Rachel — Real Estate Command Center

Phase 4 North Star

SaaS for Self-Managing Landlords — GTM: 20M landlords · $5/unit/mo · $300K ARR target · 200 anchor customers

20MUS Landlords

$5/unit/mo

$300KARR Target

200Anchor Customers

📋 Bennett — Fill These 4 Properties to Activate Dashboard

Rachel's Properties DB has 6 properties pre-loaded from Slack/Drive. She needs YOU to verify/add:

1066 Tanglewood — verify address, purchase price, current rent
Lakeside property — verify all fields (may be missing)
Any property with "TBD" in address — confirm exact address
Missing mortgage balance on any row → add from your records

Open: Rachel Properties DB ↗ · Once filled, Rachel auto-updates this dashboard within 24h

🤖 Rachel manages this dashboard automatically. Questions → DM Rachel in Claude Code or Slack. Refresh ↗

🔴 CRITICAL ALERTS

Multiple properties — ACTION REQUIRED NOW

⚖️

P0HOA LAWSUIT ESCALATED TO MOTION FOR SUMMARY JUDGMENT — Case #269402169

HOA filed Motion for Summary Judgment (April 4, 2026) · Attorneys: Ron Haslam + Garrett Brown (Heidlaw) actively working response
Outstanding balance: $2,437.81+ · 18% interest accruing · Lien recorded Nov 4, 2025 · Judge Wright assigned
Financial exposure: $7,350–$10,350+ total (HOA + admin fees + legal). Occupancy fraud risk on loan documentation also flagged.
Action: Confirm Heidlaw MSJ response status. Declaration of Bennett Maxwell may be needed (per Garrett Brown April 20 email).

🔥

P0HO-6 INSURANCE EXPIRED — JUNE 2023 — 33+ MONTHS UNINSURED

HO-6 condo insurance expired June 2023 and has NOT been reinstated. Loan default condition.
33+ months of uninsured exposure on a 3BR/2BA condo. Mortgage lender requires continuous coverage.
Action: Obtain HO-6 quote immediately, bind coverage, send certificate to lender. Do NOT wait.

🚫

P0AIRBNB CC&R VIOLATIONS — ESCALATING FINES $850+

Airbnb use violates CC&Rs for Timp Point community. HOA actively pursuing fines — currently $850+ and escalating.
Property transitioned from Airbnb → long-term rental but violations on record remain open.
Action: Cease any remaining STR activity, respond to HOA in writing, request fine reduction/waiver.

🏚️

P1TWO VACANT UNITS — $14,000+ IN LOST INCOME

Lehi Townhome (2032 N 3830 W): VACANT since March 2026 — tenants left without paying March rent. Break-even $2,900/mo. Carpet remediation needed before re-listing. HOA prohibits STR — must go LTR.
PG Basement (58 S 850 E): VACANT since July 10, 2025 — Jezebel moved out. $1,750/mo revenue sitting empty for 10+ months = ~$17,500 lost.
Action: List PG Basement immediately ($1,750/mo). Fix Townhome carpet then list LTR at $2,900–$3,200/mo.

Total Properties

5 rental + 1 primary

~$5,600

Monthly Income (Now)

2 vacancies reducing output

~$8,700

Monthly Mortgage

All properties combined

~-$3,100

Net Cash Flow (Now)

Fill vacancies → +$4,650/mo

~$53K

Portfolio Equity (50%)

NSL Chidester confirmed only

⚡ Priority Actions This Week Rachel flagged · Bennett must act

🔴 P0 — HOA MSJ Response

Call Ron Haslam (Heidlaw) re: Motion for Summary Judgment — Case #269402169. Every day = more interest at 18%.

🔴 P0 — List PG Basement

PG basement VACANT 11+ months = $19,250+ lost. List on Rentler at $1,750/mo immediately. Takes <30 min.

🟡 P1 — Carpet Quote Lehi Townhome

Get final carpet remediation quote ($4,200–$5,700) to unblock LTR listing at $2,900/mo. HOA prohibits STR.

