One Brain, Four Surfaces
LifeStone is a self-operating property management system for 4201 Mitchellville Road. Kathy — a 24/7 AI voice and operations agent — handles calls, triages work orders, drafts leases for attorney review, and keeps the building running. Tenants, ownership, and maintenance each get their own portal. All of it lives at lifestoneproperty.com.
Kathy — AI Operations Agent
ElevenLabs voice agent answering calls 24/7, triaging work orders through the portal, drafting leases and communications, and routing everything to the right human for approval. The center of the whole system.
ElevenLabs + ClaudeTenant Portal
Payments, lease access, maintenance requests with photos, package tracking, parking, conference rooms, building directory, and instant answers from Kathy — all from any device.
Core PlatformSecure Document Intake
upload.lifestoneproperty.com — an encrypted, access-logged channel for prospective tenants to submit financials, IDs, and corporate docs. The highest-security surface in the system.
Encrypted VaultOwner Dashboard
Real-time financials, occupancy, lease pipeline, AI-generated insights, and a full audit trail of every action Kathy and the system take.
AI AnalyticsMaintenance Operations
Telegram alerts via Twilio to the maintenance team and ownership, priority routing by severity, mobile work orders, vendor dispatch, and predictive maintenance.
Twilio + TelegramMobile-First PWA
Installable progressive web app for every role. Push notifications, offline mode for field maintenance, and a responsive experience across phone, tablet, and desktop.
PWA
Meet Kathy
Kathy is the AI operations agent at the heart of LifeStone. She works 24/7 across voice and text, handling the tasks that normally need a full property management team — with a clear ladder of autonomy that keeps humans in control of anything legal, financial, or irreversible.
Kathy
AI Operations Agent · 24/7
Powered by an ElevenLabs conversational voice agent for natural phone calls, with Claude reasoning underneath for judgment, drafting, and triage. Kathy answers every call, never sleeps, and remembers every tenant interaction.
24/7Call coverage
<1 minWork order triage
1-clickHuman approval gates
What Kathy Does
24/7 Voice Reception
Answers every incoming call in a natural voice. Handles tenant questions, directory lookups, building hours, parking, and emergencies. Transcribes and logs every call automatically.
ElevenLabs VoiceWork Order Triage
Reads requests and photos from the portal, classifies severity, identifies the building system, and routes to the right vendor or in-house tech — then alerts the team over Telegram.
Claude VisionLease Drafting
Assembles lease drafts from approved templates, populating tenant, term, and rent variables. Every draft lands in pending attorney review — Kathy never finalizes or sends for signature on her own.
Attorney GateCommunication Drafting
Writes renewal letters, late notices, announcements, and vendor messages in a consistent professional voice. Owner reviews and approves with one click before anything goes out.
ClaudeScheduling & Follow-up
Books conference rooms, schedules vendor visits, sets preventive-maintenance reminders, and follows up on open items so nothing falls through the cracks.
Built-inRisk & Anomaly Watch
Monitors lease expirations, expiring insurance certificates, unusual utility spikes, and payment-behavior changes — flagging risks to ownership before they become problems.
Critical
Kathy's Autonomy Ladder
Real power, with structural guardrails. Each task sits on one of three rungs — and the rungs are enforced in the system, not just by policy.
Does Alone
Fully autonomous. Answer and log calls, triage work orders, answer tenant FAQs, book conference rooms, schedule vendor visits, send maintenance status updates, set reminders, draft documents into a holding state.
Queues for Approval
Prepares, human confirms with one click. Lease drafts (→ attorney), payment-plan offers, vendor dispatch above a cost threshold, tenant-facing legal or financial commitments, building-wide announcements, late notices.
Never Alone
Always a human. Move or transfer money, execute or sign a lease, change access permissions, permanently delete records, modify system or security settings. Kathy can prepare and recommend — she cannot execute these.
Why the attorney gate matters.Kathy assembling lease drafts is a huge time-saver, but a lease is a binding legal instrument. Keeping every draft in "pending attorney review" until your attorney approves keeps Kathy firmly in the role of a powerful assistant and protects LifeStone from any unauthorized-practice-of-law concern.
Tenant Portal
Everything a commercial office tenant needs — from paying rent to booking a conference room to getting an instant answer from Kathy — in one intelligent interface at lifestoneproperty.com.
