Management gaps — Gated Rentals

Quick reference

Priority	Gap	Who feels it	Blocks	Task
P1	No payments dashboard	PM, accountant	Can't answer "did this resident pay this week"	#73
P1	AuthNet webhook → CRM not wired	PM, owner	CRM invoice marked-paid drifts from real settle	#102
P1	Move-in prep fan-out is manual	PM	PPSK, lock code, welcome email, first invoice — all PM does by hand	#105
P1	PM action queue not surfaced	PM	No single place to see "what needs my action today"	#79
P1	Resident portal does not exist	Resident, PM	Residents email PM for things they should self-serve	#84, #85
P1	Recurring invoice generator missing	PM, accountant	Rent + recurring fees billed manually each month	#138
P2	SMS/ACS numbers not provisioned	PM	No transactional SMS for tour confirms, payment receipts, NTV reminders	#178, #179
P2	Maintenance app on the wrong host	PM, tech	Lives on finrep LXC 114, not migrated; tech has no real workflow	#107–#109
P2	Documenso integration missing	PM	Lease send-out is a manual PDF email	#81, #104
P2	FB Leadgen webhook in flight	PM	Facebook ad leads land in a queue not in CRM	#175
P2	Zelle matcher not auto	Accountant	BC ↔ CRM delta is exposed but un-actioned	#136, #135
P2	Cash kiosk not portal-integrated	PM, resident	Reads from legacy `/ckreports`; residents have no visibility	#137
P2	Payment-application priority engine missing	PM	Partial payments don’t auto-apply rent → utilities → fees correctly	#139
P2	3rd-party payer handling missing	PM, accountant	“Mom paid for me” Zelles get mis-credited	#140
P3	Funnel stage-conversion view missing	Owner	Can’t answer “where do leads die in the funnel”	#103
P3	Daily/weekly KPI rollup not built	Owner	No single morning email summarizing the day	—
P3	Dashboards lack drill-through	Operator	Have to leave dashboard for a CRM tab to investigate a row	#129, #157
P3	Discount engine missing	PM	Specials are hand-applied at invoice time, not from the catalog rules	#44
P3	Damages-invoice generator missing	PM	SODA damage lines do not auto-bill	#112
P3	Ad pixels not wired	Marketing	Can’t close the loop on FB/Google ad spend	#46

P1 — Blocks daily operator work or revenue

1. Payments dashboard

P1 Task #73 | Owner: PM, accountant

Pain

PM can see AR aging, can see kiosk activity, can see refunds — but cannot answer in one screen “did this resident pay this week, by what method, and against which invoice”. They flip between three reports + CRM.

What closes it

Combined view of customerpayment + AuthNet daily settle + Zelle (from BC) + kiosk + LiveWire checks, grouped by resident, with AR aging on the same row.

Unblocks

Removes 90% of “is this paid” phone tag between PM, accountant, owner.

Depends on

Per-lease subledger (already canonical), AuthNet settle ingest, ACH/eCheck once it lands.

2. AuthNet webhook → CRM invoice marked-paid

P1 Task #102 | Owner: backend

Pain

Today the AuthNet receipt page tells the applicant “paid” but the CRM salesinvoice isn’t updated until someone notices the email. Drift between portal “paid” flag and CRM aging is ≤ 24h but it shows up as ghost AR.

What closes it

Listener at POST /api/authnet/webhook (idempotent on transaction_id) that writes the portal payment row, fires the canonical application.fee_paid CRM sync event, and triggers the move-in prep fan-out where applicable.

Unblocks

Removes the only known case of CRM lagging portal reality. Required by ADR-0021 (intentional CRM sync).

Blocked by

USER task #190 — operator must generate signature keys + configure webhooks in the AuthNet merchant dashboards for both tenants.

3. Move-in prep fan-out orchestrator

P1 Task #105 | Owner: PM

Pain

After lease signing, PM has to manually: generate the PPSK QR, push the lock code to Assa Abloy, flip the portal to resident mode, send the welcome email, cut the first invoice, set up autopay if requested. Six clicks across four systems. High mistake rate — usually one step gets missed.

