What it produces
A bookmarked owner package in each owner's preferred order, published to the owner portal, with a distribution ready for approval and a quarterly investor roll-up.
Workflows
Owner Statements
the monthly financial package a property manager sends each owner, showing income, expenses, and cash for their property
The job in one minute
Who owns it
The property accountant runs, checks and publishes. The asset manager reads for the owner and approves outlook language. The regional property manager supplies the story behind the numbers. The controller approves distributions.
How often
Monthly and quarterly. The Atlas plans 8 to 30 hours a month for each piece, narratives included. Hours are planning estimates.
Why it hurts
Running a statement takes a minute. Everything around it takes days: eight reports in the owner's order, a fee that matches the agreement, a distribution that leaves the reserve intact, and a paragraph on every budget line that moved.
The narratives eat the week. Someone explains the water overage from memory. A typo turns $14,200 into $41,200, and the owner's asset manager finds it first.
Systems it touches
- Yardi Voyager
- RealPage
- MRI
- AppFolio
- Entrata
- Buildium
- Owner portal
- Investor portal
- BI dashboards
- Bank portals
- Outlook
- Excel
- SharePoint
12 steps · 7 actions · 4 decisions · 1 human reviews
The workflow, step by step
Action Decision Human review Select a step in the flowchart to jump to it.
-
Decision · Bank
Readiness. The period is locked and bank reconciliations are complete; otherwise stop.
-
Action · Agent
Run each owner statement and export the PDF.
-
Action · Agent
Run the supporting reports: income against budget, balance sheet, rent roll, aging, work orders, capital job cost.
-
Decision · Agent
Run every package check, plus the management fee against the agreement; any failure stops that owner.
-
Decision · Agent
Flag budget lines over the owner's variance threshold.
-
Action · Agent
Gather GL detail, invoices and work orders behind each flagged line.
-
Action · Agent
Draft the variance, occupancy, delinquency, maintenance and capital narratives.
-
Decision · Agent
The number rule. Any figure that does not match a source cell rejects the draft.
-
Human review · Accountant
The accountant or asset manager edits and approves each narrative and the package.
-
Action · Agent
Assemble one bookmarked PDF in the owner's order.
-
Action · Portal
Publish to the owner portal, send the notification and log delivery against the agreement deadline.
-
Action · Agent
Each quarter, roll three months into the investor report.
✓ Done
Rules vs judgment
The number rule. After the model drafts a paragraph, a rule pulls out every number and matches it exactly to a cell in a source report for the same property and period. One unmatched number fails the draft. Percentages are recomputed from their inputs. The model writes sentences. It never supplies a number.
-
Exact rule
- Readiness gates and package checks
- Fee and distribution formulas
- Variance thresholds per owner
- The number rule
-
The model reads or writes
- GL memos and invoices behind a variance
- Work order notes behind repairs
- Sentences on cause and outlook
- Leasing notes behind occupancy
-
A person decides
- Every narrative before release
- Any failed package check
- Distributions outside policy
- Anything that reads as a forecast
When it stops
held
- 01
A restatement goes out with a change note and the original stays on file.
- 02
The package stops at the check, not in the owner's inbox.
- 03
It is rejected with the number marked.
released
- 04
No distribution, and a contribution request is drafted where the agreement allows.
- 05
The fee is split by day under each rate.
- 06
One retry, then an alert.
What you end up with
A package where every section has passed its check, every narrative number traces to a report cell, and a reviewer's name sits on every paragraph. Distributions arrive queued for payment approval, never released.
- Owner statement
- Income vs budget
- Balance sheet
- Rent roll
- Aging
- Bank recs
- Work orders
- Capital
- Distribution
Questions
Will owners know an agent drafted the narrative?
That is your policy. The reviewer who approves it is accountable, and the record shows who approved what and when.
Which narratives should come first?
Budget variance. It has the most lines and the clearest inputs, and the number rule catches the costliest errors there.
Can one package cover several properties?
Yes. Each property passes its own checks first. One failing property holds the consolidated package, because a total cannot be right when a part is wrong.
Explore related ERP and process automation
More in Workflows
- Utility Bills & RecoveriesProperty Management
- Vendor Invoices & COIProperty Management
- Work Orders & DispatchProperty Management
- Affordable Housing RecertsProperty Management
- Bank Rec & Month-EndProperty Management
- CAM ReconciliationProperty Management
- Delinquency & Late FeesProperty Management
- HOA ViolationsProperty Management
No prompts. No babysitting. No Integrations.