How We Work
Disciplined, incremental delivery
A six-person team delivers purpose-built tools in small, verifiable increments, operating securely and producing at the pace of a far larger organization.
3-Year Vendor Cost
$1M–$2.9M
to commission this portfolio externally
Our 3-Year Cost
<$25K
plus the team’s time
AI Tooling
~$8K
per year, entire team
Products Delivered
5
live and in daily use
Who We Are
|In BriefAGM’s internal software development team designs and builds custom applications for needs that commercial software cannot address cost-effectively. Each solution is developed to reflect how AGM operates. We deliver a focused initial version, place it in the hands of the teams who depend on it, and expand it according to demonstrated use.
Section Summary
|Key Takeaway by SectionTools
An integrated toolset
Cloudflare, GitHub, Claude Code, Monday.com, and Slack/Teams each serve a defined role within a single workflow.
Delivered
Five products in daily use
Report Studio, the KPI Dashboard, the Corporate Library, Digital Proposals, and the property marketing sites are live across the company.
Active Projects
Eight projects in development
Active work spans Report Studio for HOA, the security deposit workflow, the lease population tool, and after-hours call handling.
Pipeline
Scoped and prioritized
Planned initiatives include a work-order digest, a unified proposal editor, and market comparables tooling, supported by a broader backlog.
Costs
Approximately $8K per year
Total annual AI tooling expenditure, compared with $630K–$1.7M to commission this portfolio through outside vendors.
AppFolio API
A single high-impact request
A read-write Database API would replace per-report CSV pipelines with live data and represents the team’s primary request.
In Summary
Each initial release performs one function well, and subsequent development is guided by actual use. This approach avoids extended investment in features that are never requested.
Reporting
Report Studio
Automated monthly owner reporting through a guided workflow, replacing manual report assembly.
Multifamily · LiveCommercial · LiveHOA · In Flight
Analytics
KPI Dashboard
Manager-level performance metrics displayed on the office monitor and refreshed daily from AppFolio.
Daily RefreshOffice TV6 of 8 KPIs Live
Knowledge
Corporate Library
A document platform with a cited AI research assistant and a Reputation Portal for managing review responses.
Cited AI SearchDoc ManagementReputation Portal
Proposals
Digital Proposal System
Branded, editable proposal templates for Multifamily, Commercial, HOA, and Commercial HOA engagements, together with client-specific proposals. This system replaced static PDF proposals.
MultifamilyCommercialHOACommercial HOA
Web
Property Marketing Sites & Tools
An availabilities page, a business map, corporate and HOA contact forms, and property-specific websites.
AvailabilitiesBusiness MapContact Forms
Each Launch link should be updated with its live URL prior to the presentation. Login credentials are provided separately and are not stored in this repository.
Active Projects
|In Progress| Project | Owner | Status | Est. Completion |
|---|---|---|---|
| Report Studio (HOA) | Carter | In progress. Multifamily and Commercial live. | 7/31/2026 |
| KPI Dashboard | Carter | In progress. Six of eight KPIs live. | Ongoing |
| Security Deposit Checkout Process | Helen, Cody | In progress. Design document complete; in user testing. | 7/31/2026 |
| Corporate Library (Expansion) | Leary | Live. Building AI document drafting and bulk review import. | Ongoing |
| Commercial Website Templates (Astro Migration) | Leary, Helen | In progress. Targeting July 31. | 7/31/2026 |
| Lease Population Tool | Carter | In progress. Awaiting lease component files. | TBD |
| Office Sign-In Kiosk | Carter | In development. | 7/31/2026 |
| Dialzara (After-Hours Call Handling) | Carter | Demonstration scheduled; under evaluation. | TBD |
High Priority
|ScopedWork Orders
Weekly Digest for Work Orders
A recurring summary of work-order activity. The initiative has been scoped and the design document drafted.
Proposals
AGM Proposal Templates
A unified editor built on the proposal template system, providing a single environment in which to compose every proposal.
Market Data
AGM Market Pulse / Comps
A portfolio-wide and market-wide tracker for market and comparables data.
Data Sync
AppFolio ↔ BuildOps Sync (Matcher)
Identifies and reconciles discrepancies between AppFolio and BuildOps.
Medium / Low Priority
|Not yet started- Brokerage / Corporate CRM: deal tracking for the brokerage division
- Tenant Feedback & Review Outreach: automated review collection
- Deliverable Ticketing & Calendar: deliverables workflow management
- Websites Template Migration: internal template consolidation
- Operations Intake & Solutions: internal ticketing for operations requests
- AI Email Assistant: concept stage
- Report Studio (Single Family): final division rollout
- Accounting Financials Assist: an assessment of how Report Studio can support the accounting team’s portion of the monthly financial package
Core Stack
|What Runs EverythingCloudflareHosting & Security
Deployment, web-application security, and domain publishing on a serverless platform that requires no hardware to purchase or maintain.
DeploymentEdge SecurityDomains & DNS
GitHubVersioning
Every code change is tracked, reviewable, and reversible, with a complete history that is independent of any individual machine.
Version HistoryCode ReviewRollback
Claude CodeDevelopment
AI-assisted development used to design, build, and deliver software in accordance with documented standards maintained in every repository.
AI-Assisted DevDocumented Standards
Monday.comProject Management
Roadmap management, project tracking, and product requirement documents, where all work is planned before development begins.
RoadmapPRD DevelopmentTracking
Slack / TeamsCommunication
Internal team communication and daily coordination.
