Building Passport — AI Document Classification for Property Management
We replaced Building Passport's 15-minute manual filing process with AI that classifies and files documents in under 30 seconds — and finds any document instantly.
Industry: Property Management
Summary
Building Passport was spending an average of 15 minutes per document on manual classification and filing — permits, certificates, inspection reports, and plans scattered across email, shared drives, and physical archives. We built an AI platform that automatically reads, classifies, and indexes documents as they arrive. The system achieves over 94% classification accuracy and makes the entire archive searchable by meaning in under a second.
Results
- Filing Time: <30s
- AI Accuracy: 94%+
- Search Speed: <1s
- Mobile Adoption: 70%
Highlights
- Filing time: from 15 minutes to under 30 seconds
- Over 94% automatic classification accuracy
- Semantic search across the full document library
- 70% mobile adoption for field inspections
- Automatic tracking of expiring permits and certificates
The Problem
Building Passport managed thousands of properties, each generating a steady stream of documents — building permits, energy certificates, inspection reports, architectural plans. Each document had to be manually read, classified, and filed. Finding a specific document meant searching through folders and trying different keywords. Expiring permits and certificates were tracked in spreadsheets that were always slightly out of date.
Our Solution
We built a platform with three core capabilities. First, AI automatically classifies incoming documents into 30+ categories by understanding both text content and visual layout. Second, semantic search lets property managers find documents by describing what they're looking for in plain language. Third, the system integrates with existing document storage, so adoption didn't require changing workflows.
A mobile app allows field inspectors to photograph documents on-site for instant classification. The system also monitors document expiry dates and sends automatic alerts.
The Outcome
Document filing dropped from 15 minutes to under 30 seconds. The AI achieves over 94% classification accuracy and improves over time. Property managers find any document in seconds through semantic search. 70% of field inspections now use the mobile app. Expiring permits are tracked automatically, eliminating the spreadsheet process entirely.
We built an AI-powered document management platform for Building Passport, automating classification, filing, and search across tens of thousands of property documents.
Tech Stack
Python, AWS, Terraform, React, React Native, PostgreSQL