Tenant file checks
Check every tenant file against your audit checklist before the auditor does
AI that reads each tenant file, compares it with your checklist, and lists what's missing, file by file. Your compliance team decides what to do about each gap.
The problem
The audit notice arrives and someone opens hundreds of files
When the notice lands, someone on your team starts opening tenant files one by one, looking for the unsigned addendum, the expired income certification or the missing third party verification. It's the same checklist every time, and it gets rushed because nobody had time to work through it in the quiet months. The file that causes the finding is usually the one nobody got to.
What it does
A gap list for every file, with the page it's on
It reads the documents in each file and checks them against your checklist, the same way every time.
Finds what's missing
A required document that isn't in the file at all, like a household member's verification or a signed lead paint disclosure.
Finds what's expired or overdue
An income certification past its date, or a recertification that should have happened and didn't.
Finds what doesn't line up
A certification effective date that doesn't match the lease, or household members listed on one form and not another.
Shows the evidence
Every finding points to the document and page it came from, so your team can check it in the file.
File
Unit 312, Riverside Commons
Findings for review
Annual income recertification dated 14 months ago, no newer one found. Parking addendum, page 3: second household member signature missing. Third party employment verification: not in file.
What it does not do
It lists gaps. It never says a file is ready.
Sign off belongs to the person accountable for the audit.
It doesn't certify compliance
An empty gap list means nothing on your checklist was flagged. A person still reviews the file and signs off.
It doesn't make eligibility decisions
It checks that documents are present, dated and signed. Whether a household qualifies is decided by your team.
It doesn't interpret the rules
Your compliance person writes the checklist. The AI applies it and flags anything it can't read clearly.
It doesn't fix files or contact residents
Requesting a missing document from a household is a person's job.
Fair housing
It checks documents against a checklist and nothing else. It doesn't score, rank or comment on residents, and it never flags a file for anything outside the checklist your team wrote.
Where a person stays in charge
Your compliance person decides, file by file
A person checks every flag before anything changes in a file.
The checklist
Written and owned by your compliance team, and updated when program rules change.
Every flag
Reviewed against the cited page. False flags get noted so the checklist can be tightened.
The fix
A person confirms each gap is genuinely fixed, not just reformatted to look fixed.
Final sign off
The person accountable for the audit decides each file is ready.
What it works alongside
Your files stay where they are
There's no new filing system to move into.
Your property management software or document storage
The tool reads tenant files from where they already live.
Your existing checklist
A spreadsheet, a program checklist, or the list in your compliance lead's head, written down once.
Your team's tracker
Findings come out as a list your team can sort, assign and close.
How we build it
File checks run on a document retrieval system that cites the page behind every finding.
How we build document AIPilot it in four weeks
One property, one checklist
Pick a property with an audit coming up, or one your team checked by hand last year.
Week 1
Write the checklist down
Your compliance person gives us the checklist and the program rules behind it.
Week 2
Check files you already know
Run files your team has reviewed by hand and compare the two results.
Week 3
Run the whole property
Every file gets a gap list. A person checks every flag.
Week 4
Decide
What did it miss? What did it flag wrongly? How did the checklist need tightening?
You'll know from your own files whether it's worth running before the next audit.
FAQ
What compliance teams ask about AI file checks
It can check every file against your checklist and list what's missing, expired, unsigned or inconsistent, file by file, with the document and page for each finding. Your compliance team then works through the list and decides what needs fixing.
Bring your checklist and one property
We'll go through how your team preps files for an audit today and what a four week pilot on one property's files would cover.