Five manual tasks off your team, you stay in control
The five modules
Each card opens the full detail: what we found in your recordings and samples, the options, and what stays with your team.
1Probate lead intake What changesNew cases arrive in the intake Sheet on a schedule, even when someone is out. The team only reviews. RecommendedLicensed probate data feed, plus public rulings for 3 counties Calendar3-7 weeks
Findings from our review of your screen recordings and the court websites, November 2026. To be confirmed during Phase 0.
What we found
- 11 counties, each with its own site and routine. Several recordings date from 2024, and since then San Joaquin's and Contra Costa's portals have been replaced.
- Many court portals use CAPTCHAs or logins, and some terms limit automated access.
- Tentative rulings pages are hearing calendars, so a case can show up there weeks after it was filed.
- After each case, your team looks it up in Realist and Forewarn and fills the Probate Retrieval Form by hand.
Options for the module
1Assisted captureA person still visits the court pages each day, but one click replaces the typing.Simplest
An assistant opens the court page and passes its check, then one click sends the cases to your Sheet, filtered and without duplicates. The daily dependency on a person remains.
2Licensed data feed plus public rulingsNew leads arrive automatically for the covered counties.Recommended
A licensed probate data provider (PropertyRadar) already collects new filings and matches them to the decedent's property. For Napa, Sonoma and Contra Costa, the system reads the courts' public rulings on a schedule. The feed can also return the property and family contacts, replacing the Realist and Forewarn lookups. We confirm this in the trial.
We pick the final approach after a short side-by-side trial against your team's manual process. If coverage falls short, we compare other providers, such as Trellis and UniCourt.
3Direct court-site connection, where allowedNo data subscription, but the most work to build and to keep running.Limited by court rules
The system reads a court site directly only where its terms allow: public pages, or after an assistant logs in, within the court's limits and with its written OK. It is not possible where every search has a CAPTCHA (for example San Francisco and Santa Clara). This option sits at the top of the price range.
County by county
Each county lists every option, so the estimate holds whichever approach is chosen. The recommended option is marked.
01San JoaquineCourt case portal (Journal Technologies), hearing calendarMedium
What we found
- The recording uses the court's old portal, now retired. The court moved to a new eCourt portal (Journal Technologies), so the steps need to be confirmed there.
- A login is required, and the login form has an image CAPTCHA. We do not bypass it.
- The portal terms say "automated data mining … is not permitted". Public users are limited to 45 searches a day.
- The calendar lists hearings, not new filings: the same case shows up many times, and guardianship and conservatorship cases share the calendar.
- After the court step, the assistant checks Realist for the property and fills the printable form in an .xlsx file.
Options
PropertyRadar is expected to collect probate filings from this court and match them to the decedent's property. New leads arrive in the intake Sheet with the property address, relatives and phone numbers, replacing the manual court, Realist and Forewarn steps. No court website is touched. Confirmed in the trial.
An assistant logs in (solving the CAPTCHA), opens the probate calendar and clicks once. The cases on screen are filtered (no guardianship or conservatorship, no duplicates) and sent to the Sheet. This stays within the portal terms because a person drives each search.
After an assistant logs in, the system runs each morning within the daily search limit. When the session expires, the team is asked to log in again. This needs the court's written OK because of the data-mining clause.
Why this county is harder
- The documented process is outdated (portal replaced).
- Login with a CAPTCHA, which we do not bypass.
- Terms limit automated data mining, with 45 searches a day.
- A hearing calendar, not a filings list, so duplicates and case types need filtering.
To confirm
- That the team now uses the new eCourt portal. A fresh short recording would help.
02NapaDaily tentative-rulings PDFs (public Google Drive folder) plus Odyssey case lookupMedium
What we found
- Leads come from the daily tentative-rulings PDF, linked from napa.courts.ca.gov and stored in a public Google Drive folder. The assistant scans it for case numbers with PR.
- Each case is then checked in the Odyssey case portal, whose search shows an "I'm not a robot" reCAPTCHA every time.
