Case Study · Data Product

Property Management Reporter

PDF → AI → Tax-Ready Report

I spent 1 hour every month manually reconciling rental statements from 3 different property managers. Now I drag a PDF into a browser and the report is done in under a minute — ready for my accountant at tax time.

The Problem

I own 6 rental properties managed by 3 different companies. Every month, 3 PDF statements arrive — each formatted differently, each using different category names, each requiring manual reconciliation before anything useful can be done with the data. The real problem wasn't just my time; it was that my accountant needed IRS-standard categories and I needed cash-flow visibility. Two users, two completely different outputs, one messy manual process.

Users & What I Learned

Primary user: me — property owner

Wants monthly net income per property at a glance. Doesn't care about line-item detail. Needs speed — not a 2-hour Saturday job.

Secondary user: my accountant

Needs every expense mapped to one of 15 IRS categories. Consistent format across all 6 properties. Totals she can verify without calling me.

Decisions I Made and Why

PDF output over spreadsheet

My accountant works from PDFs — not Excel. A structured PDF meant she could use it immediately, no conversion step needed.

3-agent pipeline over a single prompt

A single monolithic prompt produced hallucinated totals I couldn't catch. Splitting into extract → normalize → report meant I could validate accuracy at each step.

IRS categories as the canonical schema

Each property manager used their own terminology. Normalising everything to IRS Schedule E categories made every report tax-ready by default.

Processing Pipeline

PDF Upload

Statement input is dragged into the upload page.

Extract

Agent 1 parses the PDF and extracts transactions.

Normalize

Agent 2 standardises data into JSON with IRS categories.

Report

Agent 3 generates a professional tax-ready PDF with monthly breakdowns and totals.

Pipeline: Upload statement → parse PDF → normalise to IRS categories → generate professional PDF.