Online Payments
ACH transfers, cards, and autopay via Stripe. Full ledger, downloadable invoices, automated receipts, and automatic late-fee handling. Supports CAM reconciliation charges.
StripeLease & Documents
Signed leases via DocuSign, a secure vault for insurance certificates, COIs, and amendments, with version tracking and expiration alerts.
DocuSignMaintenance Requests
Submit with photos and video, pick a category, and track status in real time. Kathy auto-triages severity and routes to the right vendor.
Kathy-TriagedAsk Kathy (24/7)
Chat or call for instant answers on parking, building hours, HVAC schedules, policies, and more. Escalates to a human with full context when needed.
ElevenLabs + ClaudeConference Room Booking
Reserve shared rooms with real-time availability, calendar sync, recurring bookings, and A/V requests. Kathy resolves conflicts automatically.
+ Google CalendarPackage Tracking
Lobby staff scan packages on arrival; tenants get an instant notification with photo confirmation. Reminders for uncollected deliveries.
Built-inParking Management
Assigned-spot tracking, digital visitor passes, and overnight parking requests based on the building's 3.7/1000 SF ratio.
Built-inBuilding Directory
Interactive tenant directory by suite and floor — public-facing for visitors, with a richer internal version. Helpful for first-floor medical tenants and patient traffic.
Built-in
Secure Document Intake
upload.lifestoneproperty.com is where prospective tenants submit confidential material — financial statements, IDs, corporate formation docs, sometimes SSNs or EINs. Because it handles the most sensitive data in the system, it's designed as a dedicated security pillar, not a generic form.
1
Invite
Kathy or ownership generates a signed, time-limited upload link for a specific prospect.
2
Upload
Prospect uploads over an encrypted channel. No account or password required to submit.
3
Scan
Files are virus-scanned and validated before they're accepted into the vault.
4
Encrypt
Documents are encrypted at rest in isolated storage, separated from the main app data.
5
Review
Authorized staff access files through logged, role-restricted views — every open is recorded.
6
Retain / Purge
A retention policy auto-deletes documents after a set window if the prospect doesn't convert.
Encryption Everywhere
TLS in transit, AES-256 at rest. Document storage is isolated from application data so a breach of one never exposes the other.
AES-256Signed, Expiring Links
Every upload link is single-purpose, tied to one prospect, and expires automatically. No public, reusable upload page exists.
Time-LimitedVirus & Content Scanning
Uploads are scanned for malware and validated for file type and size before entering the vault. Bad files never touch storage.
Pre-Vault ScanFull Access Logging
Every view, download, and link generation is recorded with user and timestamp — a complete audit trail for sensitive documents.
Audit TrailRetention & Deletion
Documents from prospects who don't convert are automatically purged after a defined window, minimizing the sensitive data you hold.
Auto-PurgeRole-Restricted Review
Only authorized roles can open intake documents, and Kathy can reference status ("financials received") without exposing the raw files.
Least-Privilege
Handling note.Because this surface may receive government IDs and tax identifiers, the build will treat it under the strictest tier — encryption, least-privilege access, logging, and a written retention policy — and keep it architecturally separate from everything else.
Owner Dashboard
Complete financial and operational visibility — with Kathy doing the heavy analysis and surfacing what needs your attention.
Financial Command Center
Real-time revenue, collection status, outstanding balances, and cash-flow projections. Auto-generated P&L, rent roll, and NOI with budget variance.
AI AnalyticsOccupancy & Leasing Pipeline
Visual floor map of occupied vs. vacant suites, a lease-expiration timeline, and a CRM tracking prospects from first inquiry through signed lease.
Built-inExpense Management
Track every operating expense with receipt scanning and QuickBooks sync. CAM reconciliation calculated and distributed to tenants annually.
QuickBooksAI Insights from Kathy
Monthly narrative report: market-rent comparisons, maintenance trends, satisfaction signals, renewal-risk assessment, and capex recommendations.
ClaudeAutomated Reporting
Scheduled PDFs: monthly financials, quarterly investor summaries, annual tax packages — delivered to the ownership group automatically.
Built-inAudit Trail & Compliance
Every action — including each thing Kathy does — is logged with user and timestamp. Insurance and inspection tracking for Prince George's County.