- Your team's note says to use a VPN. We checked: the portal does not answer from outside the US, so the system runs in a US region of your Google Cloud.
- The rulings mix probate with civil, conservatorship, minor's compromise and name-change matters. Many PR cases are not leads, and the recording ends with no qualified lead that day.
- PropertyRadar does not cover Napa probate.
- The ruling text usually names the parties, so the case-portal step is needed only when a name is missing.
Options
PropertyRadar does not cover probate filings for Napa.
The assistant opens a case in the Odyssey portal (solving the reCAPTCHA) and clicks once: the case number, type, parties and attorneys go to the intake Sheet.
Every afternoon the system reads the new rulings PDF, keeps only probate estate and trust matters (no conservatorship, guardianship, minor's compromise or name change), and takes the decedent, petitioner and attorney from the ruling text. It then looks up the decedent or trust name as a property owner in this county through PropertyRadar, replacing the manual Realist check, and adds relatives and phone numbers for qualified leads, replacing Forewarn and 411. A person reviews the finished lead.
Why this county is harder
- A daily PDF with many case types needs careful extraction and filtering.
- Matching names to property owners needs a review step when a match is ambiguous.
- The court sites answer only from US networks.
03San FranciscoProbate tentative rulings and case informationHard
What we found
- The probate rulings list (Dept 204, by court date) and the case details sit behind a Google reCAPTCHA. The page says it is there to make sure "a person … and not an automated computer program" views the data.
- Past the CAPTCHA, one page lists all probate matters for a date (about 50): case number, title, examiner, matter and ruling. Case pages show the parties, their roles and the attorneys.
- The site blocks requests from outside the US.
- A direct connection would mean bypassing the CAPTCHA. We do not bypass it.
Options
PropertyRadar is expected to collect probate filings from this court and match them to the decedent's property, with relatives and phone numbers. No court website is touched. Confirmed in the trial.
The assistant passes the CAPTCHA and opens the day's probate rulings. One click captures every estate and trust case on the page (conservatorships excluded), and one click on a case page adds the parties and attorneys.
Direct connection not possible (CAPTCHA on every search); expected via the data feed.
Why this county is harder
- A reCAPTCHA in front of all data, explicitly against automated access.
- Reachable only from US networks.
04SonomaProbate tentative-rulings web pages (weekly) plus Odyssey case lookupEasy
What we found
- Leads come from the Probate Tentative Rulings → Trust web pages, published about once a week (Monday, Thursday or Friday). The page is plain HTML with no login and no CAPTCHA, and the data is current.
- Case details are checked in the Odyssey case portal, whose disclaimer states that it uses reCAPTCHA.
- The portal does not answer from outside the US.
- It is the same portal type as Napa, so the work builds on Napa's.
- PropertyRadar does not cover Sonoma probate.
Options
PropertyRadar does not cover probate filings for Sonoma.
As in Napa: the assistant opens a case (solving the reCAPTCHA) and clicks capture.
The system checks the rulings pages daily, picks up the weekly trust and estate list and takes the names from the ruling text. It looks up the decedent or trust name as a property owner in this county through PropertyRadar, replacing the manual Realist check, and adds relatives and phone numbers for qualified leads, replacing Forewarn and 411. A person reviews the finished lead.
Why this county is harder
- Names from a weekly list need review when the property-owner match is ambiguous.
- The court sites answer only from US networks.
05Santa ClaraPublic case portal: filing-date search by case typeMedium
What we found
- This is the best source of all the counties: the portal's Filing Date Search (up to 5 days) with case type Probate gives a real list of new filings.
- Every search requires an "I'm not a robot" reCAPTCHA. There is no login.
- Case pages show the court number, decedent, petitioner and attorney, which is everything the intake form needs.
- Wills lodged without a petition ("Lodged Will / Codicil") are skipped by your team.
- A direct connection would mean bypassing the CAPTCHA. We do not bypass it.
