Smarter Week

How to automate it

How to automate “prepare owner statements and reports”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

120 min
typically, once a month
65%
of the time can be automated
Some setup
to set up

Fix 1 of 2

Software featureBest fix

Let the property software build and send owner statements

Owner statements, distributions and reports can be generated and sent automatically each month from your property software, with the owner portal for questions.

Typically saves about 55% of the time2 h to set up
  1. 1Reconcile bank accounts in the software each month.
  2. 2Set up the owner statement template and schedule.
  3. 3Turn on the owner portal so owners see reports and documents themselves.
  4. 4Add a short written summary only for unusual items.

Tools: AppFolio, Buildium, Yardi, Entrata, RealPage or Rent Manager

Fix 2 of 2

AI

Let AI build the formulas, pivots and summary

Copilot in Excel, Gemini in Sheets, or uploading the file to ChatGPT or Claude can build the pivot, the chart and the commentary in minutes.

Typically saves about 50% of the time10 min to set up
  1. 1Export or open the data.
  2. 2Ask Copilot in Excel or Gemini in Sheets, or upload the file to an approved AI assistant.
  3. 3Describe the report you want, including the breakdowns.
  4. 4Check the totals against the source before you share.
Prompt to copy
Here is [DESCRIBE THE DATA]. Build a summary that shows [THE NUMBERS YOUR MANAGER WANTS] by [BREAKDOWN], compared with [LAST PERIOD]. Give me the Excel formulas or pivot setup to reproduce it, and three sentences on what changed and why it matters.

Tools: Copilot in Excel · Gemini in Google Sheets · ChatGPT or Claude with file upload

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Property manager

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Other common tasks for Property managers