Guided intake — Trailpoint

A. The business

Fills report pages 1 to 3: who you are, scale, and the growth number we score against.

A0 Your name

A0 Work email

A0 Phone

A1 Company name

A2 City / state

A3 What does the business do? One or two sentences, your words.

Used nearly verbatim in the report

A4 Roughly, annual revenue.

A5 Team size and roles.

A6 What's the growth goal for the next 12 to 24 months, as a number?

doors, jobs, clients, revenue, whatever you steer by

A7 Which describes the business best?

Routes the segment block below

A7_other If none of these, what do you do? (optional)

B. The stack

Fills pages 3 and 8: tools you pay for, where truth lives, and any AI already in use.

B1 Software the business pays for today.

B2 Anything you're evaluating or planning to adopt? (optional)

B3 Where does the real data live? Check all that apply.

the management system QuickBooks / accounting spreadsheets email threads paper / whiteboard one person's memory

B4 Any AI in use today? What, and for what?

"none" allowed

C. The work

Fills pages 3 to 5: the workflows that become ranked opportunities.

C1 List the recurring chunks of work that eat the most time. Aim for 5 to 10. (minimum 3)

C2 What happens to work that arrives after hours or when the usual person is out?

C3 If one task vanished tomorrow, which one frees the most time?

C4 What information gets re-typed or copy-pasted between systems most often?

D. The money

Fills pages 9 and 11: wage, owner time, unit revenue, known leaks. We use these for dollar estimates.

D1 Typical hourly wage for the admin / coordinator roles in A5.

we add about 30% for taxes and benefits to get loaded cost, or give us the loaded number directly

D2 What's an hour of YOUR time worth? Your number, not a formula.

D3 The one revenue number that matters per unit of work.

Your unit value

D4 Any leak you already know has a number on it?

unbilled work, missed calls, quotes that go stale, deposits refunded late. A guess is fine, we'll test it

E. Rules of the game

Fills pages 6 to 8 and 10: guardrails copied onto every build recommendation.

E1 What should a human ALWAYS approve, no matter how good automation gets?

E2 Any data AI must not touch or see?

E3 Who inside the company would own these systems day to day?

role or name

E4 Budget appetite for fixes this year, honestly.

E5 Timing constraints: seasonality, busy months, anything that makes a bad rollout window.

F. Contradiction detectors

Fills pages 2 and 3: what already failed, and what your busiest admin would say.

F1 What have you already tried, software or AI, that didn't stick? Why, in your view?

F2 If we asked your busiest admin person what the worst part of their week is, what would THEY say?

G3. Property manager

Fills property-manager rows: doors, work orders, turns, residents, owners. We use resident, never tenant.

G3.1_doors Doors under management

G3.1 Mix (approx counts)

single-family small multifamily large multifamily commercial

G3.2 How do maintenance requests arrive? (check + rough %)

G3.3_who Who reads and triages every request?

G3.3_week Roughly how many requests arrive per week?

G3.4 Over your last 12 turns, average days from move-out to rent-ready.

"no idea" allowed

G3.5 Biggest cause of delay in a turn

G3.5_explain Explain (optional)

G3.6_count Vendor invoices per month

G3.6_avg Average invoice amount

G3.6_who Who checks them line by line against the work order?

G3.7 The five questions residents ask most (their wording).

G3.8_owners How many owners?

G3.8_hours How long does the monthly pull take (hours)?

G3.8_systems From how many systems?

G3.9 What is the one thing you would never let software send to a resident without a person reading it first?

Your answers become pages 2 to 4 of your roadmap

Got it.