Options
PropertyRadar is expected to collect probate filings from this court and match them to the decedent's property, with relatives and phone numbers. No court website is touched. Confirmed in the trial.
The assistant runs the filing-date search (solving the CAPTCHA). One click captures all probate cases in the results (lodged wills excluded), and one click per case adds the parties and attorney.
Direct connection not possible (CAPTCHA on every search); expected via the data feed.
Why this county is harder
- A reCAPTCHA on every search.
- Reachable only from US networks.
06San MateoProbate department tentative rulings, as in your listNeeds assessment
Priced after we review your recording. Without it, we cannot see which pages, filters and checks your team uses.
PropertyRadar lists San Mateo probate coverage, so the data feed is likely available. To be confirmed in the trial.
Next step: share the recording, or a 10-minute screen share.
07Contra CostaTentative-rulings PDFs per department plus case lookupMedium
What we found
- Leads come from tentative-rulings PDFs, one per probate department and hearing date (for example, Dept 30 ran to 26 pages). They are published 3-5 court days before the hearing, with no login and no CAPTCHA.
- The assistant looks for "ESTATE OF …" entries, then checks the case in the court's case portal. The portal shown in the recording no longer works. The court now links to two new Smart Search portals, both protected by reCAPTCHA.
- The portal does not answer from outside the US.
- PropertyRadar does not cover Contra Costa probate.
Options
PropertyRadar does not cover probate filings for Contra Costa.
As in Napa: the assistant opens a case and clicks capture.
The system downloads each probate department's new rulings PDF daily. Each entry already contains the case number, petition type, filing date and petitioner ("FILED ON … BY …"). It looks up the decedent or trust name as a property owner in this county through PropertyRadar, replacing the manual Realist check, and adds relatives and phone numbers for qualified leads, replacing Forewarn and 411. A person reviews the finished lead.
Why this county is harder
- Several departments and PDFs per day.
- The case portal from the recording was replaced and now has a reCAPTCHA, so the design avoids it.
- Names matched to property owners need review when ambiguous.
To confirm
- Which departments: 30 only, or also 13 and 38, which appear in the recording?
08SolanoeCourt case portal (Journal Technologies): calendar searchMedium
What we found
- It is the same portal product as San Joaquin: a login with a CAPTCHA on the login form, terms against automated data mining, and 45 cases a day for public users.
- The calendar search runs by date range and case type Probate, and the case search by number shows parties, next events and filings.
- The calendar includes conservatorships, which are excluded.
Options
PropertyRadar is expected to collect probate filings from this court and match them to the decedent's property, with relatives and phone numbers. No court website is touched. Confirmed in the trial.
As in San Joaquin: the assistant logs in, opens the probate calendar, and one click captures the cases.
As in San Joaquin: a scheduled run after a person logs in. This needs the court's written OK.
Why this county is harder
- Login with a CAPTCHA.
- Terms against automated data mining, with 45 cases a day.
09AlamedaCase portal, as in your listNeeds assessment
Priced after we review your recording. Without it, we cannot see which pages, filters and checks your team uses.
Not covered by PropertyRadar. Other providers to be checked.
Next step: share the recording, or a 10-minute screen share.
10MarinProbate tentative-rulings PDF plus eCourt ePortal (Journal Technologies)Medium
What we found
- Leads come from the Probate Tentative Rulings Online PDF (one per calendar date, about 10 pages), which is public with no CAPTCHA. The correct site is marin.courts.ca.gov.
- Details come from the ePortal, the same product as San Joaquin and Solano. It needs a login, with a reCAPTCHA on the login form and a bot check in front. Its terms say "Automated data mining above a Court determined threshold is not an activity that is supported", and the court monitors access per login.
- The ePortal does not answer from outside the US.
Options
PropertyRadar is expected to collect probate filings from this court and match them to the decedent's property, with relatives and phone numbers. No court website is touched. Confirmed in the trial.
The assistant logs in to the ePortal and captures a case with one click.
