ZidansAI: Implementation Roadmap

Legend

Delivered (in scope)

Delivered (beyond scope)

Planned

Internal Control track (parallel)

Month 1 August 2025 Q1 · Contract start: Aug 19

✓ Delivered

Contract start Aug 19 — 2 weeks to build your entire platform from zero. Every system ZidansAI runs on was designed and deployed this month, owned entirely by you.

Your Private Cloud

✅ Dedicated private cloud — your platform runs in an isolated environment you own and control, not shared with other companies

✅ Secure file storage — every invoice, PDF, and attachment stored in your private cloud with access controls

✅ Auto-scaling infrastructure — the platform handles 10 invoices or 10,000 without slowdown

✅ 24/7 performance monitoring — any issue is detected and alerted on automatically, before your team notices

✅ Automated deployments — every update is tested and deployed without risk of human error or downtime

✅ Three isolated environments — development, staging, and production each fully independent

Platform Core

✅ Secure data storage — all your property, vendor, tenant, and invoice data in one structured, searchable system

✅ High-speed data access — frequently used data cached so screens load instantly even across 20+ properties

✅ Background processing engine — tasks like invoice processing and report generation run in the background without blocking your team

✅ Real-time data infrastructure — the foundation for live dashboards, instant notifications, and activity feeds

Application Structure

✅ Web application — full platform accessible from any browser, any device

✅ 14 platform modules scaffolded — invoices, analytics, audits, assets, chat, AI agents, properties, vendors, tenants, units, access control, notifications, and more

✅ Security layer — all platform communications encrypted, access audited, data protected

✅ Email infrastructure — foundation for all outgoing notifications, alerts, and reports

Month 2 September 2025 Q1

✓ Delivered

Your team can log in, your data has a home, and your inboxes are being watched. Every record your staff works with daily — properties, vendors, tenants — is connected in one place.

Staff Access & Permissions

✅ Secure staff login — every team member gets their own account with two-factor-ready authentication

✅ Role-based permissions — property managers, accountants, admins each see only what they need

✅ User management — add, edit, or deactivate any staff account in seconds

✅ Team management — organise staff into teams across properties

✅ Custom roles — create permission sets tailored to your org structure

✅ Personal profile & account settings for every user

Tenant Management — Fully Synced from Yardi

✅ Complete tenant profiles — contact details, lease type, payment method, auto-renewal status

✅ Lease details — start date, end date, lease duration, days-to-expiry alerts, auto-status updates

✅ Payment transaction history — full ledger pulled from Yardi, payment due dates, method on file

✅ Recurring charges — scheduled charges synced from Yardi per tenant and unit

✅ Policy details — tenant insurance policy data tracked at the individual level

✅ Lease timeline — full history of moves, renewals, and status changes per tenant

✅ Backdated lease detection — automatic flag when lease dates don't match Yardi records

✅ MTM transitions — month-to-month, move-in, move-out, and renewal workflows all tracked

Property & Unit Management — Fully Synced from Yardi

✅ Unit information — full unit details: type, floor, sqft, rent, features, synced from Yardi

✅ Unit availability — live availability status computed from Yardi occupancy data

✅ Unit history — full occupancy and lease history per unit

✅ Unit insurance compliance — insurance status tracked at unit level

✅ Unit–tenant relationship — which tenant occupies which unit, with lease linkage

✅ Complete vendor directory — every vendor your portfolio works with, categorised and searchable

Always-On Inbox Monitoring

✅ Outlook inbox connected — platform watches your Microsoft 365 mailbox continuously

✅ Gmail inbox connected — Google Workspace mailboxes monitored in parallel

✅ Real-time notifications — staff alerted instantly when something needs their attention

Month 3 October 2025 Q1 · Foundation complete

✓ Delivered

ZidansAI connected to Yardi for the first time. The platform can now read any invoice sent to your inbox and automatically identify which vendor sent it and which property it belongs to.

