Case studyA property management team that now runs on three AI systems
A family property manager with 475 doors. We trained the team on one shared Claude workspace, built a content system that turns Scott's calls into posts, and mapped the invoice flow from inbox to Rentvine.
Where the week went
Everything ran through one person. Each group of notes is one problem area, and each one got its own system: 3 in all.
Find. Fix. Automate.
- 1Find: we watched the work
Screen-shares with each person on the team: invoices, listings, notices, month-end. We mapped the invoice path from the inbox to Rentvine, step by step.
- 2Fix: we made the job simpler
Cut Anthropic's small business plugin down to the skills that fit property management, and set up one shared company folder so nobody explains the business twice.
- 3Automate: we built what runs
Built the content system, gave each person their first skill, and built the invoice flow with a person approving every bill.
Five people, one shared Claude workspace
Group sessions and one-to-ones for the operations, accounting and leasing leads. Each person set up their own context, learned one way to build, and left with a skill for the job that ate their week.
Six tools that do not talk, and everyone writing their own way.
One shared Claude workspace, one company voice, and a skill for each person.
How a listing or a notice got written
- Step 1Open Aptly and find the unitLeadership
- Step 2Pull the details together by hand
- Step 3where it hurtWrite it from scratch, in your own words
- Step 4Check it, fix it, send it
How the system runs
Each line is a hand-off the system now does. The orange line is the result a person checks.
Rule from the training: if a job needs a human check, it never goes on a schedule.
- 1A shared company folder (brand voice, org chart, tool stack) that every skill reads first.
- 2A personal "about me" folder for each person, so Claude knows their role and how they write.
- 3The Action Team Realty plugin, cut down from Anthropic's small business plugin to what property management uses.
- 4A 6-step way to build: connect the tool, ask what it can do, build one skill, test it, bundle it, schedule it.
- 5Operations: a delinquent-rent list, a 10 and 30 day notice generator, a deposit disposition sheet and a lease writer fed by the approved application.
- 6Front desk: the team's own Rentvine connector, which reads property and tenant data and creates bills.
- 7Leadership: a listing description skill that pulls the unit from Aptly.
- 8Leasing: move-out photos and a voice memo turned into a punch list and an owner email.
- 9Accounting: the month-end commission sheet filled from Rentvine data.
The team workspace
Posts made from the calls he already has
Scott is a talker, not a writer. The system researches his market, writes in his voice from his own recordings, checks every claim against a sourced ledger, and waits for his tap before anything goes out.
A great talker stuck at a blank page at 5:30 in the morning.
Posts made from his own calls, checked against 192 facts, approved on his phone.
How a post got made
- Step 1Wake up at 5:30
- Step 2where it hurtStare at a blank page
- Step 3Write something and post it
- Step 4Do it again, 3 or 4 times a week
- Step 5Stop after 30 daysit felt like a job
How the system runs
Each line is a hand-off the system now does. The orange line is the result a person checks.
- 1A playbook: strategy, 4 audiences, the questions owners ask, voice and fair housing guardrails.
- 2A claims ledger of 192 sourced facts. A post can only print a number that is in it.
- 34 helpers with one job each: researcher, writer, designer and an editor that passes or fails, never edits.
- 4A weekly loop: ideas, the week's slots, make, review, approve, publish, learn.
- 5LinkedIn, Facebook, Instagram, X and a weekly LinkedIn newsletter, plus short videos in 3 sizes.
- 6A review dashboard where Scott approves, comments and schedules from his phone.
The content OS review dashboard
LinkedIn
FacebookInstagramXNewsletter| Date | Platform | Post | Editor |
|---|---|---|---|
| Mon 19 Oct | Newsletter | Edition 1: The Colorado Springs rental market in 2026 | Pass |
| Wed 21 Oct | Do rentals make money? | Pass | |
| Thu 22 Oct | Do rentals make money? | Pass | |
| Tue 27 Oct | Where I take your call | Pass | |
| Thu 29 Oct | Your house, while you're gone (video) | Checking |
200 invoices a week, found, filed and read
Invoices come in by email and on paper. The flow finds them, files each one under the company's own naming code, reads the fields and drafts the bill in Rentvine. Accounting checks it and Scott still approves every bill.
Every invoice typed by hand, passing through 4 to 6 people.
Found, filed, read and drafted in Rentvine. Accounting checks, Scott approves.
How one invoice reached Rentvine
- Step 1Lands in the shared inboxvendor
- Step 2Saved to the Pending Invoices folderlocal staff
- Step 3where it hurtFile name coded by hand: property, vendor, numberlocal staff
- Step 4Typed into Rentvineremote team
- Step 5Checked before the bill-pay cut-offaccounting
- Step 6Approved, one bill at a timeScott
How the system runs
Each line is a hand-off the system now does. The orange line is the result a person checks.
- 1Inbox triage that finds the invoice emails.
- 2Each invoice saved to the right folder and renamed to the company's code.
- 3The fields read off the invoice, handwritten ones included, and checked against the property.
- 4The bill drafted in Rentvine through the team's own Rentvine connector.
- 5A review step: accounting checks, Scott approves and pays. Money never moves on its own.
The invoice tracker
Before and after
Night and day difference from the Notion OS comparatively to what you've put together here. I was blown away, man.
Run this pattern on your own data
The Unstuck MCP is trained on builds like this one. Connect it to your Claude and it audits your own tools for the same kind of leak, picks the one worth fixing first, and builds it with you.
Theirs, for good
- The Action Team Realty plugin and every skill in it.
- The content system, its playbook and the review dashboard, inside their own Claude Team workspace.
- The shared company folder and each person's own context.
- The invoice flow, built on their own Rentvine connector.
Next: the Colorado and Utah utility bills move into one shared inbox and join the same invoice flow.
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