Scan Portfolio → Find Blockers → Assign Owner → Rank → Send Brief
Daily Exceptions Brief Agent
Scans the portfolio every morning for what's stalled - unconfirmed vendors, turns at risk, tickets past SLA, approvals waiting - and produces one ranked brief naming each blocker, its owner, and the next step.
The Problem
8am, and nobody knows what’s actually stuck.
Managers start the day not knowing what's stuck or who owns it.
What Changes
One brief: what’s blocked, who owns it, what’s next.
Produces a morning list - what's blocked, who owns it, what the next step is - across your portfolio. Your manager starts the day with focus, not with a hunt.
Humans stay in control: Your managers decide what to do with each exception. The agent finds them and lays them out clearly. It produces the brief, your team works it.
HOW THE AGENT WORKS
TRIGGERLLMAPIDECISIONACTIONWAIT
TRIGGERMorning RunScheduled each weekday morning
APIScan Work OrdersPull tickets past SLA or stalled
APIScan TurnsFind turns at risk of slipping
APIScan Vendors & APUnconfirmed jobs, waiting approvals
LLMIdentify & RankSort blockers by urgency and impact
LLMAssign Owner & Next StepName who owns each and what’s next
ACTIONSend BriefDeliver the ranked exceptions brief
The agent doesn't fix the exceptions. It surfaces them, in order, with an owner and a next step. Your managers act on the brief. The agent removes the morning hunt, not the decisions.
HOW TO BUILD IT
Three levels of depth. Pick the one that matches where you are.
For the ops person who needs to understand what's involved and brief their team.
Your SystemsWOs, turns, vendors, AP
The AgentWorkflow engine + LLM
Your BriefRanked morning exceptions
WHAT YOUR TEAM PROVIDES ONCE
- System access - the sources exceptions live in (WOs, turns, vendors, AP)
- Exception rules - what counts as stalled, at risk, or past SLA
- Ownership map - who owns which property, queue, or function
- Ranking priorities - what makes one blocker more urgent than another
- Delivery channel - where the brief should land each morning
What happens day-to-day: Before the team logs on, the agent scans every system for what's stalled, ranks it, names the owner and the next step, and sends one brief. Your managers open the day knowing exactly what needs attention instead of hunting across dashboards to find it.
For the IT person or technical lead who needs to scope the integration.
INQUIRY SOURCES
PMS / work orders
Turn board
Vendor + AP systems
WORKFLOW ENGINE (N8N)
Trigger - schedule
API - Scan work orders
API - Scan turns
API - Scan vendors/AP
LLM - Rank + assign
Send brief
Log for tracking
CONNECTS TO
PMS (Yardi / AppFolio / RealPage)Read: work orders, turns, SLAs
Vendor + AP systemsRead: unconfirmed jobs, pending approvals
Other agents’ outputs (optional)Read: flags raised by intake, chaser, turn agents
Delivery (Slack / email)Send the ranked brief each morning
WITHOUT PMS API
Agent reads from exported status reports or shared sheets and produces the brief from those. Less real-time, but the scanning and ranking still happen automatically.
WITH PMS API
Agent reads every operational system live and assembles a real-time brief naming owners and next steps. Best experience, and a natural capstone over the other agents.
For the person who wants to build this agent step by step. Each node below maps to an n8n workflow node.
TRIGGERNode 1
Trigger - Morning Run (Schedule)
Cron each weekday at, say, 6:30am before the team starts.
Output: { run_date, portfolio_scope }
APINode 2
HTTP Request - Scan All Systems
Parallel GETs across work orders, turns, vendor jobs, and AP approvals, filtered by your exception rules.
Output: { wo_exceptions[], turn_risks[], vendor_unconfirmed[], approvals_waiting[] }
LLMNode 3
LLM - Rank, Assign Owner & Next Step
Consolidates every exception into one ranked list, attaches the owner from your map and a concrete next step.
Output: [{ rank, exception, property, owner, next_step, age }]
You build a daily operations exceptions brief.
Given the raw exceptions and the ownership map, return a single ranked list.
For each exception:
- exception: what is stuck, in one line
- property: which property/unit
- owner: who owns it, from the OWNERSHIP MAP
- next_step: the single concrete next action
- age: how long it has been stuck
Rank by impact: anything risking a missed turn or move-in first, then SLA breaches, then waiting approvals. Keep it tight, no filler.
Respond ONLY with a valid JSON array, ordered by rank.
EXCEPTIONS: {exceptions_json}
OWNERSHIP MAP: {ownership_map}OUTPUT
[
{ "rank": 1, "exception": "Turn for unit 214 at risk - plumbing vendor unconfirmed for Friday", "property": "Maple Court", "owner": "coordinator_west", "next_step": "Reassign vendor today or turn slips past move-in", "age": "2 days" },
{ "rank": 2, "exception": "Work order #4471 past 48h SLA - no tech assigned", "property": "Oak Ridge", "owner": "maint_supervisor", "next_step": "Assign tech this morning", "age": "3 days" },
{ "rank": 3, "exception": "Invoice approval waiting - routed Tuesday, no action", "property": "Maple Court", "owner": "regional_pm_west", "next_step": "Approve or reject in AP", "age": "2 days" }
]ACTIONNode 4
Send Brief
Format the ranked list into a clean message and post to Slack/email, optionally split per owner.
Output: Morning brief delivered. Each manager sees what they own.
MVP vs Advanced — Where To Start
MVP — START HERE
- Manual morning run
- One system (work orders)
- Fixed exception rules
- Simple urgency sort
- Single combined brief
- Delivered by email
ADVANCED — ADD LATER
Full Video Walkthrough Coming Soon
From scattered systems to one morning brief - step by step.
Register to be notifiedEverything on this page is free to learn.
When you're ready to build — do it yourself or bring us in.
OTHER AGENTS IN LEASING & MARKETING
Executive Summary and What Changed Reporting Agent
Generates weekly/monthly narratives from KPIs and exceptions
Owner Reporting Agent
Drafts owner-ready summaries with variance explanations
Portfolio Insights Agent
Flags hotspots - repeat failures, cost spikes, backlog trends
Frequently asked questions
Daily Exceptions Brief Agent is an AI agent that morning list of what's stuck, who owns it, and what's next.
8am, and nobody knows what’s actually stuck. The Daily Exceptions Brief Agent addresses this — it morning list of what's stuck, who owns it, and what's next.
No — your team stays in control. Your managers decide what to do with each exception. The agent finds them and lays them out clearly. It produces the brief, your team works it.
This is 1 of 4 agents in Executive & Portfolio Operations. → · Explore all 10 departments →