An alternative to the feed: the system reads each new probate rulings PDF daily, takes the names from the ruling text, looks up the property owner through PropertyRadar and adds relatives and phone numbers. A person reviews the finished lead.
Why this county is harder
- Two sources: a public PDF and a portal with a login.
- The login has a reCAPTCHA, and the terms are against automated data mining.
- The portal answers only from US networks.
11SacramentoeCourt portal (Journal Technologies): Public Reports (Filings) searchMedium
What we found
- A very good source: the portal's Public Reports (Filings) Search lists new filings by case type Probate and filing date, within a 5-day window.
- It is the same portal product as San Joaquin, with a login, a CAPTCHA (a simple math question) and terms against automated data mining.
- The list includes guardianships and conservatorships, which are excluded.
Options
PropertyRadar is expected to collect probate filings from this court and match them to the decedent's property, with relatives and phone numbers. No court website is touched. Confirmed in the trial.
The assistant logs in, opens the filings report and clicks once: all estates and trusts on the list go to the Sheet.
As in San Joaquin: a scheduled run after a person logs in. This needs the court's written OK.
Why this county is harder
- Login with a CAPTCHA.
- Terms against automated data mining.
Expected source per county
| County | Expected source | Status |
|---|---|---|
| San Joaquin, Marin, Sacramento, San Francisco, Santa Clara, Solano | Licensed data feed | Expected coverage, confirmed in the trial |
| Napa, Sonoma, Contra Costa | Public rulings, read on a schedule | Planned, court terms to confirm |
| San Mateo | Likely the data feed | Needs further assessment |
| Alameda | Not covered by PropertyRadar. Other providers to be checked. | Needs further assessment |
Phased rollout. We roll out in steps. Counties covered by the data feed and the public rulings go live first, so your team gets leads before every county is done. Where needed, assisted capture can bridge a county within days.
Optional accuracy check. Each month your assistant spot-checks a few leads against the court site, and the system compares lead counts where two sources exist. Priced in the final estimate.
+Licensed data providers: expected coverageTo be confirmed during the free trial, before committing.
| Provider | Expected coverage | Data |
|---|---|---|
| PropertyRadar (US) | Our 11 counties except Alameda, Contra Costa, Napa and Sonoma. Data since November 2024. | Case number, filing date, court, decedent and petitioner's attorney; the matched property; relatives with contacts; phones and emails on demand. Only cases matched to real estate are shown, which replaces the manual Realist check. Also searchable by owner name (person or trust) in any county, which qualifies the leads from Napa, Sonoma and Contra Costa. |
| Trellis (US) | California state courts; county list on request | Court dockets, parties and documents. Its website terms restrict automated use. |
| UniCourt (US) | To be checked | An alternative if coverage gaps remain. |
To confirm during the trial
- Completeness and delay: one week of feed results compared with each court portal.
- Whether the personal representative or petitioner is visible.
- Whether trust petitions are included, or only estates. Napa and Sonoma leads are mostly trusts.
- Whether guardianship and conservatorship cases are excluded or flagged.
- For Napa, Sonoma and Contra Costa: how often the decedent or trust is found by owner name in the county.
Subscription costs are listed under Pricing, in "Paid by you directly".
+Who does what, output and assumptions
Your team
- Reviews leads in the intake Sheet before any outreach.
- Opens the data provider trial and subscription in your name.
The system
- Pulls new cases on a schedule and removes duplicates.
- Keeps estate and trust matters only.
- Emails your team if a run fails, or if a county goes quiet for several days.
Output
Rows in your master intake Google Sheet, each with a link to its source.
The lead row
Taken from the Probate Retrieval Form in your recordings: court document number, county, date retrieved, file date, court date, decedent name and phone, will or no will, type of probate, the decedent's address, and the name, address and phone of each party (petitioner or personal representative, and attorney).
Assumptions
- Leads are estate and trust matters, as in your recordings. Guardianship, conservatorship, minor's compromise and lodged wills are excluded.
