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ZidansAI: Implementation Roadmap
12-month delivery plan · Accelerated Package
5 of 12
Contract months worked
(Jan–Feb maintenance)
(Jan–Feb maintenance)
~1,019
PRs merged
1 of 6
Core DEs live
+8
Beyond-scope modules
1Aug
2Sep
3Oct
4Nov
5Dec
·Jan
Maint.
Maint.
·Feb
Today
Today
6Mar
7Apr
8May
9Jun
10Jul
11Aug
12Sep
Legend
Delivered (in scope)
Delivered (beyond scope)
Planned
Internal Control track
Month 1
August 2025
Q1 · Contract start: Aug 19
Contract start Aug 19 — 2 weeks to build your entire platform from zero.
✓ 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
Your team can log in, your data has a home, and your inboxes are being watched.
✓ 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
ZidansAI connected to Yardi for the first time. AI reads invoices and identifies vendors automatically.
✓ 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
Your first Digital Employee went live. Invoices processed automatically, end to end.
✓ 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
Accounting DE reached production quality. Full financial intelligence platform delivered.
✓ 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
Maintenance
January 2026
Q2 · Maintenance period
Platform maintenance. Accounting DE hardened, auto-approval and archival added.
Maintenance
▾
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
Maintenance
February 2026
Q2 · Current month
Platform maintenance continued. Inbox intelligence, exception quality, analytics accuracy.
◉ 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