Unit Turnover Analysis Agent
Move-out notice arrives. You pull the AppFolio work order report going back to 2013, manually review it, decide whether this is a normal turn or partial remodel, estimate the cost from your vendor history, and draft the owner approval email. Your team waits for your decision before pre-leasing can start. This takes hours per turnover and happens 50+ times per year.
Move-out notice arrives on Monday. The agent pulls the AppFolio work history, checks the 360 tour photos, calculates costs using your historical pricing, and writes a ready-to-send draft email into Monday the same day. Your team reviews it, copies it, and sends it to the owner. You're no longer the bottleneck.
Every move-out stops your pre-leasing until you pull 12 years of work history and decide what needs to happen next
When a tenant gives notice, you manually pull the AppFolio work order report going back to 2013, review what's been done to the unit, decide whether this is a normal turn or a partial remodel, estimate the cost from your vendor history, and draft the owner approval email.
Every turnover waits for your review. The thinker fatigue of making 50+ decisions per year prevents you from serving owners, employees, and tenants better.
Your team can't market the unit until you've approved the turnover scope and cost. Days of delay compound across your portfolio.
Pulling work history, reviewing 360 tours, calculating costs, and drafting emails is repetitive work that doesn't require your judgment once the rules are clear.
The agent reads your unit history and 360 tours, determines the turn type, estimates the cost, and writes the owner approval draft the same day the move-out notice arrives
The draft appears in Monday the same day the move-out notice arrives. Your team sends it for approval while you focus on owner relationships and vendor management.
Cost estimates come from your actual vendor payments and unit characteristics going back to 2013, not external quotes. The agent knows your pricing because it's in your work order history.
The agent checks 360 tour photos to confirm the unit condition matches the data-driven recommendation. If the photos contradict the analysis, it flags the discrepancy for your review.
You define the rules for turn type determination (normal, partial, remodel) once. The agent applies them consistently to every unit.
When a move-out notice hits your Monday turnover board, the agent pulls the unit's full work history from AppFolio, checks the 360 tour photos to confirm the condition, calculates costs using your historical vendor pricing, and writes a ready-to-send draft email into Monday. Your team reviews it, copies it, and sends it to the owner. You're no longer the critical path.
How the agent analyzes each turnover
The agent runs automatically when a move-out notice appears on your Monday turnover board. It collects data, analyzes the unit, validates against photos, and writes the draft.
When a new item appears on your Monday Turn Over Schedule board, the agent pulls the unit's full work order history from AppFolio (all categories, back to 2013), extracts unit details (bedrooms, bathrooms, property type, animals, move-in/move-out dates), and retrieves the most recent 360 tour link.
Using the work history and unit characteristics, the agent classifies the turnover as Normal, Partial, or Remodel. It considers years since the last remodel, what upgrades have been done, what's overdue, and the age of fixtures. It lists specific recommended work items (full paint, replace LVP in living room, new interior doors, update electrical, etc.). If uncertain, it flags the item for your review.
The agent calculates cost estimates for each recommended work item based on unit size and historical vendor pricing from your AppFolio data. It outputs a per-item cost and total range (e.g., $1,200-$3,500). If pricing data is insufficient, it flags the item as needing a manual quote.
The agent retrieves screenshots from the unit's most recent 360 tour and inspects them for flooring condition, countertop wear, door style, electrical fixtures, and overall cleanliness. If the visual inspection contradicts the data-driven recommendation, it flags the discrepancy.
The agent generates a professional draft email to the property owner summarizing the turn type, recommended work items, estimated cost breakdown, and any flagged items needing manual review. The draft appears as a column on your Monday turnover board, ready for your team to review, copy, and send.
Move-out notice on Monday turnover board +
Trigger that starts the analysis pipeline. Contains property code, move-out date, and link to pre-move-out details form.