What closes it

Single orchestrator that fans out from lease.signed event: PPSK → Assa Abloy → portal flip → welcome email → first invoice → CRM contact update. Idempotent, retry-able, surfaces failures to the action queue.

Unblocks

Removes the highest-error PM workflow. Required for the “6 sites at 6 PMs” scaling thesis.

Depends on

PPSK API (#82), Assa Abloy API (#83), Documenso (#81), portal mode flip (#85), inspection-cleared gate (#86, #106).

4. PM action queue

P1 Task #79 | Owner: PM

Pain

PM has no single “what needs my action today” surface. They scan email + the funnel + voicemail + work orders, every morning.

What closes it

Action-queue UI on pm.gatedrentals.com (scaffold landed in #187). Each action is a row: applicant waiting on screening review, lease ready to send, inspection cleared but lease not yet sent, refund disbursement pending, etc. Click row → take action inline; advance state.

Unblocks

Replaces “CRM views” as the PM’s morning surface. Cuts inbox triage time materially.

5. Resident portal

P1 Tasks #84, #85 | Owner: backend + design

Pain

Residents have no self-service surface. They email the PM for: ledger balance, autopay setup, work-order status, lease copy, NTV submission, certificate of insurance update. PM forwards or rekeys.

What closes it

portal.gatedrentals.com — same portal codebase, different role. Resident sees: ledger, pay, autopay, work orders, lease docs, NTV submit. Reuses the applicant portal’s authn (CF Access → portal session).

Unblocks

Eliminates roughly half of PM inbound email by best estimate. Required for autopay (#87).

6. Recurring invoice generator

P1 Task #138 | Owner: backend

Pain

Rent and recurring fees (storm-water, pet rent, electrical mockup, etc.) are billed by a manual monthly job on Crosbyprodinternal. If it doesn’t run, residents don’t get invoices and revrec misses earned rent.

What closes it

Portal-side generator running on the 1st of each month: walks active leases, applies the product catalog (rent + recurring fees + discounts), writes invoice + lines to portal, then fan-out CRM sync per ADR-0031.

Depends on

Discount engine (#44), product GL map (done, #159), per-site accounting email (#114).

P2 — Recurring manual work

7. ACS phone numbers + SMS pipeline

P2 Tasks #178, #179

Pain

No transactional SMS today: tour reminders, payment receipts, NTV ack, lease-signing nudge are all email-only. Applicant flow v3 (ADR-0030) needs SMS to deep-link the co-applicant.

What closes it

Provision toll-free + 10DLC numbers per tenant (Christian to verify the application). Wire send/receive against ACS Communications Services. Log inbound SMS as activities in CRM via the canonical event handler.

8. Maintenance app migration

P2 Tasks #107–#109

Pain

Maintenance app is on finrep LXC 114 — not in the monorepo, not in CRM, not in the action queue. Techs use it ad-hoc. Inspection flow is paper.

What closes it

Migrate into apps/maintenance. Add technician model, per-site roster, assignment workflow. Inspection app with room/item checklist + photo capture to R2 + cleared/holds workflow. Cleaning catalog table (#115).

Unblocks

Damages-invoice generator (#112), pre-move-in cleared gate (#106).

9. Documenso lease send-out

P2 Tasks #81, #104

Pain

Lease is generated as a PDF and emailed manually. Tracking who has signed lives in PM’s head.

What closes it

Documenso envelope create + webhook integration. Templates per site (lease + adverse-action + renewal + NTV). PM action “Send lease” in the funnel triggers envelope; webhook flips applicant state on full-execution.

10. Facebook Leadgen webhook

P2 Task #175 (in flight)

Pain

FB lead-ad submissions land in Meta’s leadgen queue; nobody is watching it consistently. Leads age 1–3 days before contact.

What closes it

Webhook handler at /api/lead/facebook → write lead_inbound with channel=facebook → fire lead.inquired CRM sync event. Same path as the inquire form, different channel tag.

11. Zelle matcher

P2 Tasks #135 (in flight), #136

Pain

BC ↔ CRM delta dashboard exposes the un-matched Zelles, but pairing them with the right invoice is still manual.