Yardi — Live and Syncing

✅ Yardi connected — ZidansAI reads from and writes to Yardi Voyager in real time

✅ Vendor records synced from Yardi — the platform always knows your current vendor list

✅ Unit data synced from Yardi — every unit across all 20+ properties kept up to date automatically

✅ Tenant & lease data synced from Yardi — tenant records available across the platform

AI Invoice Reading

✅ The platform reads any invoice format — PDFs, scanned images, email attachments — and extracts all data automatically

✅ No manual data entry — invoice number, date, amount, line items all captured without a human touching the document

✅ Handles any document quality — clear PDFs and poor-quality scans both processed accurately

✅ Configurable extraction rules — tunable per vendor or document type as your portfolio's patterns become clear

Smart Vendor & Property Recognition

✅ Automatic vendor identification — the platform matches each invoice to the right vendor in Yardi using AI, even with name variations and abbreviations

✅ Second-opinion AI verification — a second AI model confirms ambiguous matches before any action is taken

✅ Human review for edge cases — invoices the AI isn't confident about go to a review queue, not auto-processed

✅ Property matching across all formats — "Lincoln Park", "LP", "Lincoln Park LLC" all resolve to the right property automatically

✅ Property & unit detail screens — every property and unit with full data view and edit capability

Vendor Management — Fully Integrated with Yardi

✅ Vendor directory — full vendor list synced from Yardi with edit, categorisation, and property associations

✅ Invoice history per vendor — every invoice processed against a vendor visible in one place

✅ Vendor financials — total spend, payment patterns, expenditure trends per vendor

✅ Vendor admin review system — flagging, review, and approval workflow for new or unrecognised vendors

⏸ Vendor communication log — communication history partially built, completion planned

⚡ Internal Control — Built in parallel (Oct 13–31)

✅ Asset tracking — every physical asset across your portfolio tracked with maintenance history, warranties, and transfer records

✅ Lease validation — every lease checked against Yardi data automatically, discrepancies flagged for review

✅ Backdated lease detection — the platform automatically flags any lease entered with a backdated effective date

✅ Charge comparison — scheduled charges in Yardi cross-checked to catch billing errors before they post

✅ Tenant lease timeline — full chronological view of every tenant's lease history, renewals, and changes

✅ Move-in, move-out & renewal workflows — structured process for every tenancy transition, reducing manual steps

Month 4 November 2025 Q1 → Q2 · Accounting DE begins

✓ Delivered

Your first Digital Employee went live. Invoices arriving in your inbox are now processed automatically — read, matched, approved, and uploaded to Yardi — without anyone on your team touching them.

Invoices Processed Automatically, End to End

✅ Inbox-to-Yardi pipeline — an invoice arrives, the platform reads it, identifies the vendor and property, and uploads it to Yardi without human involvement

✅ Works with any inbox — Outlook and Gmail both monitored simultaneously, high-volume batches handled without slowdown

✅ Invoices vs. non-invoices separated automatically — only actual invoices enter the processing pipeline

✅ Every match decision recorded — the platform logs exactly why it matched each invoice to a vendor and property, with confidence scores

Nothing Falls Through the Cracks

✅ Review queue for edge cases — invoices the platform isn't certain about go to a human queue immediately, nothing is auto-rejected

✅ 10+ exception categories — vendor not found, property mismatch, duplicate, date issue, and more — each routed to the right person

✅ Duplicate invoice detection — cross-checks every invoice before it reaches Yardi to prevent double payments

✅ Full change history — every edit to every invoice is recorded: who changed what, and when

✅ Invoice lifecycle tracking — every invoice has a clear status from the moment it arrives to the moment it posts in Yardi

✅ Live processing dashboard — see every invoice moving through the pipeline in real time

Your Business Rules, Built In

✅ Configurable decision rules — the platform follows your specific policies: by vendor, by property, or across the board

✅ Automated approval workflows — invoices that meet your criteria are approved and uploaded without waiting for manual sign-off