AppFolio work order history +
Full record of all maintenance and renovation work on the unit going back to 2013. Includes bill dates, GL accounts, payee names, amounts, and descriptions (e.g., 'Secured loose downspouts', 'Replaced weatherstripping', 'Full paint', 'LVP flooring').
Unit details from AppFolio +
Bedrooms, bathrooms, property type, animals, move-in date, move-out date. Used to calculate per-unit costs and determine appropriate scope.
Reach360 360 tour images +
Most recent virtual walkthrough of the unit. Screenshots show flooring, countertops, doors, electrical fixtures, and overall condition. Used to validate data-driven recommendations against visual reality.
Historical pricing data +
Your vendor rates and historical costs extracted from AppFolio work orders. Encodes your pricing knowledge so the agent can estimate costs without external quotes.
Analyze work history and determine turn type +
Agent reviews all work orders for the unit, considers years since last remodel, identifies overdue upgrades, and classifies the turnover as Normal (basic clean/paint), Partial (some upgrades), or Remodel (full renovation). Applies your decision rules consistently.
List recommended work items +
Based on turn type and unit condition, agent specifies what work needs to be done (full paint, replace flooring, new doors, electrical updates, etc.). Flags items that need manual review if uncertain.
Calculate cost estimates +
Agent estimates per-item costs using unit characteristics (bedrooms, bathrooms, property type) and your historical vendor pricing. Produces a total cost range. Flags items needing manual quotes if pricing data is insufficient.
Validate against 360 tour photos +
Agent inspects screenshots from the 360 tour for flooring type, countertop condition, door style, electrical fixtures, and overall wear. Flags discrepancies between data-driven recommendation and visual condition.
Draft owner approval email +
Agent generates a professional email summarizing turn type, recommended work, cost breakdown, and any flagged items. Tone is informative and ready-to-send (e.g., 'I'm gonna need $5,000 for this job').
Turn type classification +
Normal, Partial, or Remodel. Appears on the Monday turnover board and in the owner email.
Recommended work items +
Specific list of work to be done (full paint, LVP flooring in living room, new interior doors, electrical update, etc.). Included in the owner email and flagged items for manual review.
Cost estimate breakdown +
Per-item costs and total range (e.g., $1,200-$3,500). Included in the owner email. Flagged items marked as needing manual quotes.
Visual validation notes +
Findings from 360 tour inspection (flooring condition, countertop wear, door style, electrical fixtures). Included in the analysis and flagged if they contradict the data-driven recommendation.
Owner approval draft email +
Professional, ready-to-send email to the property owner. Appears as a column on the Monday turnover board. Includes turn type, recommended work, cost breakdown, and flagged items. Team copies and sends without reformatting.
Is this for you?
- + Property management companies with 100+ doors - The agent scales across your portfolio. Every turnover follows the same analysis process. You define the rules once, the agent applies them consistently to every unit.
- + Owners who use AppFolio and Monday.com - The agent reads from AppFolio (work order history, unit details) and writes to Monday.com (turnover board, draft email). If you're already using these tools, integration is straightforward.
- + Teams with 12+ months of work order history - The agent learns your pricing and patterns from historical data. The longer your history, the more accurate the cost estimates. D&A's 2013+ data is ideal.
- + Operators who want to remove themselves from the critical path - If you're the bottleneck on turnover decisions and want your team to move faster, this agent frees you from that role. You review flagged items and owner relationships, not every turnover.
- + Companies with consistent vendor relationships - The agent uses your historical vendor pricing to estimate costs. If your vendors are reliable and comparable, historical averages are trustworthy. If you use different vendors for every job, the agent will need manual quotes more often.
- - Teams that don't use AppFolio or Monday.com - The agent is built for these specific tools. If you use different property management software or workflow boards, integration requires custom work.
- - Properties with sparse work order history - The agent learns from historical data. If you have fewer than 12 months of work orders, or if your data is incomplete, cost estimates will be less accurate. You'll need more manual quotes.