- Realist and people-search lookups stay manual unless the data feed provides that data.
- A person reviews leads in the intake Sheet before any outreach.
- Alameda and San Mateo are priced after review. Yolo is not included unless you add it.
- Independent of Modules 2 to 5. Module 2's hands-free option reuses this module's intake Sheet and data feed.
Questions for this module are under Next steps.
2Date-of-Death report What changesPick comps, upload the PDFs, review the finished report. No retyping. RecommendedFigures read from the MLS and Realist PDFs Calendar1.5-4 weeks
What we found
- The 10-page sample is a Word document saved as PDF. Every field highlighted in yellow is typed by hand today.
- The comp figures are typed twice: they are already on the MLS one-pagers, then copied by hand into pages 3 and 4. The current template shows the risk: pages 3 and 4 still contain San Francisco listings from earlier reports next to the Carmel comps.
- The statistics (low, average and high price, price per square foot, days on market) are simple formulas. No judgment is needed.
- Pages 5 and 6 never change. Pages 7 to 10 are complete Realist and MLS PDFs that can be attached without retyping, and they have readable text.
- The footer email in the letter (mycrealtor.com) differs from the one on your graphics (princetonpacific.com).
- The broker's opinion of value on page 1 is always entered by the broker. The system never computes it.
- The cover letter mentions an "Adjusted Market Analysis", but the sample has no such page.
What the report contains, page by page
| Page | Content | Fields | How it gets filled |
|---|---|---|---|
| 1 | Cover letter to the estate attorney | Attorney name and address, letter date, trust or estate name, subject address, date of death, opinion of value | From the form. The broker always types the opinion of value. |
| 2 | Subject property | Photo and address | Uploaded photo |
| 3 | Market summary | Per comp: status, class, address, original price, sold price, days on market (up to 5 rows) | Filled from the comp data |
| 4 | Comparable statistics and sold properties | Address, list and sold price; count; low, average and high list and sold price; average price per square foot; average days on market | Calculated automatically |
| 5-6 | Determining Value; Importance of Intelligent Pricing | Fixed text | Unchanged |
| 7 | Property details (CoreLogic / Realist) | APN, owner, tax, assessment, characteristics | Inserted as-is from the uploaded PDF |
| 8-10 | Residential Agent One-Page, one per comp | MLS listing sheet | Inserted as-is from the uploaded PDFs |
Options
1Form-driven reportCosts less, but the comp figures are still typed once.Simpler
A form replaces manual editing of the Word file. The comp figures are typed into the form instead of the document (about 6 numbers for each of 3 to 5 comps), and everything else is filled automatically.
Your assistant: pulls comps in the MLS (as today, about 2 minutes), uploads the photo and the Realist and MLS PDFs, and types the comp figures into the form.
The system: generates pages 1 to 7, calculates the statistics, attaches the PDFs, saves the report to Drive and emails it for review.
2Upload the PDFs, figures read automaticallyNo numbers retyped. Anything unclear is flagged.Recommended
This removes the remaining copy-typing and its typos, and gives the most reliable result for the effort.
Your assistant: pulls comps in the MLS, uploads the photo and the Realist and MLS PDFs, and enters the attorney details. The broker enters the opinion of value. No numbers are typed.
The system: everything in option 1, plus the comp figures and subject details are read from the uploaded PDFs and cross-checked. Anything the system cannot read with confidence is flagged, never guessed.
3Hands-free from a Drive folder, linked to Module 1Maximum automation, most useful if Module 1 runs on the data feed. Available once Module 1 is in place.Alternative
Your assistant: drops the MLS PDFs and photo into the lead's Drive folder, and the broker enters the opinion of value. Nothing else.
The system: everything in option 2, plus the report starts automatically when the files arrive. The attorney, trust or decedent, address and date of death are pre-filled from the Module 1 lead, and the property profile page comes from the data feed, so the Realist report is no longer needed.
