Gather Sources → Pull Financials → Compile Open Items → Format → Review
Board Packet Builder Agent
Pulls the recurring board material - financials, open items, bids, violation status, and manager notes - from each source and assembles it into your standard packet format, ready for the manager to review and send.
The Problem
Five sources, one packet, every month. Hours gone.
Board packet assembly takes hours every month. Content is inconsistent.
What Changes
Assembled and consistent. Your manager reviews and sends.
Compiles recurring reports, open items, financials, bids, and manager summaries into a complete packet. Your manager reviews and sends instead of assembling from five sources.
Humans stay in control: Your manager reviews the assembled packet and adds any commentary before it goes to the board. The agent does the gathering and formatting. It builds the draft, your manager finalises it.
HOW THE AGENT WORKS
TRIGGERLLMAPIDECISIONACTIONWAIT
TRIGGERPacket DueScheduled ahead of the board meeting
APIPull FinancialsGet the period’s financial statements
APIPull Open ItemsGather violations, ARC, work orders
APIPull Bids & ContractsCollect active bids and renewals
LLMSummarise Each SectionDraft the manager summary per area
DECISIONAll Sources In?
ACTIONAssemble PacketBuild the formatted packet
ACTIONFlag for ReviewSend to manager to finalise
The agent doesn't make board decisions or editorialise. It assembles the recurring material into your packet format. Your manager reviews and sends. The agent removes the assembly, not the judgment.
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 SourcesFinancials, items, bids, notes
The AgentWorkflow engine + LLM
Your PacketFormatted board document
WHAT YOUR TEAM PROVIDES ONCE
- Source access - the systems financials, items, and bids live in
- Packet template - your standard sections and order
- Reporting period - what range each section covers
- Open-item definitions - what belongs in violations, ARC, maintenance
- Summary style - how much narrative the board expects per section
What happens day-to-day: A board meeting approaches. The agent pulls the financials, open items, and bids from each system, drafts a short summary per section, and assembles your standard packet. Your manager reviews, adds commentary, and sends, instead of spending an afternoon collecting and formatting.
For the IT person or technical lead who needs to scope the integration.
INQUIRY SOURCES
Accounting system
HOA management tool
Document / bid store
WORKFLOW ENGINE (N8N)
Trigger - schedule
Accounting API - Financials
HOA API - Open items
Doc store - Bids/contracts
LLM - Section summaries
Assemble packet (PDF)
Flag for review
CONNECTS TO
HOA platform (Vantaca / CINC / AppFolio)Read: violations, ARC, work orders, owners
Accounting systemRead: financial statements for the period
Document / bid storeRead: active bids, contracts, renewals
PDF builder + notificationsAssemble packet, send to manager
WITHOUT PMS API
Agent works from exported reports dropped in a folder and assembles them into the template. Manager exports the sources, the agent does the compiling and formatting.
WITH PMS API
Agent pulls every section live and assembles the formatted packet automatically each cycle. Best experience.
For the person who wants to build this agent step by step. Each node below maps to an n8n workflow node.
TRIGGERNode 1
Trigger - Packet Due (Schedule)
Cron set to a fixed lead time before each board meeting (e.g. 5 days prior).
Output: { association_id, meeting_date, period_start, period_end }
APINode 2
HTTP Request - Pull Sources
Parallel GETs: financials from accounting, open items from the HOA tool, active bids from the doc store.
Output: { financials, open_items[], bids[], prior_minutes }
LLMNode 3
LLM - Summarise Each Section
Drafts a short, factual summary per section in your board’s expected style. No recommendations unless asked.
Output: { financial_summary, open_items_summary, bids_summary, whats_changed }
You draft board-packet section summaries from association data.
For each section, write a short factual summary a board member can read quickly:
- financial_summary: position vs budget, notable variances (numbers only, no spin)
- open_items_summary: count and status of violations, ARC requests, open work orders
- bids_summary: active bids, amounts, what decision is needed
- whats_changed: what moved since last meeting
Do not make recommendations. Do not editorialise. State facts.
Respond ONLY with valid JSON.
DATA: {sources_json}
PRIOR MINUTES: {prior_minutes}OUTPUT
{
"financial_summary": "Operating reserve $142k, on budget. Landscaping 18% over budget YTD ($6.4k) due to storm cleanup.",
"open_items_summary": "7 open violations (3 new), 2 ARC requests pending review, 4 open work orders.",
"bids_summary": "Two roofing bids received: $48k and $52k. Board decision needed.",
"whats_changed": "Storm cleanup closed. Pool resurfacing completed. Two new violations opened."
}DECISIONNode 4
Condition - All Sources In?
IF every required section returned data → assemble. ELSE → assemble what’s available and flag the missing section to the manager.
Output: Branch: COMPLETE (assemble) or PARTIAL (assemble + flag)
ACTIONNode 5
Assemble Packet
Render the summaries plus source attachments into your packet template as a single PDF in section order.
Output: Formatted board packet PDF built.
ACTIONNode 6
Flag for Review
Send the manager the draft packet to add commentary and approve before it goes to the board.
Output: Manager notified, packet ready to finalise and send.
MVP vs Advanced — Where To Start
MVP — START HERE
- Manual run trigger
- Exported reports from a folder
- Core sections (financials, items)
- Template-based assembly
- Packet to a doc
- Manager review by email
ADVANCED — ADD LATER
Full Video Walkthrough Coming Soon
From five sources to one board packet - 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
Violation Workflow Agent
Runs consistent violation sequences with correct timelines
ARC Intake and Completeness Agent
Checks architectural review submissions before they reach committee
Minutes and Action-Item Agent
Drafts minutes, extracts action items with owners and deadlines
Election Orchestrator Agent
Manages election timelines, quorum tracking, and record packs
Frequently asked questions
Board Packet Builder Agent is an AI agent that compiles recurring reports and summaries into a complete packet.
Five sources, one packet, every month. Hours gone. The Board Packet Builder Agent addresses this — it compiles recurring reports and summaries into a complete packet.
No — your team stays in control. Your manager reviews the assembled packet and adds any commentary before it goes to the board. The agent does the gathering and formatting. It builds the draft, your manager finalises it.
This is 2 of 6 agents in HOA & Community Association Operations. → · Explore all 10 departments →