Portal Guide

Shows all properties organized by status: active pipeline at the top (with hold duration badge, sqft, and a link to the property's actuals report), and completed/sold properties below (with sale price and comp page link). This is the starting point for navigating to any individual property.

A high-level snapshot of portfolio health rolled up from all active and completed properties. Shows deal price ranges, cost-per-sqft benchmarks, projected vs. realized returns, and run-rate summaries. Numbers are drawn from QuickBooks actuals and property deal data — not estimates.

A Gantt-style view showing each property as a horizontal bar from purchase date through sale (or projected sale for active properties). Construction phase markers are overlaid on the bar. Useful for understanding the portfolio's history and current sequencing.

The daily operations dashboard. Shows each active property with the PM's recorded activity for the current week (Mon–Fri grid), current construction phase, phase schedule status (on track / behind), and a count of open work orders. Updated automatically each morning from the PM's schedule spreadsheet.

A searchable, navigable log of PM-recorded daily activity across all properties, covering January 2024 through the current week. Use the week navigation to jump to any specific week. Each day shows what the PM recorded for each property. Backed by the pm-activity-by-date index which covers 470+ days.

Shows each active property's construction phases (P1, P2, P3) as horizontal bars, with baseline schedule dates and actual/current dates overlaid. Visual indicators flag phases running ahead or behind. Lets you see schedule variance at a glance across all properties.

Shows portfolio capacity from the PM's perspective: how many active properties each PM is carrying, what phases those properties are in, and whether workload is balanced. Useful when considering whether to start a new project or add a PM resource.

Detailed phase-by-phase performance breakdown per property. Shows planned vs. actual phase start and end dates, delta in days (positive = behind, negative = ahead), and a rolling performance trend. Useful for diagnosing chronic schedule slip and identifying which properties or phases consistently run over.

Compares phase durations (in days) across all active and completed properties side by side. Highlights outliers — properties taking significantly longer or shorter than peers. Includes benchmarks from completed deals so active properties can be compared against historical actuals, not just estimates.

Shows actual spend per segment for each active property, compared against the portfolio median and range from completed deals. Segments are the 32 construction cost categories (Framing, Electrical, Plumbing, etc.) derived from QuickBooks work order actuals. Useful for catching cost overruns in specific categories before they compound.

Cross-property matrix of all 34 trade labor cost codes (e.g., Framing, Plumbing, Electrical, Tile, Drywall) with properties as columns and codes as rows. Active properties appear on the left, completed on the right. Each cell is heat-mapped relative to the row — darker means higher spend for that trade vs. portfolio peers. Excludes 18.9 Site Supervision. Topped by a stacked bar chart showing each property's labor composition across 6 phase groups (Site & Demo, Structure, Building Systems, Finishes, Exterior, Sale Prep). Hover any bar segment for the exact group total. Bottom rows show grand total and $/sqft labor by property.

Tracks money moving in (draws, equity contributions) and out (vendor payments, holding costs) by property and time period. Shows projected vs. actual timing, cumulative spend, and upcoming payment obligations. Data sources are QuickBooks actuals combined with the Vendor Payment Tracker committed amounts.

Shows vendor payment activity across all properties on a timeline. Includes QuickBooks-recorded payments and outstanding balances from the Vendor Payment Tracker. Lets you see which vendors are active, when their payments land, and whether any balances are aging unusually.

The authoritative list of all 54 Work Orders organized by property and construction phase (P1/P2/P3). Each row shows the WO code, segment, assigned contractor, budget amount, and current status. This is the reference for understanding what scope has been formally issued and what the approved budget is for each work category.

Lists every RFW issued across all properties, numbered sequentially per property (e.g., 185 Fernwood RFW1, RFW2…). Each entry shows the RFW name, property, description of the variance scope, authorization status, and amount. RFWs represent approved scope additions or changes that were not included in the original WO estimates.

A printable cover sheet for formalizing a Request for Work. Fill in the property, RFW number, scope description, and authorization before issuing to the contractor. This is the document that accompanies the authorization to proceed with variance work. Not a reporting view — it is an operational document for issuing new RFWs.

The Accounts Payable pipeline pulled from the Vendor Payment Tracker (VPT) spreadsheet. Shows outstanding invoices by property and vendor, with commitment status (committed, approved, paid). Includes a vendor balance summary with the total unattributed amounts. This is the primary tool for the EA and Owner when reviewing what invoices are queued for payment.

A historical record of completed and superseded WO packets. When a property completes a phase, its WO packets are archived here. Useful for looking up what scope was originally issued, reviewing historical budgets, or referencing how a past phase was structured when planning a similar scope on a new property.

A catalog of reusable material assemblies — grouped sets of line items that represent a standard scope package (e.g., "Standard Kitchen Package," "Full Bath Tile Package"). Assemblies are the building blocks of estimates. When estimating a new property, you pick assemblies that match the planned finish level and the system rolls up costs automatically.

Shows every assembly application across all properties, with the property name, assembly used, estimated cost at time of application, and (for completed properties) actual cost. Lets you compare estimated vs. actual for each assembly and see which properties used which finish packages.

A searchable catalog of every tracked material item across all properties, sourced from the Materials Tracking Google Sheet. Each entry includes the material name, category, vendor, unit cost, and spec details. Updated via a daily sync from the sheet. This is the reference for looking up specific products, verifying specs, or checking what we have sourced for a given material category.

Pulls from the Finishes Order Tracker spreadsheet to show all materials orders across all properties. Each order shows the item, quantity, vendor, order date, expected delivery, and current status (ordered, received, installed). Covers 390+ tracked items across 37+ orders. The EA uses this to monitor delivery status and flag late orders.

Sourced from the individual property selection workbooks in Google Drive (delta-synced daily). Shows every finish selection made for each active property: the room, item category, selected product, specs, and approval status. The Owner uses this to review and confirm selections. The EA uses it to match selections to orders in the Order Tracking tab.