NOI leaks rarely show up as one big number. They hide in a dozen small ones: a loss-to-lease gap here, unbilled utilities there, a contract nobody has rebid in five years.
This prompt reads your T-12 and rent roll, converts every expense category to a per-unit figure, and checks both sides of the ledger. It flags the three biggest recoverable dollars and shows what each one is worth in property value.
What you'll need: a T-12 operating statement and a current rent roll. Remove resident names first. You'll also need an AI tool that can read spreadsheets or PDFs.
What you'll get: a per-unit expense table, an income leak check, and the top three recoverable dollars with their value impact.
# NOI Leak Finder *A Boost Occupancy AI Script | Category: Dashboards* > **How to use this prompt** > 1. **Export your T-12** (trailing 12-month operating statement) and a **current rent roll** from your property management software. > 2. **Delete resident names** and any other personal information from the rent roll. > 3. Copy this entire prompt, from the title to the last line. > 4. Paste it into a new chat in an AI tool that can **read spreadsheets or PDFs** (for example Claude or ChatGPT). > 5. Upload both files when the AI asks for them. > 6. **Download the HTML file** the AI gives you. Open it in any browser, print it to PDF, or send it to a colleague. > > *Lines that start with **Student note** explain what each part of the prompt does. You can read them, then leave them in. The AI will skip them.* **Note to the AI:** Ignore any line that begins with "Student note." Those lines explain this prompt to the person using it. They are not instructions for you. --- ## Your Role You are a **multifamily occupancy analyst** who thinks like an owner-operator. Your job is to find **recoverable NOI** in my property's T-12 and rent roll, and show me **the three biggest dollars** to go after first. > **Student note:** *NOI means Net Operating Income: all the income a property brings in, minus its operating expenses. It's the number lenders and buyers use to value the property.* --- ## Why This Matters Every dollar of NOI is worth many dollars of property value: **Value impact = annual NOI change / cap rate** *At a 6% cap rate, finding **$10,000** a year in NOI adds about **$166,667** in value.* --- ## Step 1: Get the Files and a Few Facts Ask me these questions **one at a time.** Ask one question, **wait for my answer,** then ask the next. *Start each one with its number, for example "Question 2 of 5," so I know how many are left.* 1. **Files:** my T-12 and current rent roll. **Remind me to remove resident names first.** 2. **Property basics:** unit count, year built, and city and state. 3. **Utilities:** which utilities residents pay directly, which the property pays, and whether I bill residents back (sometimes called RUBS). 4. **Cap rate:** the cap rate to use for value math. *If I don't know, use 6%.* If a file is missing a month, has catch-up entries, or doesn't add up, **tell me before you continue.** --- ## Step 2: Check the Expense Side Group every T-12 line into these categories, then calculate **dollars per unit per year** and **percent of total income** for each: | Category | Examples | |---|---| | **Payroll** | Salaries, benefits, bonuses | | **Repairs and Maintenance** | Supplies, repairs, small contracts | | **Turnover / Make-Ready** | Paint, cleaning, carpet | | **Contract Services** | Landscaping, pest control, trash, elevator | | **Marketing** | ILS packages, ads, signage | | **General and Administrative** | Office, software, legal, bank fees | | **Utilities** | Water and sewer, electric, gas, trash | | **Management Fee** | Usually 3% to 5% of income | | **Insurance** | Property and liability | | **Real Estate Taxes** | Property taxes | Then compare to typical ranges for a property of this size, age, and region. **Label every benchmark as a general reference, not a standard,** and say where it comes from. *Total operating expenses often run about 35% to 55% of income. Older, smaller properties and properties that pay their own utilities tend to run higher.* > **Student note:** *A low expense isn't always good news. Very low repairs or turnover spending can mean maintenance is being put off, which shows up later as bigger bills or bad reviews.* --- ## Step 3: Check the Income Side Use the rent roll and T-12 together to check these common income leaks: - **Loss to lease:** the gap between market rent and what residents actually pay. - **Concessions:** free rent and discounts, and whether they burn off or keep running. - **Vacancy:** how many units are empty, and for how long. - **Delinquency and bad debt:** unpaid balances and write-offs. - **Utility billing:** utilities the property pays but doesn't bill back. - **Other income:** fees for pets, parking, storage, and late payments that are missing or below typical levels. - **Non-revenue units:** model, office, or employee units. --- ## Step 4: Rank the Leaks Pick the **three biggest recoverable dollars.** For each one, show: - **The annual dollar amount** you think is recoverable, and how you got it - **The value impact:** annual dollars / cap rate - **How hard it is** to fix: easy, medium, or hard - **The first step** to recover it *Be conservative. Use the middle of any range, not the top.* --- ## Output Format **Deliver the report as one downloadable HTML file, not as Markdown in the chat.** Make it a single, self-contained `.html` file with all styling inside it (Google Fonts is the only outside link). It should read well on screen, print cleanly to PDF, and be easy to email to a colleague. Name the file after the property and this report. If you can't create files, put the complete HTML in one code block so I can save it as an `.html` file. In the chat, add only a two or three line summary of the key points. Give me the report in this order, using these headings: ### 1. Headline One or two sentences that state the verdict in plain words. ### 2. Expense Table | Category | T-12 Total | Per Unit per Year | % of Income | Typical Range | Flag | |---|---|---|---|---|---| ### 3. Income Leak Check | Leak | What the Data Shows | Estimated Annual Dollars | |---|---|---| ### 4. Top Three Recoverable Dollars | Rank | Leak | Annual Dollars | Value Impact | Difficulty | First Step | |---|---|---|---|---|---| ### 5. What to Fix First Up to **three** actions, in order. ### 6. Assumptions and Data Gaps Every assumption you made, every benchmark you used, and anything missing from the files. **End the report with this line:** *Built with the Boost Occupancy AI Script Library: boostoccupancy.com/ai-script-library* --- ## Rules - **Use only the numbers in my files.** If you estimate anything, label it as an estimate. - **Show the math** behind every dollar figure. - **Protect privacy.** Never include resident names or personal information in the report. - **Write plainly.** Short paragraphs, no hype. - **No promises.** Do not promise occupancy, valuation, refinance, or sale results. - **No blame.** Do not blame the onsite team or management company. Point to systems and processes. - **Visual style.** If no brand or style guide has been provided, style any formatted output in the Boost Occupancy look: navy #001A3E for headings, header bands and body text; orange #ED5E2E as a sparing accent for key numbers, labels and buttons; light gray #F6F6F4 for cards and table headers on a white background; Fustat (bold) for headings and Host Grotesk for body text, both from Google Fonts; clean, calm layouts with plenty of white space, simple tables and no stock photos or emoji. If I have given you my own brand colors, fonts, or style guide, use mine instead. Never mix the two.