🏘ACTIVE RENTAL PROPERTIES

5 rentals · 3 LLCs · All Utah

Property	Type	Tenant / Platform	Rent	Mortgage	Entity	Status	Notes
Lehi Condo — Timp Point B303 1985 N 3330 W, Unit B303, Lehi, UT 84043 Access codes: stored in vault	STR→LTR 3BR/2BA · 1,300 sqft Built 2022	Previously Airbnb Now long-term rental	$2,269 net/yr 2024: $30,647 gross Bennett 50%: $1,134	HOA: $219/mo ($163 + $56 utility)	LM Real Estate LLC 50% Bennett · 50% S. Loveland	🔴 CRITICAL	3 active legal/insurance violations
Provo Duplex 280 N 900 W, Provo, UT 84601	Duplex Room rentals	Multi-tenant Rentler platform	$400–$580/room +utilities + WiFi	TBD	Saratoga Springs One LLC 50% Bennett · 50% Brad Maxwell	⚠️ GAP	No legal docs on file
NSL Chidester 1052 Chidester Dr, North Salt Lake, UT 84054 Access codes: stored in vault	SFR Single family · 2-car garage Built 2007	Arnold Mataese Fixed lease → Nov 2026 via Rentler · cooperative	$2,600/mo +sewer added to rent	~$1,998/mo Truist Mortgage Bal: ~$333,521 (Apr 2026)	Chidester Real Estate LLC 50% Bennett · 50% Gretta Maxwell	✅ Occupied	Equity: ~$106K total · Bennett: $53,242 MV: $483K–$551K · FSBO option: $549–$555K Prior agent: Duane (5–6%) · FSBO saves ~$18–23K 9 deferred maintenance items open
Pleasant Grove (Mom's House) 58 S 850 E, Pleasant Grove, UT 84062	SFR Up/Down split	Gretta Maxwell (upstairs) Basement: VACANT (since Jul 2025) Rocky Mtn Power + Gas autopay	$1,500/mo Upstairs only (was $750 Jun–Sep '25) Basement: $0 (was $1,750/mo) ~$17,500 lost (10 mo vacant)	TBD	Bennett Maxwell Co-managed w/ Gretta	⚠️ Part Vacant	Bennett paid $4K (Jul '25) + $1K (Feb '26) List basement NOW at $1,750/mo Prior basement tenant: Jezebel (left Jul 10, 2025) Security deposit: $1,750 → refunded $1,425
Lehi Townhome — Willow Point 2032 N 3830 West, Lehi, UT 84043	VACANT 5BR/3.5BA · 2,280 sqft LTR only (HOA bans STR)	VACANT since March 2026 Prior tenants left without paying Mar rent Security deposit held for March	$0/mo (vacant) Was: LTR · Break-even: $2,900/mo HOA PROHIBITS STR — LTR only (6+ mo lease)	Break-even: ~$2,900/mo Negative cash flow NOW	TBD Entity TBD	🔴 VACANT	560 sqft carpet — cat urine level 7 $4,200–$5,700 remediation needed first Not furnished · HOA: 6+ mo lease minimum Appliances: Electrolux W/D · GE fridge · Amana stove

🏠 Primary Residence (EXCLUDED from rental dashboard): 289 N 1580 W, Pleasant Grove, UT — Bennett's primary home. Not managed by Rachel.

🔧MAINTENANCE TRACKER — ACTIVE ITEMS

8 tracked · 4 P0 · 2 P1 · 2 P2

🏠 Lehi Condo — HOA Lawsuit Response (Case #269402169)

$2,437.81+ outstanding · 18% interest · Lien recorded 11/4/2025 · Contact HOA attorney TODAY

URGENT

🔥 Lehi Condo — HO-6 Insurance Reinstatement

Expired June 2023 · 33+ months lapsed · Loan default condition · Get quote TODAY · Bind + send cert to lender

URGENT

🚫 Lehi Condo — Airbnb CC&R Violation Resolution

$850+ escalating fines · Respond in writing to HOA · Request fine waiver · Confirm STR activity ceased

URGENT

🧹 Lehi Townhome — Carpet/Subfloor Remediation (560 sqft)

Cat urine damage · Odor level 7 · 4 years previous tenant · Cost: $4,200–$5,700 · 3 contractors: P.O.R.S. / Power Plus Cleaning / Pure Flow Clean