✅ Full audit trail of every automated decision — every rule triggered, every action taken, logged and reviewable

⚡ Internal Control — Continued in parallel (Nov 24–Dec 12) · Paused at your request

✅ Vendor insurance compliance — every vendor's insurance status tracked automatically, with a visual heatmap showing coverage gaps across your portfolio

✅ Variance analysis — the platform compares expected vs. actual charges and flags anything outside your defined thresholds

✅ Audit dashboard — central view of all active audits, findings, and resolution status

✅ Audit configuration — set your own rules: posting periods, variance thresholds, security deposit formulas, notification schedules

✅ Audit categories built — move-in, move-out, month-to-month, and renewal audits each with their own workflow

✅ Audit notes — annotate any finding directly in the platform, with a full history of comments

✅ Deep Yardi sync — charges, contacts, employment records, lease data, ledger balances, and occupant data all synced

✅ Lease validation reporting — exportable reports of all lease discrepancies found across your portfolio

⏸ Purchase order matching — automatic PO-to-invoice matching, planned but not started

⏸ Monthly Posting Intelligence — full financial control and analytics track, not started

At Zidan Management Group's request, full focus shifted to delivering the Accounting DE. The remaining Internal Control roadmap — including Monthly Posting Intelligence — remains available to activate in Phase 2.

Month 5 December 2025 Q2

✓ Delivered

The Accounting DE reached production quality — handling complex invoices, coding expenses to the right GL accounts, keeping your team informed automatically. A full financial intelligence platform was also delivered.

Accounting DE — Production Ready

✅ Multi-invoice PDFs handled — a single PDF with 10 invoices inside is split and each one processed individually

✅ Side-by-side invoice review — approvers can compare current vs. previous invoices from the same vendor before approving

✅ Automatic GL coding — every invoice coded to the right general ledger account based on your chart of accounts

✅ AI expense categorisation — each line item on each invoice tagged to the right expense category automatically

✅ Tax handling — vendor tax data captured, tax amounts calculated and validated on every invoice

✅ Plain-English Yardi errors — when Yardi rejects an upload, your team gets a clear explanation of what to fix, not a technical error code

✅ Yardi error dashboard — every sync issue tracked, with status and resolution guidance

✅ Invoice data export — download any invoice dataset to a spreadsheet for reporting or audit

✅ Daily invoice summary email — your team receives a morning digest of everything processed overnight

✅ Exception report email — staff automatically notified when invoices need their attention

✅ Processing failure alerts — immediate email notification if anything in the pipeline stops working

Financial Intelligence — See Where Every Dollar Goes

✅ Budget vs. actual — see exactly how each property is tracking against its approved budget, in real time

✅ Cash flow forecasting — projected spend for the next 30, 60, and 90 days based on invoice patterns

✅ Scenario modelling — run "what if" projections on cash outflows across your portfolio

✅ Spending by category — see which expense types (maintenance, utilities, contracts, etc.) are driving your costs

✅ Month-over-month trends — compare spend across any two months across all properties

✅ Top vendors by spend — instantly see which vendors your portfolio spends the most with

✅ Vendor payment behaviour — understand which vendors you pay quickly vs. slowly and why

✅ Per-property cost breakdown — total spend, categories, and trends for any individual property

✅ Invoice pipeline metrics — track how many invoices are processed, how fast, and how many hit exceptions

✅ Yardi financial overview — key Yardi metrics surfaced directly in your ZidansAI dashboard

✅ Downloadable reports — export any dashboard view to PDF for board reports or external use

Invoice Line Items & Accounting Intelligence

🔵 Invoice line item extraction — every line on every invoice broken down individually: description, quantity, unit price, and total

🔵 AI line item categorisation — each line automatically tagged to the right expense category using AI

🔵 Per-line GL coding — each invoice line mapped to the correct general ledger account before Yardi upload

🔵 Tax at line level — tax amounts calculated and validated per line item, not just invoice total