+Who does what, dependencies and assumptionsThe broker always sets the opinion of value.
What stays manual, by design
- Choosing comps in the MLS (about two minutes).
- The broker's opinion of value.
- The final review before the report is sent.
Output
A PDF report in your Google Drive, plus a review email to your team.
Dependencies
- Options 1 and 2 are independent of Module 1.
- Option 3 uses the Module 1 intake Sheet and data feed. Without Module 1, its pre-fill step is dropped.
Assumptions
- Tens of reports per month at most.
- Comps keep being selected manually in the MLS, as you asked.
- Runs inside your Google Workspace (Docs, Drive) plus a small PDF service in your Google Cloud. Data stays in your accounts.
- AI is used only as a fallback, to read a PDF that has no usable text.
- The template is rebuilt once with the structure of your sample. Visual design is not included.
- A person reviews every report before it is sent.
3Daily portfolio bank updates What changesNo daily bank logins if your banks send alerts. The tracker and email draft are ready for review after lunch. RecommendedBank alert emails, if your banks offer them Calendar1.5-3 weeks
What we found
- The update covers only the majority-owned holdings: 3 assets.
- Today, assistants log in to the banks, take screenshots of the balances, describe the income and expense variances in a chart, and write an update email after lunch.
- Screenshots can be misread and do not show the income and expense lines your chart needs. Alerts, exports and Plaid all give exact figures; they differ in whether the daily login stays and whether income and expense lines are included.
- The daily login still waits on 2FA codes. Your team can ask each bank about a view-only login for the assistant. That stays between you and your bank: neither Techtica nor the system ever logs in to your bank accounts.
- Not received yet: the number of banks and accounts, a redacted sample per bank, a sample update email and chart, and the recipients.
Options
1Bank alert emailsSimplest and lowest cost. No daily logins.Recommended
If your banks send daily balance alerts, the system reads them, updates a tracker Sheet by holding, builds the variance view and drafts the daily email for review. No bank logins and no typing. Balance alerts usually show balances only. Some banks also send an alert for every deposit and withdrawal, which can supply the income and expense lines your chart needs. That depends on your banks, so we confirm it when we know which banks you use.
2PlaidFully automatic, with income and expense detail.Upgrade
Plaid is a US company that gives read-only access to balances and transactions after a one-time login on the bank's own page.
Benefits: no daily logins, exact figures, and income and expense lines.
Risks: Plaid keeps a copy of the data, your account needs Plaid's approval, some banks are unsupported or need periodic reconnection, for some banks Plaid stores the bank login, and there are monthly fees.
Best if you need the income and expense lines with no daily logins, and you are comfortable with a third party holding a copy of the data. Plaid's approval can add time to the calendar.
3Statement exports to a Drive folderExact figures, but the daily login stays.Fallback
For any bank without alerts: your assistant logs in as today and downloads the CSV or PDF export into a Drive folder. The system reads it, updates the tracker and drafts the email. Exports include the income and expense lines. Screenshots still work for any bank with no export, with more items flagged for review.
4QuickBooks, AppFolio or YardiIf you already use one of them.Not priced yet
If your accounting or property-management software already holds these figures, the update can be built from there instead.
+Security, output and assumptions
- Bank figures are stored only in your Google account (except with Plaid, see its risks).
- Read-only: no option can move money.
- No bank password is stored in code. Bank logins and 2FA stay with your team.
- Nothing is sent automatically: the daily email stays a draft until a person approves it.
Output
A tracker Google Sheet with a balance history per holding, a variance view (income and expense lines where your banks or Plaid provide them) and a Gmail draft, ready for review after lunch.
Assumptions
- 2-3 banks and up to 10 accounts, to be checked when the samples arrive.
- Independent of the other modules.
4Just Listed and Just Sold graphics What changesFill one Sheet row and export from Canva, about 3-5 minutes per post. RecommendedCanva Bulk Create from a Sheet CalendarAbout 1.5 weeks
What we found
- Today your team duplicates the same Canva template each time and changes the photo, the address and sometimes the price.