IN PROGRESS

🔨 NSL Chidester — 9 Deferred Maintenance Items (Arnold Mataese)

Broken blinds (2 rooms) · Vent issue · Sliding door · Loose doorknob · Dishwasher smell · Handrail needed · Door frame repair · Light switch · Hinge repair

DEFERRED

📋STR CONTRACTORS — LEHI TOWNHOME CARPET REMEDIATION

Get 3 quotes · Select by cost + timeline

Contractor	Website	Specialty	Est. Cost Range	Status
P.O.R.S. (Pet Odor Removal Service)	petodorremovalservice.com	Pet odor / subfloor	$4,200–$5,700	Quote Needed
Power Plus Cleaning	Local Utah	Carpet / remediation	$4,200–$5,700	Quote Needed
Pure Flow Clean	Local Utah	Carpet / subfloor	$4,200–$5,700	Quote Needed

📞KEY CONTACTS — QUICK REFERENCE

Rachel keeps this current

Contact	Role	Property	Action
Ron Haslam	HOA Attorney (Heidlaw)	Lehi Condo B303	CALL TODAY
Garrett Brown	HOA Attorney (Heidlaw)	Lehi Condo B303	MSJ Response
Arnold Mataese	Tenant	NSL Chidester	Cooperative · via Rentler
Gretta Maxwell	50% Co-owner	NSL Chidester · PG Mom	Co-managed
Stephen Loveland	50% Co-owner	Lehi Condo B303	LM Real Estate LLC
Brad Maxwell	50% Co-owner	Provo Duplex	Saratoga Springs One LLC
Rentler Platform	Rent collection	NSL Chidester · Provo	rentler.com

📅LEASE CALENDAR + DOCUMENT STATUS

Expiry alerts + insurance tracker

NSL Chidester — Arnold Mataese

Fixed lease → expires Nov 2026 · ~5 months remaining

Expires Nov 2026

6 of 11 months elapsed · Action needed: renewal or FSBO decision by Oct 2026

Document Status by Property

Lehi Condo B303 — HO-6 Insurance EXPIRED Jun 2023

Lehi Condo B303 — Lease / Airbnb Converting to LTR

Provo Duplex — Entity Legal Docs MISSING

NSL Chidester — Lease ACTIVE → Nov 2026

NSL Chidester — Insurance Unknown — verify

Lehi Townhome — Lease VACANT · No active lease

PG Basement — Lease VACANT · No active lease

💰FINANCIAL SNAPSHOT — PER PROPERTY

2024 data where available · Estimates noted

Property	Annual Gross	Annual Expenses	Net Income	Bennett 50%	Market Value	Loan Balance	Equity (Bennett)
Lehi Condo (B303)	$30,647	$28,378	$2,269	$1,134	TBD	TBD	Lien risk
Provo Duplex	~$28,800 est.	TBD	TBD	50% Bennett	TBD	TBD	TBD
NSL Chidester	$31,200/yr	~$23,976/yr	~$7,224/yr	~$3,612	$483K–$551K	~$333,521 Apr 2026	~$53,242
Pleasant Grove (Mom)	$18,000/yr +$0 (bsmt vacant)	TBD	Lost: $21K/yr	100% Bennett	TBD	TBD	TBD
Lehi Townhome LTR ONLY	$0 (VACANT since Mar 2026)	$34,800/yr ($2,900/mo)	-$2,900/mo bleeding	TBD	TBD	TBD	TBD
CURRENT PORTFOLIO (2 vacancies)	~$67,200/yr actual	~$100–$104K/yr	-$3,100/mo (net)				$53K+ (NSL only)
FULL OCCUPANCY TARGET	~$108K–$112K/yr	~$100–$104K/yr	+$1,500–$3,000/mo				$53K+ confirmed

📉VACANCY COST TRACKER — INCOME BLEEDING

As of May 2026 · Updates monthly

PG Basement

$19,250+

Lost income since Jul 2025
11+ months × $1,750/mo

VACANT NOW

Lehi Townhome

$8,700+

Lost income since Mar 2026
3+ months × $2,900/mo

VACANT NOW

Combined Lost Income

$27,950+

Burning $4,650/mo in lost rent
Every month both stay vacant

ACTION REQUIRED

📈 Fill-Both Scenario

$4,650/mo

Current bleed

+$4,650/mo

Recovered if both filled

+$1,550/mo

Net positive (at $2,900 LTR)

