Reconcile the balance to the ledger of record, send arrears outreach under Reg F conduct rules, and hold every notice, plan and placement for the licensed property manager, who decides what issues.
Reconcile the balance to the ledger of record at send time, net of payments in flight, credits and assistance received.
02
Reconcile the tenant's time zone, grace period and fee cap before composing, and hold the message if one is unresolved.
Reason
03
Send under Reg F conduct rules whether or not the FDCPA reaches the collecting entity, since state law often does.
04
Send the §1006.34 validation content and the no-cost opt-out route inside the artifact itself.
05
Send only inside the 8am–9pm window local to the tenant, and against the per-debt counter, not the campaign schedule.
Decide
06
Send arrears content to the named tenant on the debt, resolved from the lease record, not the contact list.
07
Acknowledge a dispute, opt-out, counsel or bankruptcy signal, suppress the account and hand it to the property manager.
Out
08
Retain the balance basis, the message sent, the attempt counters and the suppression state against the account.
09
Execute write actions only inside the approval boundaries agreed during implementation.
→Product statement
Coverage turns on who collects, whether collection is the purpose, and when the account was placed — so Reg F conduct rules run either way, and the licensed property manager decides what issues.
Example workflow
One arrears account, ledger to send
AgentHuman
1Delinquency signal receivedLedger balance, payment rails, assistance status or a tenant reply
2Position reconciledPayments in flight, credits, assistance received or pending, and the jurisdiction's fee rules
3Message composedBalance basis, channel, validation content and confidence
4Controls appliedSuppression checks, local-window and frequency checks, addressing checks and confidence threshold
No human action required
Stages 1 to 4 run unaided and none of them sends — a transmitted message cannot be recalled, so the manager's lane opens at the confidence gate.
5DecisionSplits at the confidence threshold
High confidence
Goes to the property manager to approve.
Low confidence
Adds a compliance read first.
Manager approval
The message is held with its balance basis, its checks and the confidence.
Approve · Amend · Refer to counsel
Approved — released to send▼
6Ledger and contact log updatedOnly where write access and approval policy allow it
7Outcome evaluatedContact-rule outcomes, disputes raised, corrections issued and payment outcomes
Amendments
Every manager amendment is counted in the evaluation.
What should not run autonomously
Human approval stays in control
Outside the boundary — human approval required8 items
Stating, implying or scheduling an eviction.
Serving or drafting a pay-or-quit or termination notice.
Agreeing or executing a payment plan or forbearance.
Assessing, waiving or quoting a late fee.
Automation boundaryAgent acts unaided
✓Send a pre-due-date reminder reconciled to the ledger at send time.
✓Deliver a receipt from the ledger of record.
✓Provide the payment-portal link and methods.
✓Acknowledge a dispute or opt-out and hand it to the named human.
Placement after default ends the manager's exemption; the boundary itself does not move with coverage.
Furnishing a tradeline to a consumer reporting agency.
Placing, recalling or settling an account with an agency.
Responding substantively to a dispute or verification request.
Communicating with anyone other than the named tenant.
Example output
One arrears message, annotated
Everything the agent composes is attached to the ledger it was read from.
Outreach output · single accountIllustrative example
Account
Composed line
Stated balance
Basis of record
Confidence
Send window
Two-bed, occupied
Balance past the grace period, reconciled after the portal payment
$1,480.00
Ledger of record
91%
Tenant local, resolved
As receivedTaken from the ledger of record and the payment rails — nothing on this side is composed by the agent.
Balance evidenceLedger of recordAssistance disbursementJurisdiction fee rules
Why this amountIt is the ledger balance net of the assistance disbursed — the figure the manager weighs.
ActionApproveAmendRefer to counsel
What the score decidesBelow the configured threshold the message takes a compliance read before the manager.
Value
Where AI adds value
The same four claims, placed at the point in the workflow where each one applies.
Where the value landsValue 01 – 04
Every arrears accountFrom the ledger of record
03Outreach
Compose from the ledger
Draw on the balance of record, the payment rails and the conduct rules set for the collecting entity.
01Approved path
Stop the avoidable dunning errors
Routine pre-due reminders and receipts arrive already reconciled.
02Human review
Send review to the exposed accounts
Suppression hits, capped-fee states and disputed balances are marked, so the manager's read starts where a correction is hardest.
04Build an evidence trail
Every message, the ledger it quoted and the counters behind it stay attached to the tenancy.
Integrations
Typical integrations
Five system groups connect to the same agent. Which of them are in scope is decided in discovery.
The non-compliant contact rate reads acceptably in aggregate while tenants with assistance in flight absorb most of the breaches. Nestack reports the rate by slice, not only in total.