Critical
Maintenance Operations
Field-ready and alert-driven. The maintenance team and ownership receive Telegram messages via Twilio the moment something needs attention, with Kathy doing the triage first.
Telegram Alert Routing
Twilio pushes Telegram messages to the maintenance team and ownership. Emergencies (water leak, no heat) fire instantly; routine items batch into a daily digest.
Twilio + TelegramKathy-Powered Triage
Before anyone's phone buzzes, Kathy reads the request and photos, classifies severity, identifies the system, and assigns the right tech or vendor.
Claude VisionMobile Technician App
View assigned orders, navigate to suites, access schematics, log time and materials, capture before/after photos, and get tenant sign-off. Works offline in the basement and elevators.
PWA + OfflinePreventive Scheduler
Auto-calendars HVAC filter changes, elevator inspections, fire-system testing, and roof checks — generating work orders on schedule and tracking compliance.
Built-inPredictive Maintenance
Kathy analyzes work-order history to flag failing equipment — "HVAC Unit 3: 4 repairs in 6 months, recommend replacement" — and optimizes capex timing.
Claude + DataVendor Management
Directory of approved vendors with certifications, insurance, and contract terms. Compare performance and cost; auto-dispatch for specialty work.
Built-in
The Integration Stack
Every service that powers LifeStone, including the new voice and messaging layer. Built to be enterprise-grade and to let Kathy reach across systems.
ElevenLabs
Powers Kathy's natural voice for 24/7 call handling. Conversational agent with low-latency speech, call transcription, and handoff to human staff.
Voice AgentTwilio
Active number routing Telegram messages to the maintenance team and ownership. Programmable SMS and voice telephony connecting calls into Kathy.
Active NumberTelegram
The real-time channel where maintenance and ownership receive alerts. Fast, reliable, and already in your team's pocket.
Team AlertsAnthropic Claude API
The reasoning layer under Kathy — triage, lease and communication drafting, financial analysis, and risk detection. Vision for maintenance photos.
AI CoreStripe
Rent, CAM, and parking payments. ACH and cards, recurring billing, invoicing, automated late fees. PCI-DSS compliant.
PaymentsDocuSign
Legally binding e-signatures for attorney-approved leases, amendments, and COIs. Envelope tracking and automated reminders.
E-SignatureSendGrid
Transactional email — receipts, work-order updates, lease reminders — plus building newsletters and retention campaigns.
EmailSupabase
PostgreSQL with realtime, auth with SSO and row-level security, and isolated storage. The data backbone — with the intake vault kept separate.
DatabaseVercel
Hosting and global CDN for lifestoneproperty.com with instant deploys, preview URLs, edge auth, and automatic SSL.
HostingQuickBooks
Accounting backbone synced with Stripe — expense categorization, vendor bills, reconciliation, and tax-ready financials feeding Kathy's analysis.
AccountingGoogle Workspace
Calendar API for conference-room booking, Drive for bulk storage, and Maps for visitor wayfinding to the building.
ProductivityCloudflare
DNS, WAF, and DDoS protection across lifestoneproperty.com and the upload subdomain — the security perimeter for the whole system.
Security Edge
System Architecture
How it all fits together — from the domains your tenants touch, through Kathy's reasoning layer, down to isolated secure storage.
Domains & Entry Points
lifestoneproperty.comMain Portals
upload.lifestoneproperty.comSecure Intake
Twilio NumberVoice + Telegram
↓
Client Surfaces
Tenant PortalNext.js PWA
Owner DashboardNext.js
Maintenance AppPWA + Offline
Public DirectoryBuilding Info
↓
Kathy — Agent Layer
ElevenLabsVoice I/O
Claude ReasoningTriage · Drafting
Approval GatesHuman-in-loop
Tool RouterActs across systems
↓
Application & Logic
Next.js API RoutesServer Functions
Edge FunctionsServerless
WebhooksStripe · Twilio · DocuSign
↓
Data & Storage
Supabase PostgreSQLApp Data + RLS
App StoragePhotos · Docs
Isolated Intake VaultEncrypted · Logged
↓
Security Perimeter
CloudflareDNS · WAF · DDoS
SSO + RBACRole Access
Audit LoggingEvery Action
Recommended Stack
Next.js 14+React, app router
TypeScriptEnd-to-end types
SupabaseDB · Auth · Storage
Claude APIKathy's reasoning