~30 days

To fill after carpet fix

🏢LM Real Estate LLC

Issues

Partners: Bennett Maxwell (50%) + Stephen Loveland (50%)

Property: 1985 N 3330 W, Unit B303, Lehi, UT

2024 Net: $2,269 ($1,134 Bennett)

⚠️ HOA Lien + Expired Insurance + CC&R Violations

🏢Saratoga Springs One LLC

Gap

Partners: Bennett Maxwell (50%) + Brad Maxwell (50%)

Property: 280 N 900 W, Provo, UT 84601

Type: Duplex · Room rentals · Rentler

⚠️ No legal documents on file — gap risk

🏢Chidester Real Estate LLC

Partners: Bennett Maxwell (50%) + Gretta Maxwell (50%)

Property: 1052 Chidester Dr, NSL, UT 84054

Tenant: Arnold Mataese · $2,650/mo · Truist

FSBO option being evaluated · 9 maint items

📊MONTHLY CASH FLOW — CURRENT STATE

-$3,100/mo

Property	Rent In	Mortgage Out	Net
Lehi Condo B303	LTR pending	~$1,500	-
Provo Duplex	~$2,400	TBD	+est.
NSL Chidester	$2,600	$1,998	+$602
PG Mom (upstairs)	$1,500	~$800 est.	+$700
PG Basement	$0 (VACANT)	—	-$1,750 lost
Lehi Townhome	$0 (VACANT)	~$2,900	-$2,900
TOTAL (now)	~$6,500	~$7,200	~-$700 to -$3,100
FULL OCCUPANCY	~$11,150	~$7,200	+$3,950

🏠NSL CHIDESTER — FSBO DECISION TOOL

Under Review

Est. Market Value

$549K–$555K

Redfin est. $551K

Loan Balance

~$333,521

Apr 2026 · Truist

FSBO vs. Agent Math (list @ $549K)

Gross equity (list $549K − loan $333K): ~$216K
FSBO (2% buyer agent + 1% listing): saves $18–23K
Traditional agent (6%): costs ~$32,940
Bennett 50% share FSBO: ~$92K net
Bennett 50% share agent: ~$75K net

📅 Lease through Nov 2026 · Tenant cooperative with showings
⚡ FSBO saves $17K+ vs. prior agent Duane

📋TASK LEDGER

Active tasks across all properties

Task	Property	Owner	Priority	Status	Due
Contact HOA attorney — Case #269402169	Lehi Condo B303	Bennett	P0	OVERDUE	NOW
List PG basement at $1,750/mo — VACANT 11+ months · $19,250 lost	Pleasant Grove	Bennett / Rachel	P0	ACT NOW	TODAY
Satisfy HOA lien — $2,437.81 + 18% interest	Lehi Condo B303	Bennett + Stephen	P0	OVERDUE	NOW
Bind HO-6 insurance — get quote + send cert to lender	Lehi Condo B303	Bennett	P0	OVERDUE	NOW
Respond to HOA in writing — CC&R violations / $850+ fines	Lehi Condo B303	Bennett	P0	In Progress	ASAP
Get 3 contractor quotes — Lehi Townhome carpet remediation	Lehi Townhome STR	Rachel / Bennett	P1	Pending	This week
Complete carpet/subfloor remediation (560 sqft)	Lehi Townhome STR	Contractor	P1	Blocked (quote)	TBD
List Lehi Townhome as LTR at $2,900+/mo — HOA prohibits STR	Lehi Townhome (LTR)	Bennett / Rachel	P1	Post carpet fix	30-45 days
Address 9 maintenance items — Arnold Mataese	NSL Chidester	Rachel / Contractor	P2	Scheduled	Next 30 days
Gather legal docs for Provo Duplex entity	Provo Duplex	Bennett + Brad	P2	Pending	30 days
Evaluate FSBO option — NSL Chidester	NSL Chidester	Bennett	P2	Under Review	Q3 2026
Fill ~4 property records in Rachel Notion DB	All	Bennett	P2	Pending	This week
Wire Gmail + GHL SMS — Rachel Phase 2	All	Rachel/Leo	P3	Phase 2	Next sprint