Slice performance — reported separately, not only in aggregateIllustrative example
Slice
Failure rate
Lift
Lift vs. threshold
Status
Pending rental assistance
4.8%
2.8×
Review
Disputed, opted-out or represented
3.6%
2.1×
Review
Capped-fee and other time zones
2.4%
1.4×
Watch
Placed post-move-out balances
1.2%
0.7×
Normal
Bar: non-compliant-contact-rate lift vs. the all-tenant baseline · scale 0–4.0× · tick marks the 2.0× review threshold2 of 4 slices over threshold
Evidence-linked improvement
Nothing closes without a regression case
A sent message cannot be recalled, and if the balance was wrong the correction is a separate path — so a cycle closes only once a regression case exists.
Improvement cycle · five stagesSwitchback — the path turns at Improve and returns at Learn
01Detect
Non-compliant contact rate rises in a cohort.
02Diagnose
First the sent message is read against the ledger it quoted, then the counters behind it, until one cause remains.
03Improve
The correction is version-stamped, and any furnished tradeline is corrected on its own FCRA timeline.
04Verify
The affected regression cases re-run, and a fail holds the release.
05Learn
The case becomes a standing test and a line in the suppression rules.
Learn → DetectThe return edge. Each pass leaves the suite one case longer than the last.
Typical build scope
Twelve workstreams across six weeks
The build scope read against the delivery timeline. Week structure follows the six-week plan — discovery, sources, outreach workflow, evaluation, integration, then production validation and handover.
WorkstreamWeek 1Week 2Week 3Week 4Week 5Week 6
01Arrears workflow discovery and boundary definition.
02Ledger, payment-rail and agency assessment.
03Jurisdiction fee, grace-period and window mapping.
04Balance reconciliation and ledger ingestion.
05Message composition and balance binding.
06Confidence scoring and review routing.
07Property-manager approval workflow.
08Ledger and payment-rail integration.
09Regression suite and failure-mode cases.
10Suppression, frequency and window guardrails.
11Trace instrumentation and contact logging.
12Deployment, documentation and Agent Care handover.
12 workstreams · 6 weeks · bar shows the weeks a workstream is active — several run in parallelFinal scope and sequence confirmed in discovery
Engagement tiers
What each tier includes
Rows are the capabilities named in each tier's scope. Higher tiers include everything below them.
Capability✓ in scope · — not at this tierPilotOne property, one ledgerProductionProduction ledger and railsAdvancedMulti-entity portfolios
Introduced at Pilot
Outreach from your ledger and rules✓✓✓
Property-manager approval✓✓✓
Contact-compliance baseline✓✓✓
Introduced at Production
Arrears cohort reporting—✓✓
Approval workflow in your systems—✓✓
Approved contact write-back—✓✓
Contact-log retention—✓✓
Introduced at Advanced
Multi-state fee and grace rules——✓
Multi-stage owner approvals——✓
High portfolio volume——✓
Enterprise collections controls——✓
Build priceFrom $5,000From $8,000Custom quote
Final build priceConfirmed after discovery based on integrations, workflow complexity, transaction volume, approval controls and deployment requirements.
Separate from buildBuild pricing is separate from recurring Agent Care, which covers managed monitoring, evaluations, incidents and verified improvements after launch.
What we need from you
What you bring, and what we build with it
Each input maps to a piece of build scope and a week in the delivery timeline.
You bringWe build with it
01Your tenant ledger and arrears statuses→Balance reconciliation and suppression-state mappingWeek 1
02Representative arrears messages you send today→Composition baseline and balance-basis bindingWeek 2
03Your fee, grace-period and contact-window rules→Jurisdiction rule mapping and automation-boundary definitionWeek 1
04Access to relevant APIs, feeds or exports→Ledger, payment-rail and agency assessment, then integration setupWeek 2
05Accounts where an outreach message went wrong→Regression suite, failure-mode cases and correction testsWeek 4
06Your approval thresholds and send boundaries→Confidence scoring, suppression logic, guardrails and approval controlsWeek 3
07Named property managers to approve messages→Approval workflow, then pilot and production validationWeeks 5–6
Nothing else is requiredDeployment, documentation and Agent Care handover are ours.
Delivery timeline
Four phases across six weeks
Each bar covers the weeks its work actually occupies. Week 5 carries evaluation and the pilot at once.
PhaseW1W2W3W4W5W6
DiscoveryW1
BuildW2 – W3
EvaluateW4 – W5
Pilot & LaunchW5 – W6
Week focusW1Arrears workflow discovery, jurisdiction mapping and the automation boundaryW2Ledger and payment-rail integration, and the composition baselineW3Outreach workflow, suppression logic and approval controlsW4Evaluation suite, contact-rule checks and failure-mode testingW5Agency and reporting integration, pilot accounts and targeted correctionsW6A full arrears cycle sent under manager sign-off, then handover
Reading the bandBars are drawn only over the weeks their work is named in. The week 5 overlap is real, not padding.
At the end of W6Sign-off on the pilot, then continuous monitoring under Agent Care.
DurationSix-week plan shown · typical delivery 4–6 weeks depending on scope confirmed in discovery.
Next step · Real Estate AI agent
Build a rent-collection agent around your ledger of record.
Show us your ledger, your fee rules and who signs off. Could you show, for any message sent last month, the balance it quoted and the rule it ran under? We'll set the automation boundary around that.
