HOA management firm automates 280 board packets a month

Community managers were spending two evenings per association per month assembling board packets — financials, vendor activity, maintenance rollups, agendas. Across ~280 HOAs that's >2,000 manager-hours per month, and quality varied widely.

What we built

• Board-packet orchestrator agent that runs per-HOA on the 25th of each month: pulls AppFolio financials, classifies open work orders, summarizes vendor activity from invoice OCR, drafts variance commentary.
• Lease-abstraction agent for new tenant onboarding: extracts rent, escalation, options, and key dates from scanned PDFs and writes back to AppFolio.
• Maintenance triage agent with hardcoded emergency keywords (gas, water leak, flooding, no heat, smoke) that bypass the LLM entirely and page on-call directly.
• Manager review queue with diff view: agent draft on the left, prior-month packet on the right, manager approves or edits.

Caveats

Florida-specific HOA compliance (post-Surfside SB 4-D record-handling) needed custom blueprints we hadn’t initially scoped. Handwritten board-meeting notes from one long-tenured manager remained too inconsistent to abstract reliably — she still types her own. Lease abstraction achieved 99%+ on system-generated PDFs but only ~75% on scanned hand-corrected leases; confidence routing handles this gracefully.

Stack. AWS Bedrock (Claude + Haiku for routing) · Amazon Textract · AppFolio REST via MCP · S3 · weekly eval review in Langfuse.

Manager time per packet fell from ~5 hours to ~1.5. On-time packet delivery rose from 62% to 96%. Two managers absorbed 30 more HOAs without burning out — capacity unlocked without hiring.