🔵 Expense category hierarchy — structured category tree enabling accurate portfolio-wide financial reporting

Insurance Compliance Platform

🔵 Portfolio compliance dashboard — overall insurance compliance rate across all 5,500 units at a glance

🔵 Property-level compliance view — drill into any property to see insurance coverage status

🔵 Unit & tenant-level policy tracking — each tenant's insurance policy monitored individually

🔵 Policies at risk identification — automatic flagging of gaps before they become liabilities

🔵 Financial risk exposure — dollar value of uninsured or underinsured units calculated in real time

🔵 Expiration tracking & SLA monitoring — renewal deadlines enforced with SLA alerts

🔵 Case-based resolution workflow — every compliance issue tracked as a case until closed

🔵 Cross-team collaboration — multiple staff members can work the same alert together

Internal Control Foundation

🔵 Multi-property financial data architecture — structured to support independent control across all 20+ properties and 5,500 units

🔵 Charge comparison engine — automatically cross-validates charges between ZidansAI and Yardi, flags any discrepancy

🔵 Variance analysis framework — configurable thresholds that flag any budget or charge variance for review

🔵 Audit configuration system — rules-based audit setup per property category: move-in, move-out, MTM, renewal

🔵 Monthly posting period controls — posting period enforcement with configurable lock windows to prevent late entries

🔵 Security deposit formula engine — calculates and validates deposit amounts per property policy automatically

🔵 Backdated transaction detection — flags any financial entries posted to a closed period

Additional Platform Modules

🔵 Team communication — built-in messaging so your staff can discuss invoices and issues without leaving the platform

🔵 Interactive property map — 3D portfolio map for at-a-glance geographic overview of all properties

🔵 Asset management — full asset lifecycle tracking: maintenance history, warranties, transfers across all properties

Month 6 January 2026 Q2

✓ Delivered

Platform maintenance. The Accounting DE was live in production — January focused on hardening reliability, automating repetitive approvals, and resolving edge cases found in real-world usage.

Automation Improvements

✅ Invoice auto-approval — invoices meeting all approval criteria are now approved automatically every 30 minutes, with no manual step required

✅ Invoice archival — fully processed invoices automatically moved to archive, keeping the active queue fast and focused

✅ Archival task — scheduled background job to handle archival at scale without manual intervention

Invoice Processing Fixes & Enhancements

✅ Split invoice status tracking — each invoice split from a multi-page PDF now tracked individually through its own lifecycle

✅ Invoice date validation fixes — edge cases in invoice and due date parsing resolved

✅ Archived status filter — team can search and access any archived invoice directly from the processing dashboard

✅ Invoice data export enabled — full invoice datasets downloadable as spreadsheets for reporting and audit

✅ Email delivery fixes — resolved cases where invoice notification emails were not reaching staff

Platform Stability & Performance

✅ Background processing optimised — task queue tuned for high-volume processing periods, reducing delays

✅ Platform task cleanup — stale queued tasks cleared, improving reliability and reducing processing conflicts

✅ Daily invoice stats reporting improved — pipeline metrics in the morning digest made more accurate

✅ Super admin access controls — admin visibility tightened to email-based verification, improving security

Month 7 February 2026 Q2 complete · Current month

◉ Now

Platform maintenance, continued. Focus on inbox intelligence, exception quality, and analytics accuracy — improvements made directly from real-world issues observed in production.

Inbox & Email Intelligence

✅ Email classifier improved — better detection of invoices vs. non-invoice emails, reducing false positives in the processing queue

✅ Missing email recovery — invoices that slipped through monitoring gaps identified and automatically reprocessed

✅ Statement rejection logic — account statements now correctly rejected and excluded from invoice processing

Exception & Review Queue

✅ Invoice re-evaluation — invoices previously flagged or rejected can now be re-submitted for AI review without manual rework

✅ Re-evaluation detection logic — smarter rules for identifying which invoices qualify for automatic re-evaluation

✅ Exception type cleanup — outdated and duplicate exception categories removed, making the review queue cleaner