💡50 PLANNED IMPROVEMENTS — Bloomberg Terminal Expansion Roadmap Click to expand

📊 Data & Visibility (10)

Real-time rent payment status per tenant (Rentler webhook)
Rentler API integration — live rent + lease data
Zillow/Redfin estimate auto-pull per property (weekly)
Portfolio equity chart — total equity over time
Monthly P&L per property (income vs expenses)
Insurance expiry tracker with countdown clock
HOA fee auto-pay status + confirmation tracker
Lease countdown timer (days until lease expiry)
Mortgage balance tracker (per lender, monthly update)
Vacancy cost calculator (cost per day vacant × average)

🤖 Automation (10)

Automated rent reminder drafts (3d / 1d before due)
Lease renewal alerts at 60 / 30 / 14 days before expiry
Maintenance ticket auto-create from tenant Slack/form
Contractor quote request email drafts (Rachel writes, Bennett approves)
Payment received logging → QuickBooks sync via Finny
Monthly P&L email digest to Bennett (1st of month)
HOA auto-pay monitoring + alert if payment fails
Insurance renewal alert — 90 / 30 / 7 days before expiry
Property value alert if Zestimate drops >5% month-over-month
Airbnb occupancy alert if STR booking rate falls below 50%

💼 Commercial / SaaS (10)

Multi-landlord tenant portal (Phase 4 SaaS MVP)
Payment processing integration (Stripe + ACH for rent)
Background check integration (SmartMove / TransUnion)
Automated late fee notice workflow (Utah law compliant)
Maintenance vendor marketplace (local UT contractors)
AI rent price optimizer (Airbnb AirDNA data + comps)
Property insurance comparison widget (HO-6 quotes)
1031 exchange tracker (capital gain deferral calculator)
Cap rate calculator per property (NOI / market value)
Cash-on-cash return calculator (annual cash flow / invested)

⚖️ Legal (10)

Lex integration for automated lease review flagging
Utah Fair Housing compliance checker for all listings
Notice period tracker (Utah law: 3-day / 15-day / 30-day)
HOA violation response workflow (draft + track)
Eviction risk flagging (late rent + violation history)
Lease clause gap scanner (missing required clauses)
Co-ownership agreement tracker (all LLC partners)
Security deposit ledger (collected, held, returned)
Move-in / move-out checklist with photo documentation
FIRPTA compliance tracker (foreign owner considerations)

💰 Financial (10)

Schedule E tax prep export (IRS Form ready by Feb 15)
Depreciation tracker (27.5-year residential schedule)
Cost segregation analyzer (accelerated depreciation opportunity)
Refinance opportunity calculator (rate drop threshold alerts)
Equity line of credit tracker (HELOC capacity per property)
Entity P&L by LLC (LM RE / Saratoga Springs / Chidester)
QuickBooks sync via Finny (property income/expense auto-categorize)
Tax document vault (1099s, mortgage statements, HOA receipts)
Mortgage payoff timeline (extra payment impact calculator)
Net worth contribution per property (equity + cash flow + appreciation)

🚦PHASE 2 READINESS GATE — Rachel Automation

All gates must be green before Phase 2 launches

✅ Phase 1 Complete (Gates Cleared)

✅Bloomberg dashboard live at /real-estate/

✅Notion Properties DB + Maintenance Tracker

✅rachel-property-management-skill v1 in Drive

✅Security: access codes removed from public HTML

✅Mobile responsive — iPhone/Safari/Chrome

✅Vacancy tracker + FSBO calc + Cash flow

⏳ Phase 2 Gates (Bennett Action Required)

🔴Fill ~4 property records in Notion DB (Bennett)

🔴Authorize Gmail MCP for rent reminder drafts

🔴GHL SMS tenant workflows (via Ivan)

🟡Rentler live sync for rent collection data

🟡Tenant phone numbers in contact book

🟡Entity legal docs — Provo Duplex (missing)

