Admin System Review
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The product is in good shape and the hard architecture is done. Front-of-house, the full nav, and — as of June 17 — the data behind every dashboard are solid and real. Hitting Oct 1 now comes down to two things, and both have long lead times: a replacement payment/ACH provider so accounting can leave AppFolio, and wiring + testing the owner/tenant portals. Neither is a coding problem so much as a decision-and-testing problem — which is why the next two weeks matter more than they look.
Why Aug 31 is the real deadline: the AppFolio sync overwrites nightly, so there's no gradual ramp — every must-have write-path has to work before the sync is shut off Sept 1, or that function goes dark on day one.
| Navigation & information architecture Full restructure shipped — Leasing, Rental Applications, Properties, People, Accounting, Maintenance, Communications, AI, Website, System | Done | |
| Front-of-house (leasing, applications, maintenance, AI, website) Owned and beats AppFolio; Lily live on the main line | Solid | |
| Data integrity — all dashboards read live Robert swept all 8 role dashboards + ~24 stats; rent roll unified at ~$10.1M/mo; fake numbers gone | Fixed Jun 17 | |
| Letters library Full WA template set in; team to review wording | Loaded | |
| LeadSimple workflows imported All 25 imported + syncing daily until LeadSimple is cut off in Oct | Done | |
| Accounting structure & Financials AppFolio-style categories; GL, delinquency, bank accounts, NNN recon tool | Built | |
| People & Properties depth Tabs live; full 360 view + pod-based logins/filtering still being built | In progress | |
| Asset-management layer Cap rate + cash-on-cash in; per-property valuation, owner benchmarking, real-time NNN not done | Partial | |
| QuickBooks sync bug Paid-status step timing out; Robert working it now | Fixing | |
| Amber's UI items Calendar filters to top; add Muljat-CRM map view to Properties | Open | |
| Owner & Tenant portals Built, but not wired into live system — work left is connect + launch + TEST | Blocker | |
| Back-office AP & payments off AppFolio Bills + vendor ACH still run in AppFolio. Needs a replacement payment/ACH provider — a business decision, not just a build | Blocker |
Bills and vendor payments still run through AppFolio. To shut AppFolio off, Landmark needs its own payment rail (rent in, vendor ACH out) live in the system.
Why it's the critical path: this is a business decision, not just code — and payment-processor underwriting for a firm moving ~$6M/month can take 4–8 weeks. If the provider isn't chosen by early July, native payments by Sept 1 is at risk. This is the single most schedule-sensitive item.
Both are built but not connected to the live system. Remaining work is integration, launch, and real-world testing with actual owners and tenants — not building from scratch.
Why it matters: a PM company can't fully leave AppFolio until owners and tenants have somewhere to log in, pay, and pull statements. Testing with real users always surfaces issues, so this needs to start well before Sept 1 to leave time to fix.
Everything else is on a good glide path. The one action that most protects Oct 1: pick the payment/ACH provider now and start underwriting. It's the longest pole and the least in the dev team's control. Get that moving and Sept 1 / Oct 1 stay realistic.