✅ Archived invoice filter fix — archived invoices now correctly excluded from active review counts

Reporting & Dashboard Fixes

✅ Daily stats email updated — Yardi upload failure counts and statement rejection stats now included in the morning summary

✅ Analytics custom date range — fixed so any date range returns accurate results, not just preset periods

✅ Yardi sent status — platform now accurately tracks which invoices have been sent to Yardi vs. pending

✅ Text truncation fix — long invoice notes and descriptions no longer cut off in the review interface

✅ Property filtering — invoices filterable by property for teams managing specific buildings

🔀 Backend: 503 PRs merged total

🔀 Frontend: 519 PRs merged total

📅 Last commit: Feb 20, 2026

Contract Resumes March 2026 — 7 Months Remaining

Phase 2

Digital Employees & Modules to Build

The following agents and platform modules are planned for March–September 2026. Each builds on the foundation already in place.

Proposed Digital Employees

🏠

Ready to Build

Leasing DE

Handles every prospect from first inquiry to signed lease — 24/7, without staff involvement. Replaces EliseAI.

Inbound inquiry handling and automated responses, around the clock
Viewing appointments scheduled and confirmed automatically
Rental application intake and status tracking
Lead pipeline dashboard with conversion tracking

Replaces EliseAI · Integrates: RentCafe, Yardi

🔧

Ready to Build

Maintenance DE

From tenant request to vendor completion — work orders handled automatically with no manual coordination.

Work orders created from tenant requests automatically
Vendor assignment and scheduling based on property rules
Automated tenant status updates at every step
SLA tracking and escalation for overdue issues

Integrates: Yardi, Vendor Management module

💰

Ready to Build

Collections DE

Monitors every rent ledger and sends the right notice to the right tenant at the right time — automatically.

Rent ledger sync from Yardi in real time across all 5,500 units
Tiered notices generated per property-specific rules
Payment tracking and automated escalation
Collections dashboard with portfolio-wide visibility

Integrates: Yardi Voyager

👥

Ready to Build

HR DE

Post a role, screen applicants, onboard a hire — your managers make the decision, the platform handles the rest.

Automated job posting to major recruitment boards
AI-assisted applicant pre-screening before manager review
Onboarding workflows and system access provisioning
ADP payroll sync

Integrates: ADP Payroll

📢

Ready to Build

Marketing DE

Vacancies go live automatically and come down the moment a unit is leased. No manual posts, no forgotten listings.

Vacancy listings syndicated to RentCafe, Zillow, and other platforms
Listings removed automatically when a unit is leased
Review monitoring and response across Google and Yelp

Integrates: RentCafe, Yardi, review platforms

🏢

Ready to Build

Tenant Portal

A self-service portal for your 5,500 tenants — pay rent, submit requests, view their lease, receive notices.

Online rent payment connected to Collections DE
Maintenance requests routed to Maintenance DE automatically
Lease documents and notices accessible anytime
Separate secure login for tenants

Connects to: all DEs, Yardi

Additional Scope — Already in Development

🛡️

Foundation Built

Internal Control

The data architecture, rule engine, charge comparison, and audit configuration are already built. Activating this module completes the remaining features and brings it into production.

AI invoice matching and purchase order auto-reconciliation
Monthly Posting Intelligence — GL reconciliation and financial control automation
Advanced charge and variance analysis reporting
Compliance rosters and unit history

Builds on: Rule Engine, Audit Config, Charge Comparison, Yardi sync

📋

Backend Built

Insurance Compliance

The compliance engine is already built and tracking policies. Activating this module surfaces everything in your team's workflow — alerts, cases, risk exposure — fully operational.

Automated compliance monitoring across all 5,500 units
Alert assignment, case resolution workflow, SLA enforcement
Financial risk exposure dashboard — dollar value of uninsured units
Full integration with Leasing and Collections DEs

Builds on: Insurance Compliance backend, Policy Tracking, Alert System