Field Ops, Audits and Accounting
Store audits scored, signed and closed on evidence.
A district manager walks the store and talks. Verillum AI transcribes the walkthrough and drafts the rubric answers, the auditor confirms each one, and the score follows. Every task, document and invoice lands on the store it belongs to.
At a glance
- Verillum AI Property Audits scores a store visit from a recorded voice walkthrough, using a rubric each company sets.
- In Verillum AI, an AI-drafted audit answer counts toward the score only after the auditor confirms it.
- An audit that scores below 60 in Verillum AI becomes a write-up: a 30-day plan both parties sign, with tasks that close on filed evidence.
- Once a month is closed in Verillum AI Accounting, the database refuses changes to the amounts, coding and status of its invoices until an org admin reopens it.
- Verillum AI reads an uploaded invoice into a draft, and nothing is saved until a person confirms it.
The visit, from voice to score
Record the walkthrough on a phone as you go. Verillum AI transcribes it and drafts rubric answers, findings and repairs, each marked as a suggestion. The auditor confirms or changes each one, and the score is computed on the server from confirmed answers only.
The rubric scores only what the manager controls. A failed door is recorded as an observation, never a point lost.
Write-ups that finish
Below 60, the visit becomes a write-up with a 30-day plan. The store manager signs from their own account, and a refusal or waiver needs a reason. Each plan task closes only on the evidence it calls for: a photo, a note or both.
Finalizing freezes the score, the answers and the photos, and turns the findings and repairs into tasks for the store.
What needs you today
Field Ops opens on one roster of stores, led by exceptions: overdue tasks, unpaid invoices, owner report entries still owed, and stores behind on reporting. Pick a store and everything about it sits in one hub: tasks, audits, invoices, vendors and documents.
Documents that file themselves
Upload any document to a store. Verillum AI files it by its name or its first page, under the month it is about rather than the day it arrived, and shows where it landed so a wrong call takes one change to fix. An uploaded invoice is read into a draft for a person to confirm.
A month close that holds
Accounting reads the same invoices Field Ops captures. A bookkeeper codes them, approves and pays them, and submits the month for review; an org admin closes it. A closed month stays closed: the database refuses changes until it is reopened, and the reopen is on the record.
The 1099 run and the chart of accounts live on the same desk.
Questions
Does the AI score the audit?
No. AI transcribes the walkthrough and drafts answers, marked as suggestions. Only answers the auditor confirms count, the score is computed on the server, and an audit cannot be finalized while any suggestion is unconfirmed.
What does the store manager see?
Their latest finished visit, its score, the write-up and its tasks, and any visit waiting on their signature. They do not browse past visits, rubric answers or recordings.
Can we change the audit rubric?
Yes. The rubric lives in your workspace, and an org admin tunes its sections, items and weights without waiting on a release. Audits already scored keep the rubric they were scored on.
Where do tasks come from?
From people, from finalized audits, and from the rent roll. When a rate approved in Verillum AI does not show on the next roll, the store manager gets one task listing each unit to fix, and it closes itself once a later roll shows them right.
Who can approve and pay invoices?
The accounting roles: org admins, district managers, area managers and bookkeepers. A store manager logs a bill but cannot approve or pay it, and an approved or paid invoice is voided, never deleted.
Can a closed month be corrected?
Yes, by reopening it. Only an org admin closes or reopens a month, and the reopen stays on the record. A late bill can still be logged, and it shows on the close screen rather than changing the month quietly.
Related
- Past due and lienTrack every past due self-storage unit from the first late fee to the lien sale, with each step dated, each notice evidenced, and a lien file for counsel.
- Portfolio analyticsSee every self-storage store on one screen: square-foot occupancy, rent income, the work that needs someone, and stores ranked against peers of their size.
- Third-party managersRun stores for several owners from one workspace. Close the month once, send each owner their own report, and rank every store against its peers.
See it against your own portfolio.
Tell us how many stores you run and who reports to whom. We stand up a workspace with your property registry already loaded.