- - Operators who want to review every turnover decision - The agent is designed to remove you from the critical path. If you want to manually review and approve every analysis before it goes to the owner, the agent doesn't save you time.
- - Units with highly variable turnover needs - The agent works best when turn types follow consistent patterns (normal, partial, remodel). If every unit is unique or your decision rules are too complex to encode, the agent will flag more items for manual review.
Scoped build plus usage-based runs
The agent is built once to your specifications, then runs automatically on every move-out notice. You pay for the initial build and configuration, then a small per-run cost as the agent analyzes turnovers throughout the year.
- Build cost covers integration with AppFolio, Monday.com, and Reach360; encoding your turn type decision rules; and testing against your historical data.
- Per-run cost is minimal because the agent runs on a schedule (polling for new move-outs) and uses lightweight models for image analysis.
- Pricing scales with your portfolio size. More units mean more turnovers per year, but the agent's cost per turnover stays the same.
- You can adjust decision rules and pricing data without rebuilding the agent. Configuration updates are part of the build scope.
How does the agent determine whether a unit needs a normal turn, partial upgrade, or full remodel?
The agent analyzes your unit's complete work order history from AppFolio going back to 2013, considers years since the last remodel, identifies what upgrades have been completed and what's overdue, and checks the age of fixtures and systems. It then validates this analysis against 360 tour photos to confirm the unit's actual condition matches the recommendation. If the data and photos conflict, the agent flags the discrepancy for your review.
Does the agent pull pricing from external vendors, or does it use my historical data?
The agent uses your historical vendor pricing from AppFolio work orders going back to 2013. It calculates cost estimates based on your actual past payments and unit characteristics (bedrooms, bathrooms, property type), not external quotes. This works best if your vendors are consistent and comparable. If pricing data is insufficient for a specific item, the agent flags it as needing a manual quote.
What happens if the 360 tour photos contradict the agent's recommendation?
The agent flags the discrepancy and includes it in the analysis output. For example, if the data suggests a normal turn but the 360 tour shows worn flooring and countertops, the agent notes this contradiction. Your team reviews the flagged items before sending the draft to the owner, so you maintain control over the final decision.
Can I adjust the agent's decision rules without rebuilding it?
Yes. You can update your turn type decision rules and pricing data without rebuilding the agent. Configuration updates are included in the initial build scope. If your rules change or you want to adjust how the agent weighs factors like fixture age or upgrade history, those changes can be made through configuration.
Does the agent send the draft email to the owner automatically, or does my team review it first?
Your team reviews the draft first. The agent writes a ready-to-send email into Monday.com as a column on your turnover board. Your team can click, review, copy, and send it without reformatting. This keeps you in control of owner communication while removing the time you spend analyzing each turnover.
What if my company doesn't use AppFolio or Monday.com?
The agent is built specifically for AppFolio and Monday.com integration. If you use different property management software or workflow boards, the agent would require custom integration work. The core analysis logic is reusable, but the data sources and output destinations would need to be adapted.
How much historical work order data do I need for accurate cost estimates?
The agent learns from your historical data, so the longer your history, the more accurate the estimates. You should have at least 12 months of work orders for reliable cost estimates. D&A's 2013+ data is ideal. If your work order history is sparse or incomplete, the agent will flag more items as needing manual quotes.
Does the agent work if every unit's turnover needs are different?
The agent works best when turn types follow consistent patterns (normal, partial, remodel) and your decision rules can be clearly defined. If every unit is unique or your decision rules are too complex to encode, the agent will flag more items for manual review. The agent is designed to handle the majority of turnovers automatically while escalating edge cases to you.
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Stop being the bottleneck on every turnover decision
The agent removes you from the critical path by analyzing unit history, determining turn type, estimating costs, and drafting the owner approval email the same day the move-out notice arrives. Your team sends the draft for approval and pre-leasing starts immediately. Let's build it.