Kolena AI Agent
Multifamily Capital-Investment Capture
Turn an engineering property-condition or reserve study into a clean, validated capital plan - every component, its useful life, and its immediate vs. Year 1-10 cost.
Impact
Manual line-by-line transcription of anticipated capital expenditures from lengthy engineering reports compressed toward one structured, validated capital plan per property
per report
Volume fit
Works best for
owners and investment managers capturing capital needs across a portfolio of properties, each with its own multi-page condition report
Too small for
a one-off review of a single property's report
Typical inputs
Documents
- Property-condition assessment (PCA) report
- Physical needs assessment / capital needs assessment
- Reserve fund study
- Engineering building-condition report
Systems
- Google Drive or SharePoint
- Asset-management or capital-planning system
Output
A structured capital plan - study summary, property identification, condition rating, a full component line-item table (useful life, remaining useful life, replacement cost, immediate and Year 1-10 costs), an immediate-repairs / life-safety view, a funding-adequacy summary, and validation flags
Delivered to
- Capital plan / reserve model
- Annual capital budget
- Acquisition diligence file
- Asset-management system
What it extracts
· 7 fields
- Form
Assessment Summary
The study-level spine - report type and date, assessor discipline, projection period, unit count and building area, cost threshold, and the immediate and Year 1-10 cost totals - so a planner can orient before reading the component detail.
- Form
Property Identification
The asset the report covers - address, internal property code(s), mapping group, type, year built, and building count - the identification that keys the capital plan to the right asset record.
- Classification
Overall Property Condition
A single condition/priority rating for the property, escalated to Critical whenever a life-safety hazard or building/fire-code deficiency is present, for triage and portfolio roll-up.
- Table
Capital Expenditure Line Items
The heart of the report - every component captured with its system, condition, capital-vs-operating category, useful life, effective age, remaining useful life, quantity and unit cost, immediate cost, Year 1-10 schedule, and component total, including below-threshold and O&M rows.
- Table
Immediate Repairs and Life-Safety Items
The ASTM E2018 immediate-repairs view - components needing near-term action, life-safety and building/fire-code deficiencies, and the probable cost to correct each - so urgent spend is not buried in the long-term schedule.
- Form
Reserve Funding Adequacy
The funding picture - thresholds, immediate and projected totals, the peak spending year, and capital need per unit and per square foot - with an honest read of adequacy against any reserve balance the report states.
- Table
Extraction Validation and Exceptions
The quality-control pass a reserve analyst runs - remaining-useful-life math, component footing, report-total reconciliation, cost-threshold consistency, capital-vs-operating classification, completeness, and per-unit/per-SF sanity - each flagged Pass, Fail, or Review.
Prerequisites
- Your property code / asset-record mapping
- The property's unit count and gross building area (for per-unit and per-SF figures)
- Any owner-held reserve balance, if funding adequacy is to be judged
Human review
An asset manager or capital-planning analyst reviews the flagged validation exceptions - remaining-useful-life math, component footing, report-total reconciliation, cost-threshold consistency, and capital-vs-operating classification - and the immediate / life-safety items before the capital plan is trusted and rolled into the budget.
Where it fits
Capital planning and reserve-study capture for multifamily assets
A third-party engineering or architectural firm delivers a property-condition assessment (PCA), physical/capital needs assessment, or reserve fund study - typically a long PDF with an anticipated-expenditure summary table - for an owned or diligenced property
This step
Capital-investment line-item capture and validation
After
Who uses it
Grounded in
- ASTM E2018-15 Standard Guide for Property Condition Assessments: Baseline Property Condition Assessment Processverified as of 2026-07-22
- CAI National Reserve Study Standards (Community Associations Institute) reserve-study terminologyverified as of 2026-07-22
- Fannie Mae Physical Needs Assessment (PNA), Freddie Mac Property Condition Report, and HUD Capital Needs Assessment (CNA e-Tool) program frameworksverified as of 2026-07-22
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See Multifamily Capital-Investment Capture on your documents
We'll run it against a file of yours and walk through every cited field.