Ready Requested → Check Work → Check QA → Verify Evidence → Pass Or Hold

Rent-Ready Gatekeeper

Holds a unit from being marked rent-ready until the required work and QA conditions are actually met, so a unit is never marketed or leased before it can pass a walk.

The Problem

Marked ready. Fails the walk. Leasing already booked a tour.

Units get marked rent-ready before all work is done. Move-in day reveals unfinished repairs.

What Changes

Held until it's truly done. No false-ready units.

Prevents the status change until all required work and QA checks are confirmed complete. The unit is actually ready when the system says it is.

Humans stay in control: Your supervisor sets the rent-ready bar and makes the final call. The agent checks every condition and blocks a premature ready flag. It removes the false-ready, not the judgment.

HOW THE AGENT WORKS

TRIGGERLLMAPIDECISIONACTIONWAIT

TRIGGERReady RequestedSomeone tries to mark a unit rent-ready

APIPull Work StatusGet the turn’s work orders and QA

LLMCheck ConditionsTest each rent-ready criterion

DECISIONAll Met?

LLMVerify EvidenceCheck photos / sign-offs for each criterion

ACTIONPass As Rent-ReadyMark ready, release to leasing

ACTIONHold & List GapsBlock and return the missing items

The agent doesn't set the bar or make the final call. Your supervisor does. The agent blocks a premature ready flag.

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 TurnWork orders, QA, photos

The AgentWorkflow engine + LLM

Your StatusRent-ready gate

WHAT YOUR TEAM PROVIDES ONCE

Rent-ready criteria - the full checklist a unit must pass
Evidence rules - what proof each criterion needs (photo, sign-off)
Work order access - so the agent sees what’s actually done
QA standard - what a passing inspection looks like
Override rule - who can pass a unit with a known exception

What happens day-to-day: Someone goes to flip a unit to rent-ready. The agent checks every criterion against the actual work orders and QA evidence first. A unit that isn’t truly done gets held with a list of what’s missing, so leasing never shows a unit that fails the walk.

For the IT person or technical lead who needs to scope the integration.

INQUIRY SOURCES

PMS status change

Turn board

Inspection / QA app

WORKFLOW ENGINE (N8N)

Trigger

PMS API - Pull work + QA

LLM - Check criteria

Branch - all met?

LLM - Verify evidence

PMS API - Pass ready

Hold + list gaps

CONNECTS TO

PMS (Yardi / AppFolio)Read: WOs, status. Write: rent-ready flag

Inspection / QA appRead: QA results and photos

Notifications (Slack / email)Return gap list on a hold

Leasing / marketingRelease unit only when verified ready

WITHOUT PMS API

Agent checks against an exported status sheet and posts a pass/hold decision for a human to apply. The gate logic still runs.

WITH PMS API

Agent checks live work and QA data and controls the rent-ready flag directly. Nothing gets marketed early. 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 - Ready Requested

Webhook on the unit status changing toward rent-ready, or a manual ready-request action.

Output: { unit_id, requested_by, requested_at }

APINode 2

HTTP Request - Pull Work & QA

GET the unit’s work orders, their completion status, and the latest QA / inspection record.

Output: { work_orders[], qa_result, photos[] }

LLMNode 3

LLM - Check Rent-Ready Criteria

Test each criterion in your checklist against the work and QA data.

Output: [{ criterion, met, evidence_ref, note }]

You check whether a unit meets every rent-ready criterion.

For each criterion in the CHECKLIST, using the work orders and QA record, return:
- criterion
- met: true/false
- evidence_ref: the work order or photo that proves it, or null
- note: one line if not met

Be strict. If evidence is missing, met = false.
Respond ONLY with a valid JSON array.

CHECKLIST: {rent_ready_checklist}
WORK ORDERS: {work_orders}
QA RECORD: {qa_record}

INPUT

[checklist: all WOs closed, QA passed, carpets cleaned, keys made, smoke detectors tested]

OUTPUT

[
  { "criterion": "All work orders closed", "met": true, "evidence_ref": "WO-2231,2240", "note": "" },
  { "criterion": "QA inspection passed", "met": false, "evidence_ref": null, "note": "No QA record on file for this unit." },
  { "criterion": "Smoke detectors tested", "met": false, "evidence_ref": null, "note": "Not recorded." }
]

DECISIONNode 4

Condition - All Criteria Met?

IF every criterion met with evidence → verify and pass. ELSE → hold and return the unmet list.

Output: Branch: ALL MET (verify) or GAPS (hold)

LLMNode 5

LLM - Verify Evidence

Vision check on photos for criteria that require visual proof (cleanliness, finish, safety devices present).

Output: { verified[], questioned[] }

You verify rent-ready evidence photos.

For each criterion that requires a photo, confirm the photo actually shows the condition met. Return:
- verified: criteria whose photos clearly pass
- questioned: criteria whose photos are missing, unclear, or show a problem (with a one-line reason)

Respond ONLY with valid JSON.

CRITERIA REQUIRING PHOTOS: {photo_criteria}
PHOTOS: {photos}

OUTPUT

{
  "verified": ["carpets cleaned"],
  "questioned": [{ "criterion": "appliances installed", "reason": "Photo shows missing range hood." }]
}

APINode 6

HTTP Request - Pass or Hold

IF passed: set the rent-ready flag and release to leasing. IF held: keep status blocked and write the gap list to the turn.

Output: Unit released as verified rent-ready, or held with a clear gap list.

MVP vs Advanced — Where To Start

MVP — START HERE

Manual ready-request trigger
Work status from a sheet
Checklist text test only
No photo verification
Pass/hold to a sheet
Gap list by email

ADVANCED — ADD LATER

Full Video Walkthrough Coming Soon

From ready-requested to verified rent-ready - step by step.

Everything on this page is free to learn.

When you're ready to build — do it yourself or bring us in.

Book a call to scope this

OTHER AGENTS IN LEASING & MARKETING

Maintenance Triage and Dispatch

Classifies trade, sets priority from history, triggers correct dispatch

Maintenance Missing Details Collector

Fills the gaps in a request before a tech is dispatched

Punch List Generator

Converts QA failures into structured follow-up tasks

Work Order Triage and Priority Tagger

Applies consistent category and severity rules across all tickets

Frequently asked questions

Rent-Ready Gatekeeper is an AI agent that blocks rent-ready status until all work and QA is confirmed.

Marked ready. Fails the walk. The Rent-Ready Gatekeeper addresses this — it blocks rent-ready status until all work and QA is confirmed.

No — your team stays in control. Your supervisor sets the rent-ready bar and makes the final call. The agent checks every condition and blocks a premature ready flag. It removes the false-ready, not the judgment.

This is 6 of 8 agents in Maintenance & Facilities. → · Explore all 10 departments →