Getting started

Your Properties
& Entities

The AI uses this to identify who each document belongs to and where to file it. The more precise this is, the better the system performs from day one.

List all property addresses or names *

One per line. Use the names as they appear on your mail and documents.

List all entity / company names *

LLCs, trusts, trading names — exactly as printed on incoming mail.

Are there any entities with similar or overlapping names?

Flag these so we can prevent mis-filing from the start.

How many properties are currently active?

Routing logic

Document Types
& Routing

This tells the system what to do with each document once it's been read. The routing branches are built directly from your answers here.

Document Types

List all document types you regularly receive *

Be as specific as possible — each type may follow a different path.

Which document types need an immediate alert sent directly to you? *

These bypass the daily summary and go straight to your phone or inbox.

Which types are routine and can go into a daily summary?

Anything that should be ignored or archived without action?

Work Orders & Tasks

Where do you currently manage work orders and tasks?

Should violations automatically become work orders? If yes, assigned to who?

Bills Output

What columns do you need in the bills output spreadsheet? *

This is what gets exported to Google Sheets for manual accounting upload.

Can you share an example of how a bill entry currently looks in your records?

A screenshot is fine — paste a description here and send the file separately if needed.

Document intake

How Documents
Enter the System

You receive documents from four sources. I need the operational detail for each one so I can build the correct entry point.

Office Bulk Scans

Once Nico scans the mail pile, how will he get the PDF into the system? *

Upload to a Google Drive folder

Email it to an intake address

Not sure — let's decide on the call

Do you have a scanner already, or is that still to be purchased?

Yes, we have one

Still purchasing

New York Remote Mailbox

Which service do you use? *

How do they deliver scans to you? *

Who currently handles the mailbox — you, Nico, or your assistant?

Email Intake

Which email address(es) receive documents and attachments? *

List all inboxes across all entities if more than one.

One shared inbox or separate inboxes per entity?

One shared inbox for everything

Separate inboxes per entity

A mix of both

Portal Downloads

List the portals you currently log into manually for downloads *

Portal name and URL for each one. Roughly 70 water bills mentioned — please list the portals these come from.

Who currently does the portal downloads?

Notifications

Alerts, Summaries
& Your Team

Who gets what, and how. The system is only as useful as its outputs — let's make sure the right people get the right information.

Urgent Alerts — Sent Directly to You

How do you want to receive urgent alerts? *

Email

SMS

Your contact number or email for urgent alerts *

Daily Summary

Who should receive the daily summary digest?

Me (Alon)

My assistant

What is your assistant's name and contact detail?

She'll receive the daily summary and be responsible for spot-checking the AI's work.

Final step

Google Drive
& Filing

This is the backbone of the filing system. The AI will create and populate this structure automatically once we've agreed on the layout.

Account connections (Google Drive, Gmail, Google Sheets) will be handled together on our onboarding call. Nothing technical is required from you in advance — just be logged into your Google account.

Which Google account should own the Drive filing system? *

Does a folder structure already exist, or are we starting fresh?

There's an existing structure — I'll describe it below

Starting completely fresh

Describe your current Drive structure (if any)

How should documents be organised at the top level? *

By Property → then by Document Type

By Entity → then by Property → then by Document Type

By Document Type → then by Property

Not sure — let's decide on the call

What naming convention do you prefer for filed documents?

2026-02-20_PropertyName_DocType

PropertyName_DocType_2026-02-20

I have a specific format — I'll describe it below

Anything else Alfred should know before the call?

Your Properties& Entities

Document Types& Routing

How DocumentsEnter the System

Alerts, Summaries& Your Team