Phase 2 Readiness Score

6 Phase 1 gates ✅ · 3 Phase 2 gates 🔴 (Bennett) · 3 gates 🟡 (prep ready)

50%

Fill Notion DB → unlock Phase 2

🗺PHASE ROADMAP — RACHEL AGENT

Phase 1 — Foundation LIVE ✅

Rachel agent deployed · Notion DBs live (Properties + Maintenance) · Dashboard at /real-estate/

✅ Properties DB created (abcf438a)

✅ Maintenance Tracker created (d91d352b)

✅ Dashboard live (349cf551)

⬜ Bennett fills ~4 property records (GATED)

Phase 2 — Communication Layer

Gmail integration · GHL SMS for tenants · Automated rent reminders · Maintenance ticket workflow

⬜ Gmail MCP wiring for Rachel

⬜ GHL SMS tenant workflows

⬜ Rent reminder automation (3d / 1d)

⬜ Maintenance ticket auto-create

Phase 3 — Financial Intelligence

QuickBooks sync via Finny · Monthly P&L per property · Schedule E export · Equity tracker · Depreciation schedule

⬜ Finny QB sync for property income/expense

⬜ Monthly P&L email digest (1st of month)

⬜ Schedule E tax export (IRS-ready)

⬜ Entity P&L by LLC

Phase 4 — SaaS for Self-Managing Landlords 🚀

GTM: 20M US self-managing landlords · $5/unit/mo · Target $300K ARR at 200 customers · Tenant portal · Payment processing · AI rent optimizer

⬜ Multi-landlord tenant portal (SaaS MVP)

⬜ Stripe/ACH payment processing

⬜ SmartMove background check integration

⬜ AI rent price optimizer

⬜ 200 anchor customer GTM push

💎 Commercial Vision — Phase 4 SaaS

Rachel is not just a personal property manager — she is the prototype for a SaaS product targeting the 20 million self-managing landlords in the US who don't use professional property management companies. At $5/unit/month, 200 customers averaging 3 units generates $300K ARR. No AppFolio or Buildium plays in this tier. Capital-efficient, recurring, AI-native from day one. Bennett's own portfolio is the live proof of concept.

20M

US Self-Managing Landlords

Per Unit Per Month

200

Anchor Customer Target

$300K

ARR Target

Incumbent at This Price Tier

Proof of Concept Live

5 rental properties · 3 LLCs · Bloomberg terminal dashboard · Real tenant data · Real financials. Bennett uses it daily.

ICP: Self-Managing Landlord

5–20 units · Doesn't want a property manager · Wants AI alerts + automated rent reminders · Hates AppFolio pricing ($280/mo).

GTM Path

Phase 4: Multi-landlord portal · Rentler/Stripe API · SmartMove background check · AI rent optimizer · 200 anchor customers.

🤖RACHEL CAPABILITIES MATRIX

Current live + planned

Property Record ManagementLive

Maintenance Ticket TrackingLive

Notion DB SyncLive

Rent Reminder DraftsPhase 2

Gmail IntegrationPhase 2

GHL SMS WorkflowsPhase 2

Contractor Quote DraftsPhase 2

Lease Renewal AlertsPhase 2

Monthly P&L Email DigestPhase 3

QuickBooks Sync (Finny)Phase 3

Schedule E Tax ExportPhase 3

Equity / Market Value PullPhase 3

Multi-Landlord SaaS PortalPhase 4

AI Rent Price OptimizerPhase 4

Payment Processing (Stripe)Phase 4

Lex Legal Review IntegrationPhase 4

Background Check (SmartMove)Phase 4

Depreciation TrackerPhase 4

⚡AGENT FLEET — REAL ESTATE DIVISION

🏠 Rachel

Property Manager AI — Tenant comm, maintenance, lease tracking, monthly reporting. SaaS prototype.

Active · Phase 1

⚖️ Lex

Legal Command Center — Lease review, HOA violation response, Utah law compliance, eviction risk flagging.

Integration — Phase 4

💰 Finny

Finance agent — QuickBooks sync, P&L by entity, Schedule E export, depreciation, mortgage balance tracking.

Integration — Phase 3

🎯 Ace

Growth agent — STR revenue optimization, Airbnb pricing, cap rate analysis, cash-on-cash, market comps.

Planned — Phase 4