Check rental application files for completeness
Pay stubs, IDs, bank statements and references are collected, read and checked for legibility and completeness, then matched to the application. Leasing staff see a file with gaps listed. Approval stays with your team and your written screening criteria. For managers who spend hours chasing missing documents.
Function: Operations · Industry: Property management
Check rental application files for completeness
6 steps
At a glance
- Trigger
- An applicant submits an application or uploads a document.
- Typical inputs
- Application forms
- Pay stubs, IDs and bank statements
- Your written screening criteria
- Required document list by property
- Systems it usually connects to
- AppFolio
- Buildium
- Google Drive
- Twilio
- How the work splits
4 rules, 1 model, 1 person steps
How it runs, step by step
6 steps, each tagged by what does the work. Rules are fixed logic, a model reads or drafts, and a person decides.
- Rules Fixed logic in code
- Model AI reads or drafts, with a confidence score
- Person A named person decides
- 1
Match uploads to the application
RulesEach file is assigned to the applicant and the document type, with duplicates and wrong files flagged.
- 2
Read the documents
ModelA model reads names, dates, employers and amounts, and rates each document for legibility.
- 3
Check completeness
RulesCode compares what was received with the required list, such as the last two pay stubs, and notes any date gaps.
- 4
Ask for what is missing
RulesThe applicant gets a text or email listing exactly what to resend, with reminders on a schedule.
- 5
Make the decision
PersonA leasing agent applies your screening criteria to the complete file and approves, declines or asks for more.
- 6
Record the outcome
RulesThe decision and the criteria applied are stored with the file, and adverse-action notices are prepared from your template.
Where people approve
The decisions that stay with your team, whatever the confidence score says.
- A person makes every approve or decline decision.
- Adverse-action notices are reviewed before sending.
- Documents are deleted on the schedule in your retention policy.
KPIs to track
What to measure, before and after. Targets come from your own baseline.
- 01Days from application to complete file
- 02Files complete after the first request
- 03Applications abandoned for missing documents
- 04Staff minutes per file
Questions about this workflow
Does the model score applicants?
No. It reads and checks documents for completeness. Decisions follow your written criteria applied by your staff, so the same standard is used for every applicant and you can show what you applied.
How is applicant data protected?
Documents are stored with restricted access and handled under your retention policy. Which controls apply depends on your jurisdiction and your agreements, so we confirm them in the audit.
Which steps use rules, a model and a person?
Rules: match uploads to the application; check completeness; ask for what is missing; record the outcome. Model: read the documents. Person: make the decision. Rules are fixed logic in code. A model reads or drafts and reports its confidence. A named person decides.
What do we need to start?
Typically: application forms; pay stubs, IDs and bank statements; your written screening criteria; required document list by property. You also need read access to AppFolio, Buildium, Google Drive and Twilio, or the equivalents you use. A workflow audit measures your volumes and past cases first, then gives a fixed price for the build, so you can decide with real numbers.