to Excel

Scans the field engineers' handwritten work orders and extracts property details, labour hours and service descriptions straight into the structured Excel billing system.

Impact

Entry bottleneck closed

Removes the manual data-entry step the accountant performed each month, reduces transcription errors, and speeds up end-of-month reconciliation across all 51 properties and 3 engineers.

Completed · in use

Land Development Site Analysis & Scoring Automation

Claude Cowork project

Takes Yardi-sourced financial data, comparable site data and defined scoring criteria, then generates a full development analysis report with a weighted site-scoring matrix and narrative. Built as a reusable template so future land acquisition decisions are evaluated on the same basis.

Impact

60-120 min to 5-10 min

Per opportunity analysed. Includes development budget, cash flow pro forma, lease comparables and loan amortisation schedule, all in one reusable project.

Completed · template built

30-tab Annual Budget Template

Excel · built with Claude

A full annual budget template with a Quick Start tab, built-in error checks and protected formulas so the structure cannot be broken by accident. Authorised editors are Todd, Elizabeth and Chris.

Status

Template complete

The 30-tab annual budget template is substantially complete and ready to support the conversion work. Built for use by Todd, Elizabeth and Chris, with protections and guidance for shared use.

Substantially complete · testing

Monthly Yardi Variance / Management Summary Agent

Claude project

Reads the monthly Yardi P&L for a property, pulls net operating income and category-level variances against budget, applies a material-variance threshold of $1,000 or 10%, and drafts the management summary narrative in the format managers send to clients.

Impact

Not live yet

Todd considers the build essentially complete and is finishing final testing independently. He does not need instructor time on this workflow, so sessions can stay focused on higher-priority builds.

Ongoing

Ongoing · in build

Automated conversion of legacy property budgets

Claude

Converts the existing budgets for around 50 properties into the new template automatically, eliminating manual re-entry across the portfolio.

Progress

Property-level test next

Next milestone is an end-to-end test using a real legacy-property budget before scaling the conversion across roughly 50 properties.

Paused

Paused · digest operational

Outlook Email Triage Skill

Claude scheduled task

Reads the inbox each morning and produces a PDF digest at 9am, ordered by urgency and deadline, with named client priorities so the right correspondence surfaces first. The morning digest is working. Email-delivery authorization has now been approved, but further development is paused while Todd prioritizes the annual-budget conversion workflow.

Status

Paused for now

The digest continues to run. Further development can resume once Todd chooses to shift instructor time back to email triage.

Chris Mott

Accounting · Keen Realty 10 / 10 sessions · continuation to confirm

Built · Keen validation pending

Admin Reimbursement Processing

Python script · runs locally

Takes the month-end QuickBooks Excel export plus a scanned postage page, reads the figures off the scan, subtotals everything and produces the finished reimbursement output.

Impact

~50 min / mo

On a three-hour build. This is the one figure Chris has put a number to himself. Running as a local script rather than through the AI also means no token cost each month.

Built · Keen validation pending

Tenant Late Fee Eligibility Skill

Claude skill

Takes a lease PDF and a tenant ledger and determines whether a late fee applies, working through the lease terms, grace periods, exceptions and the payment history.

Impact

Keen review pending

Replaces manual cross-referencing between the lease and the ledger for every late payment. Named the top automation priority at onboarding. A wrong determination charges a tenant incorrectly, so accuracy carries legal and relationship consequences, not just time.

Built · Keen validation pending

Tenant Notice Aging Report

Claude · monthly

Compares the Yardi aging report against the delinquency report and produces a spreadsheet showing which tenants are due notices, carrying across the property manager notes.

Impact

Keen review pending

Notices are due by the 6th of the month and default notices by the 15th. This turns a compliance obligation into something checkable rather than assumed.

Built · Keen validation pending

Overages Reporting Automation

Python script · runs locally

Replaces the manual monthly routine of opening each property report, deleting specific columns, and copying the remainder into a consolidated management workbook.

Impact

Keen review pending

Removes a purely mechanical monthly Excel task. Runs locally, so there is no recurring AI cost.

Ongoing

Ongoing · in testing

Collection Reports Dashboard

Streamlit · Microsoft/Azure login

Today, collection reports go out to each property manager every month showing tenants with outstanding balances. Property managers are supposed to reply with the actions they have taken, and many do not, so Chris chases them manually. The dashboard replaces that email cycle: managers log in, see their own collection reports, enter their actions in a structured form, and submit them back. Chris sees a single view of who has responded and who is overdue. Admin upload rights are separated from property manager read access.

Progress

In testing

Functional and being tested ahead of wider rollout. The largest thing anyone at Keen is currently building.

Still to resolve

3 items

SharePoint and Excel sync reliability, file-lock errors when the master Excel file is open by another user, and interface polish before rolling out to more property managers.

Elizabeth Mitchell

Property Manager · Keen Realty 2 / 10 sessions · new instructor aligned

Ongoing

Ongoing · 2 of 10 sessions

Centralized lease interpretation agent

Claude project · Keenly's Interpretation

Multi-lease querying from uploaded PDFs, with grounded cross-lease citation. Claude points to the specific clause and page number, and the citations have been manually verified against the source leases. Tuned for a landlord-favouring but tenant-readable tone. Structure is property-based projects with per-lease chats, plus a separate project for difficult tenant correspondence.

Progress

Citations verified

Cross-lease citation is working and has been checked against source documents. Phased adoption agreed: manual oversight first, autonomous handling as confidence builds.

Kristin Lucas

Office Coordinator · Keen Realty 3 / 10 sessions

Ongoing

Ongoing · scope to confirm

COI Compliance & Renewal Automation

Claude project · COI Workflow

Expands the COI workflow beyond expiration tracking. The target process is to read the relevant lease, identify every required insurance type and coverage level, compare those requirements against the current certificate of insurance, flag missing or insufficient coverage, and support renewal follow-up. Any accepted exception or lower coverage can then be surfaced for ownership review and documented approval.

Progress

Expanded scope to confirm

Expiry filtering is already working. Next step is to confirm with Kristin whether the current build also covers lease-required insurance versus actual COI coverage, including gaps and documented exceptions.

·

Additional notes

Chris · review and continuation decision

Chris has completed all 10 of his sessions, and TeamLift records four completed builds plus the collection dashboard still in testing. Keen will review Chris's completed builds and discuss his next opportunity during the weekly leadership meeting, then confirm whether he continues and at what frequency.

Update the impact in the new TeamLift AI workflow feature

A new feature in the TeamLift product maps each workflow twice: the manual process as it runs today, step by step, and the AI-automated version alongside it. Setting the two side by side is what produces the time saved per run rather than an estimate of it. The goal is to have every completed build mapped this way, then look across all of them together and measure the impact. Once everything is filled in, we will have the final mapped impact.

Build workflows to be model-portable

Keen will remain on Claude while it meets the team's needs. TeamLift will continue documenting workflows, skills and instructions so that a future move to another model does not require rebuilding from scratch. A switch should only happen when the benefit is significant and quantifiable enough to justify the retraining and change-management cost.

Program Progress → Completed & Ongoing

Angela Villagomez

Todd Jurek

Chris Mott

Elizabeth Mitchell

Kristin Lucas

Additional notes