Purchasing Guides / Rental Application Document Checks

Rental Application Document Checks

A guide to buying an AI workflow that checks rental applicants' income documents and flags inconsistencies for your leasing team.

Yearly running cost

Assuming 4,800 applications a year

By hand
$44.8K / year
1,600 hours of work
Hosted service
$18.8K+ / year
This workflow
$438 / year
Machine usage only; setup, hosting and review are extra.
What should it check?

Check uploaded documents, or receive applications directly from your leasing software.

One application includes up to 8 applicant documents and 20 pages.

Your leasing team decides every application. It never approves, denies or contacts an applicant, and a flag is a reason to look again, not a finding of fraud.

What is included

Read pay stubs, bank statements, offer letters and benefit letters, check names, employers, dates and totals across them, check each file for signs of editing, work out income by your rules and list missing documents.

Start with your written screening and income rules, the document types you accept and past applications your team has already checked, including known edited documents. The connected option reads applications from your leasing software and saves the summary back after a person approves it.

How reliable should the document check be?

Set targets for correct income calculations and detecting edited documents without flagging genuine ones.

How these standards are measured

Test on held-out past applications your team has already decided, with known edited documents, genuine documents with unusual layouts, gig and benefit income and missing pages included. Measure edited documents found separately from genuine documents wrongly flagged. A figure without a document and page counts as a failure.

Targets for your selected standard
What is checkedTarget
Income worked out correctlyApplications where the monthly income matches your team's own working under your written rules, within the tolerance you agree, divided by all test applications.≥95%
Edited documents flaggedKnown edited or made-up documents in the test set that are flagged for a person, divided by all known edited documents.≥90%
Genuine documents left unflaggedGenuine documents that are not flagged, divided by all genuine documents in the test set. Unusual but genuine layouts are included on purpose.≥90%
Figures with document and pageEvery income figure and every flag must give the document, page and reason behind it.≥100%

A flag is a reason for your team to look again, not a decision about the applicant. Your leasing team applies your screening policy and makes every decision.

How quickly do you need an application checked?

Choose how quickly the income summary and flags should be ready after an applicant finishes uploading. Your leasing agent's review time is separate.

Timing details

Time from a complete upload to a stored summary, including page reading, file checks, income working, queueing and retries. Confirm upload sizes, peak leasing volume and hardware with your provider.

The target applies to at least 95% of agreed test runs, with 4 in progress at a time.

How much do you want to spend per application?

Set the AI processing budget for checking one application.

Cost details

Includes model calls for page reading, retries and a shared hosting allocation. Screening reports, credit checks, payroll or bank connections, your leasing team's time and the calling agent are separate. Resubmitted documents are another run.

Reference machine cost: $0.14 – 0.24 per application at 400 applications a month. The selected cap is a target to test, not a replacement for this estimate.

Where do you want it to run?

Keep applicant documents in your cloud or on your own server. Choose whether page images may go to an approved AI service.

Data and access details

Runs in a cloud account you control, with access by staff role and access logs.

Page images of the applicant's documents go to the selected external model under agreed retention terms. Confirm this fits your privacy notice and screening policy.

Treat applicant documents as confidential: mask account and identity numbers in logs, keep access by staff role and delete files on your retention schedule. No external calls uses uploaded files and private inference; it cannot use the connected leasing software option.

How do you want to use it?

Choose where you want to use it. You can select more than one.

Anything else your provider should know?

Optional. Your choices are included automatically.

Common questions

Do I need this if our screening service already checks documents?

Not necessarily. If your screening provider's document and income checks fit your rules and volume, keep using them. Buy a workflow when applicant documents must stay in your environment, your income rules are unusual or you want the checks inside your own review page.

Will it approve or deny applicants?

No. It reads documents, works out income and lists flags with reasons. Your leasing team applies your screening policy, decides and sends any notices.

What happens when a genuine document gets flagged?

Your agent sees the reason and the page, checks it and clears the flag. The test set includes unusual but genuine documents so you can see how often this happens before you rely on it.

Can it handle gig, self-employed or benefit income?

Yes, if your written rules say how to count it. Include these cases in the test set; anything the rules do not cover goes to a person instead of a guess.

Can I run it without sending documents to an external AI service?

Yes. Choose no external calls and supply your own hardware. Measure reading quality and running cost during the pilot.

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