What closes it

Email parser for Amegy/Origin Zelle notices, repeat-payer pattern tracker keyed on payer name, automatic match to the correct lease where confidence is high; surface low-confidence as PM-review action queue.

12. Cash kiosk → portal

P2 Task #137

Pain

Kiosk reports still come from Crosbyprodinternal /ckreports. Residents cannot see “I paid at the kiosk yesterday” in the portal.

What closes it

Direct kiosk vendor ingest → portal payment table → CRM sync. Then deprecate Crosbyprodinternal legacy path.

13. Payment-application priority engine

P2 Task #139

Pain

When a resident sends a partial payment, CRM’s apply-to-invoice is FIFO. PMs want rent first, then utilities, then fees — by date.

What closes it

Portal-side allocator that walks open invoices and applies in priority order. Writes customerpayment rows in CRM with explicit invoice ref so revrec lines align with cash receipt order.

14. 3rd-party payer handling

P2 Task #140

Pain

A resident’s mom Zelles rent on their behalf. Today it lands as “unmatched” because the payer name doesn’t equal the resident.

What closes it

Linked-payer audit trail: payer_party separate from applied_to_lease, with a deliberate operator action “link this payer to lease X” that persists going forward.

P3 — Quality of life

15. Funnel stage-conversion (cohort)

P3 Task #103

Pain

Owner can see “how many leads” per stage but not “what percentage of inquiries that came in March 2026 became leases”.

What closes it

Cohort-conversion rendering on the funnel report. Time-series snapshot already in place (#98). Per ADR-0016.

16. Daily/weekly KPI rollup

P3 No task yet

Pain

No single morning email summarizing day-over-day: new leads, tours, applications, payments, AR delta, work-order backlog, voicemails. Owner reads 4 reports instead.

What closes it

Single cron that builds the rollup and sends via ACS Email. Reuses the time-series snapshot store.

17. Dashboard drill-through

P3 Tasks #129, #157

Pain

PMs leave the dashboard for a CRM tab to investigate a row, lose context, come back.

What closes it

Inline drawer on every row showing the underlying ledger / transitions / activities. CRM deep-link as fallback only. Pattern was working on revrec v3; needs to be applied across the board.

18. Billing-time discount engine

P3 Task #44

Pain

Specials and concessions are manually applied when generating invoices. Catalog has the rules but the invoice generator doesn’t consult them.

What closes it

Discount rules evaluator at invoice-generation time that walks the canonical discount-rules JSON and applies eligible discounts as line items with the explicit rule ID for auditability.

19. Damages-invoice generator from SODA

P3 Task #112

Pain

SODA finalization captures damage line items but doesn’t auto-cut a damages invoice. PM rekeys.

What closes it

On SODA finalize, generate the damages invoice with the line items already itemized, mark paid by deposit-forfeit, mark unpaid balance owed (if any).

20. Ad conversion pixels

P3 Task #46

Pain

Can’t close the loop on FB/Google/TikTok ad spend. Reference memory for unified funnel tracking (ADR pending).

What closes it

Per-landing config block firing the four pixel networks (client + server, deduped by event_id). Plausible is the cross-channel funnel report. All four pixels fire on the same events.

Cross-cutting infra gaps (not operator-facing but listed for completeness)

Postgres production posture (#116–#121) — Flexible Server provisioning, HA + PITR, pg_dump → R2 nightly, restore drill, read replica, dev sandbox. Required before going beyond two sites.
CF Access policies (#125, #126) — wire Managers / Operators groups on reports.gatedrentals.com and pm.gatedrentals.com.
Secret rotation (#156, #171, #172) — Crosby-era SP secret, cflores@1510 password, orchestrator SP secret v2r8Q.
USER task #190 — generate AuthNet signature keys + configure webhook listeners in both merchant dashboards. Blocks gap #2 above.

This page is hand-authored. If you spot a missing gap from the operator side, open an issue or add it directly here — the value is in capturing operator pain that does not have a task yet. See also the reports catalog for what exists today and the process map for how the pieces fit.