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A Google Workspace system I designed that turns crew site visits into one condition report covering every property a property manager runs. The crew fills out a form at each lot, I run one script, and a finished PDF comes out. A report that would take 3+ hours by hand takes about 3 minutes of my time. I designed the form, the sheet and the report. Claude wrote the Apps Script. 3 real reports went out before budget cuts paused it, and none has turned into a lead yet.

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Why build it

Property management companies were the target here because one company can manage a lot of properties in a single city. One in our data ran 11 in Santa Clara alone. I wanted something that showed a property manager the condition of their whole portfolio before we'd ever talked: photos, what's wrong, how long each lot has left, what to fix first. No prices, so the next step is a call.

Finding the right property managers first

ZoomInfo didn't work for this. It has no filters for lot size or parking spaces, and it skews toward large companies. I looked at alternatives, including Clay, and moved our targeting to CoStar.

Then I built a territory database in Google Drive: a folder for each city in our territory, with the zip codes in the folder name. Each city has a ranked list of every property with 15+ parking spaces, up to 10 property management companies with 6+ properties there, and for the biggest ones, a sheet of their properties ranked by size with the property manager for each. That tells the crew exactly which lots to visit.

How it works

  1. At each property the crew opens a Google Form on their phone. It takes 2 to 3 minutes: lot size, parking spaces, life expectancy, cracks, damage, striping and photos.
  2. Responses land in a Google Sheet, sorted by city, company and property manager, so each portfolio's rows sit together.
  3. I select that portfolio's rows and run Compile.
  4. The script fills a Google Docs template I designed, repeating the property section once per property, and saves a PDF to Drive.

There's no AI inside the system. It's a form, a sheet, a script and a template.

The report opens with an intro to EverLine, then a section per property with photos, condition notes, timelines and recommended repairs, then a closing page. There's no pricing on purpose. It lets a property manager plan repairs across the whole portfolio, and the next step is a call.

[DIAGRAM 3 HERE: how the system works]

[IMAGE 4 HERE: pages from a real report, anonymized]

Who did what

I designed the workflow, the form, the sheet logic and the report template. Claude wrote the Apps Script from my spec. I ran it, found what broke, isolated the broken section and sent it back with what it should do instead.

V1 to V2

V1 worked, but only up to 6 properties, and it couldn't pull photos into the report. A property manager with 11 lots wouldn't fit, and a condition report without photos doesn't show much.

So I rewrote the spec from what V1 taught me and had Claude write V2 from scratch. V2 handles any number of properties and sizes the photos automatically. Three bugs I caught and got fixed along the way: