Jake HellerMay 5, 2026
Summarize Property Reports with NotebookLM 🎧
Summarize Property Reports with NotebookLM 🎧
Jake Heller
Learn how property managers and real estate owners can use NotebookLM to create audio summaries of various property reports, like aged receivables, budget variance, and rent rolls. This feature allows for easy listening of property updates on the go, saving time compared to deep-diving into spreadsheets.
Summarize Property Reports with NotebookLM 🎧
Jake Heller
Learn how property managers and real estate owners can use NotebookLM to create audio summaries of various property reports, like aged receivables, budget variance, and rent rolls. This feature allows for easy listening of property updates on the go, saving time compared to deep-diving into spreadsheets.
Chapters
00:00
Relevant Use Case
Introduction to the use case for property managers and asset managers.
00:10
Audio Overview with Notebook LM
00:55
Property Reports Overview
01:32
Property Details and File Types
Transcript
00:00
Alright guys, if you're a property manager, asset manager, or you own real estate, this is a really, really relevant, use case for you here.
00:07
what I'm going to show you is how we're going to take a bunch of different reports for a particular property and use Notebook LM to, to create an audio overview for you, which is going to summarize everything.
00:24
And it's, it's very nice because you can listen to it on your way to work.
00:29
You could listen to it while you're on a walk.
00:32
it's a lot easier to listen to it than actually just getting really granular, and in deep with the spreadsheets and the actual file.
00:41
So what I'm going to show you here is we have a bunch of different documents.
00:45
Okay, There's a ton, we have an aged receivable report.
00:49
We have a budget variance report.
00:51
we got cap X tracker here.
00:55
Lease expiration report, maintenance log, occupancy report.
00:59
Okay, here's a piano.
01:01
Bada bing, bada boom.
01:02
And then our rent okay.
01:03
And it's a 50 unit apartment building in LA.
01:06
You see here we have Excel, versions of this as well.
01:09
Lot cleaner in Excel.
01:10
but Notebook LM take Excel files.
01:14
So this is, important.
01:15
Okay.
01:16
it takes PDFs, okay.
01:17
So you'll want to convert all that to PDFs, but let's jump into it.
01:21
Okay, I'm going to drag and drop all of our files here.
01:24
Okay, there's one, two.
01:26
Wonder if I could.
01:27
Yeah, there's probably a way easier way of doing this here.
01:29
yeah.
01:30
so, okay, let's just grab all of them.
01:33
I already did a couple.
01:34
That's a lot easier.
01:35
And it looks like there's a couple of duplicates, but that is okay.
01:41
All right, so let's let those load up.
01:42
We'll come back when those are ready.
01:44
It should just take a minute or so.
01:47
All right, so all our files are loaded up here.
01:50
And let's just get rid of, two duplicates.
01:53
remove and remove.
01:54
Really straightforward stuff.
01:55
Now remember, Notebook LM is a Google product.
01:59
It's incredibly powerful.
02:00
You can communicate with your files.
02:03
Okay.
02:04
The same way you use Chat, GBT and Claude, you can communicate with your files.
02:07
So, there's a little summary here, but you could say something like, what do all of our files mean?
02:14
And it's connected to Gemini, but I do just want to focus on the actual, task at hand here.
02:21
And that's to Create Audio Overview.
02:23
So, on the right side here, you'll notice there's a bunch of buttons.
02:26
Audio overview.
02:27
You can create a slide deck, a video overview, mind map, reports, flashcards, quiz, infographic data table, you name it.
02:34
You can see just an answer to our question right there.
02:36
we're going to focus on the audio overview.
02:37
And now there's a bit of customization here, which is pretty good.
02:41
Okay, we could do a Deep Dive, which is a lively conversation between two hosts, unpacking and connecting topics in your sources.
02:48
Now it's fun, it's engaging, pretty interesting stuff.
02:51
We could also do a brief here, a bite sized overview to help you grasp the core ideas from your sources.
02:57
We could do critique, an expert review of your sources, offering constructive feedback to help you improve your material and then a debate.
03:04
Let's select Deep Dive for now.
03:06
And I already created a little prompt for us here which I'm just going to drag and drop.
03:11
Okay.
03:12
And the question is, what should the AI host focus on in this episode?
03:16
And what I said is you're summarizing eight monthly property management reports for a multifamily portfolio, rent roll, P and L, blah blah, blah.
03:24
We already talked about that.
03:25
Walk through each report and highlight the key takeaways an asset manager or owner would care about.
03:31
The occupancy trends, the revenue versus budget, the delinquency issues, upcoming lease risk, maintenance red flags and capital spending status.
03:38
Connect the dots between where, between reports where relevant, eg, how vacancy in the rent roll ties to the occupancy report, how maintenance spend ties to the budget variants.
03:49
Keep it practical and actionable.
03:51
What should the owner be paying attention to right now and what decisions need to be made this month.
03:56
So super practical stuff.
03:58
Now we could do short, for length, we could do short, default or long.
04:03
There's different languages as well.
04:04
But I'm going to go ahead and hit generate.
04:06
Okay.
04:07
And so it's going to generate that audio overview.
04:09
It doesn't take that long.
04:10
in the meantime though, I mean you could very easily put together a slide deck as well.
04:14
Let's just put together presenter slides, summarize all of our files.
04:20
we.
04:21
you know what, I'm gonna drag and drop that same prompt.
04:24
Why not generate.
04:25
So we're going to create a deck and we're going to create a full on audio overview.
04:29
and the whole idea is to just take a bunch of information and put it into a format audio and a slide deck which is very easily digestible for your asset Manager or your owner.
04:43
So we're thinking about this from the perspective of a person.
04:46
Property manager in this particular case, or if you don't have one and you manage it yourself, that's fine.
04:49
You're a real estate investor, great.
04:51
but you don't want to dig into all these files.
04:54
So instead you create an audio overview of all the files which you could listen in on your way to work, or while you're on a walk.
05:02
And it's very, just kind of I would describe as high value way of digesting information.
05:09
So let's let that work.
05:10
We'll come back as soon as it's ready.
05:11
All right, so we got our deck done and we got our podcast.
05:17
Call it whatever you want, audio file name it whatever you want.
05:20
let's just start with the deck though, real quick.
05:22
So this is what it created based on our files notebook.
05:25
LM has gotten really, really good at creating decks.
05:29
So I'm excited about it.
05:30
The Palms at Silver Lake March 2026 Asset and Operations overview.
05:35
I know we didn't start this, with the goal of creating a deck, but it's getting really, really good.
05:40
So here's our executive dashboard.
05:42
The revenue bridge.
05:43
Look at this chart that it created.
05:45
I mean this is all AI generated, which is, is pretty remarkable.
05:49
Vacancy and localized bad debt are the sole drivers pulling EGI below initial Q.
05:54
one targets the variance nexus.
05:57
Look at this.
05:58
This is pretty incredible.
05:59
These graphs are insane, isn't it?
06:01
Expiration wave.
06:02
This is what shows our lease expirations on a graph renewal strategy matrix.
06:07
The push to market zone.
06:09
Okay.
06:09
The gentle bump zone.
06:11
The retention zone.
06:12
Interesting.
06:13
And then maintenance hotspots.
06:14
Wow.
06:15
Capex versus OPEX trade off.
06:18
Those are like really detailed charts.
06:20
I honestly would need to like dig in to really understand them.
06:24
And then, March action directives.
06:27
Risk and legal, leasing and revenue.
06:28
preservation.
06:29
Capex approve immediate continuation of eviction for unit 127.
06:33
Mark Scott, execute targeted outreach.
06:35
Okay.
06:36
Anyways, you get the idea.
06:37
The deck generating is getting really good.
06:39
But here is where it's interesting.
06:41
Right now there is an empty utility closet in unit 142 of your building that is currently costing you more money and liability than your three vacant units combined.
06:51
Welcome to your March deep dive.
06:53
So we got this interactive podcast style format here.
06:57
interactive.
06:58
I said that just because I'm clicking here.
07:00
So let's just see.
07:01
Right now there is an empty utility closet in unit 142 of your building that is currently costing you more money and liability Than.
07:08
Than your three vacant units combined.
07:10
Welcome to your March deep dive.
07:12
Yeah, I mean, it sounds super alarming when you frame it exactly that way, but when you actually cross reference the raw data in these property management reports, that utility closet really is the perfect symbol for what is happening across your entire asset.
07:26
Right.
07:26
And that is exactly why we are here today.
07:28
If you're listening to this, you know you are the asset manager, the owner of the Palms at Silver lake.
07:33
You've got 50 units in Los Angeles, and your desk is currently buried under a massive stack of eight different property management reports from March 2026.
07:41
yeah, it's a huge stack.
07:42
It really is.
07:43
We are looking at your year to date and February actuals.
07:45
So you've got the rent roll, the P and L maintenance logs, occupancy reports, budget variances, age receivables, lease expirations, and the CAPEX tracker, which is just a mountain to.
07:57
Can we just acknowledge how awesome this is?
07:59
I mean, you have two hosts who are, are fun, engaging, interactive, talking about all of the property level, reports you have for this 50 unit asset.
08:10
So very easy to just be on your drive to the office or wherever else and just absorb this information.
08:17
so we'll continue listening to just for a moment here.
08:19
It's insane data.
08:21
And the danger with a mountain of data is that it's very easy to look at the high level summary and think, you know, everything is fine.
08:27
Sure.
08:27
Because on the surface, it kind of looks fine.
08:29
Exactly.
08:30
Your effective gross income, like the actual cash hitting the bank after accounting for vacancies and missed rent, is seemingly chugging along.
08:36
The checks are generally clearing.
08:38
Okay, let's unpack this.
08:39
Our mission today isn't to just read those spreadsheets back to you like a table of contents.
08:43
I mean, you already know how to read a P and L.
08:45
Right?
08:45
Our goal is to cut right through the noise, connect the dots across these eight different reports and give you the exact actionable insights you need to make critical decisions this month.
08:54
Because when we actually synthesize this data, you have revenue leaking through vacancy, hidden maintenance overages that the summary doesn't properly explain.
09:02
And this is a big one.
09:03
A massive wave of lease expirations coming right at you.
09:06
Yeah, it's a lot.
09:07
So if we want to understand the immediate hits to your cash flow, we have to start with the top line, Right?
09:12
Where exactly is the revenue leaking out of this building?
09:15
Well, if we pull up your occupancy report and cross reference it with the budget variance, we see your Vacancy is sitting at.
09:21
Pretty remarkable.
09:23
you can download this file, you could view that prompt.
09:25
super, super awesome use case here.
09:28
And I think with this use case from a property manager's perspective and presenting to your asset manager or even the owner of the building, that's great.
09:38
There's endless other use cases, for this as well.
09:42
I mean, it's really, really cool to be able to do that.
09:46
I think it's, it's definitely valuable for me.
09:48
I mean being in the car 20 minutes on the way to the office every single morning, having that type of an engaging conversation around my asset, I think, really powerful.
10:00
I mean I, I really, really think so.
10:02
I'm a huge podcast guy when, when I'm, when I'm in the car and having something like that I think is awesome.
10:09
So notebook lm, getting really, really good.
10:12
The customization is getting really, really good.
10:14
I showed you guys the deck as well.
10:16
so it's getting a lot better.
10:18
I'm excited to see it continue to develop.
10:21
if you're a property asset manager owner, this is incredibly powerful.
10:27
I think, you know, if you're if you include some images in here as well, there could be some, some insight from that you could add.
10:34
But I think if you're a developer, a contractor, really any position in commercial real estate, there's a use case for you here.
10:42
so super powerful.
10:43
Definitely go and check it out and hope you guys enjoyed.