Team CommsCoordination
Behind the Scenes
|Supporting ToolsAdditional tools that support specific features within the platform.
Claude SkillsRender.comAnthropic APIAppFolio DataGoogle Workspace SSOPostHog Analytics
Operating Principles
|Stack · Philosophy · GovernanceThe Stack
Modern Cloud
Serverless hosting, AI-assisted development, and version-controlled code in GitHub enable a small team to deliver at the pace of a much larger one.
The Philosophy
AI Builds the Tools, Not the Answers
We do not address problems by delegating the work to AI. We use AI to build software that reduces friction, saves time, and improves accuracy. These purpose-built tools are delivered in small increments, and subsequent development is guided by actual use.
Governance
Secure by Default
Zero Trust single sign-on, centrally managed credentials, and a complete audit trail. Our AI plan does not train on company data.
Vendor Risk
Portable by Design
Most tools operate without AI at runtime. The components that use AI rely on a re-pointable API, and all data remains available for export at any time.
Where Things Are Documented
|Three LayersGitHub
Update History
A permanent, reviewable record of every change, including when it occurred and why.
In the Code
README Files
Development standards and repository documentation, maintained alongside the code itself.
Monday.com
Live Reporting (Planned)
Interactive, continuously updated status reporting, published to a live website.
Why Development Takes Time
|The Work Behind a FeatureA completed feature represents only the visible portion of the work. The majority of the effort precedes the release of any code.
- Product design decisions: determining what to build and what to exclude
- Feature analysis: accounting for edge cases and real-world workflows
- Systems integration: connecting AppFolio, GitHub, Cloudflare, and additional services
- Deployment and security configuration: Cloudflare settings, access control, and domains
- End-to-end testing: completed before any team relies on the tool
The Team
|RolesCody
Lead
Leary
Technical Product Management
Carter
Development
Helen (Intern)
Development
Our Cost
~$8K
per year, entire team, fully inclusive
To Build Externally
$630K–$1.7M
one-time, at US agency rates
Annual Upkeep Avoided
$110K–$390K
per year in vendor maintenance & hosting
Our 3-Year Cost
<$25K
plus the team’s time
What We Cost
|Complete · Per Month| Line Item | Basis | Monthly | Annual |
|---|---|---|---|
| Claude Team plan (9 seats) | Subscription covering the full team, including all AI development | $579 | ~$6,948 |
| Claude usage credits | Metered overflow | $40–$90 | ~$480–$1,080 |
| Anthropic API (production tools) | Metered usage for AI features in production | ~$1 | ~$12 |
| Cloudflare hosting | All applications and approximately 100 websites | ~$0 | ~$0 |
| Total | ~$620–$670 | ~$8K |
For context, the Corporate Library’s AI research assistant reads and cites across every corporate document and costs approximately one dollar per month in AI usage to operate.
What This Saves
|Build vs. BuyCommissioning this portfolio through outside vendors would cost an estimated $630K–$1.7M to build at 2026 US agency rates, in addition to $110K–$390K per year in maintenance and hosting. Our three-year cost is under $25K, together with the team’s time.
| Product | Est. Vendor Build |
|---|---|
| Report Studio | $150K–$350K |
| Corporate Library | $150K–$400K |
| Property Website Fleet (~100 sites) | $115K–$340K |
| Commercial Brokerage CRM | $75K–$200K |
| Lease Population Tool | $40K–$120K |
| KPI Dashboard | $30K–$80K |
| Operations Intake & Solutions | $30K–$80K |
| Digital Proposal System | $25K–$75K |
| Security Deposits + Misc. Marketing Tools | $15K–$60K |
| Total to build externally | ~$630K–$1.7M |
An additional $110K–$390K per year in vendor maintenance and hosting would also apply. Sources: 2026 US agency pricing surveys (Clutch, GoodFirms) and current list pricing from Glean, Birdeye, Buildout, Proposify, PandaDoc, Domo, and Prophia. Detailed citations available on request.
Today vs. the Database API
|Per KPIToday
Per-KPI CSV Pipeline
- Build a saved report in AppFolio for each manager
- Configure a scheduled email send on each report
- Route the emails to a dedicated inbox
- Update the parsing script to read the report
- Conduct end-to-end testing after the next scheduled send
- Maintain the pipeline indefinitely, as any report change will break it without warning
With the Database API
One Query
- Write one query
- Data is live and always current
What It Costs
|Read-Write API Add-OnMonthly
Read-Write API Add-On
$2,992/ month
$1.00 per unit per month, added to our existing Plus tier with no upgrade required
One-Time
Onboarding Fee
$500
One-time setup
In Context
Increase vs. Current Spend
+37%
Relative to current AppFolio spend of $8,168 per month. This is one dollar per unit on a portfolio already at $3.27 per unit per month.
Break-Even
Manual Entry Eliminated
[ X hrs/mo ]
Read-write access reduces manual AppFolio entry, allowing the add-on to pay for itself on labor savings alone
What It Buys
|Portfolio-WideThe same pipeline must currently be rebuilt for every AppFolio-fed project, including Report Studio, the Lease Population Tool, the Corporate Library, Leasing Strategy Reports, and the Work Order Digest. The API removes this constraint across all of them simultaneously, provides data in real time, and, because it is read-write, enables the team to write updates back to AppFolio.
Request
Approval of the read-write API add-on at $2,992 per month, together with a one-time $500 onboarding fee.