- The four samples share one square layout (Instagram post size): a header with the broker photo, email, phone and brand; the property photo; and a house-shaped label with a script line ("Another Probate", "Another Trust Listing", "Another Probate Listing"), a status ("Coming Soon", "In Escrow", "Home Sold"), an optional "Represented the Buyer!" line, the address and an optional price.
- So the variable fields are the photo, the lead type (probate or trust), the status, the buyer-side line, the address and an optional price. The optional elements mean a few template variants.
- All four property photos appear to be Google Street View captures ("© Google" is visible). Google's terms restrict using Street View images in advertising, so your own photos or listing photos would be safer.
- Not received yet: your Canva plan and posts per month.
Options
1Canva Bulk Create from a SheetNo code to maintain, and it uses your existing design. Depends on your Canva setup.Recommended
Your existing templates get data fields, and a Sheet is shaped so Canva can fill them. This needs a paid Canva plan. The final scope depends on your Canva plan, templates and sizes, and additional templates or sizes are quoted separately.
Your team, per post: fills a row in the Sheet, downloads it as a file, uploads it to Canva Bulk Create, picks the photo and exports the images, in about 3-5 minutes. Canva does not read a live Google Sheet and does not accept photo links, so the Sheet is uploaded each time and photos are placed in Canva.
2Google Slides templatesFully automatic from a form, with no Canva plan needed.Not priced yet
Pros: fully automatic from a form, no Canva plan, and your team can still edit the designs.
Cons: fewer design tools, Google Fonts only and more development time. It is not justified at your current volume.
×Canva's API, or AI image generationNot a fit at this volume.Not recommended
Canva's API requires a specific Canva plan level and is not justified at this volume. AI image generation can misspell text and misrepresent the property.
+Optional designNew or refreshed templates by a designer.Add-on
Priced per template on request.
What stays manual
Choosing the photo, reviewing the images and posting them. Nothing is posted automatically.
Assumptions
- One layout, as in the samples, with its status, lead-type, buyer-side and price variants, in square size.
- Your existing designs are reused as they are. Design work is not included.
- Tens of posts per month.
- Runs in your Google Workspace and your Canva account.
5Attorney contact ingestion What changesUpload the scan, check the flagged rows, run your usual Streak import. RecommendedAI extraction with a double check CalendarAbout 1.5 weeks
What we found
- Today, paper or PDF ProVisors attorney lists are typed by hand into a CSV, then imported into Streak through a Google Sheets extension that removes duplicates.
- The problem is typos and bounced emails.
- Unclear or low-confidence entries should be flagged for review, never guessed.
- The output feeds your existing Sheets-to-Streak import, so no new CRM integration is needed.
- Not received yet: a sample scan, contacts per batch and batches per month.
Options
1Standard text recognition plus rulesWorks well on clean, regular lists. Messy scans produce more flags.Simpler
Google's text recognition reads the scan, rules find names and emails line by line, every email is checked, and uncertain rows are flagged. Columns, poor scans or handwriting mean more rows to fix by hand.
2AI extraction with a double checkTwo independent readings. Any disagreement on an email is flagged.Recommended
It handles irregular layouts and poor scans, and the double reading is what keeps bounces down. AI reads each page into a strict table (first name, last name, firm, email, phone if printed). The result is compared character by character with a second, independent reading, and any disagreement on an email is flagged, never guessed. Every email is checked.
+Optional mailbox verificationCatches outdated addresses too, not only reading mistakes.Add-on
Each email is verified with a mailbox-checking service before import (valid, invalid or risky), for a small per-email fee, see Pricing. It can be added later.
If ProVisors offers the list in digital form, the work shrinks: text recognition is skipped and accuracy goes up.
When a row is flagged
- The two readings disagree on any character of the email.
- The email format is invalid, or its domain does not exist or does not accept mail.
- A likely typo in a common domain (gmial.com, yaho.com).
- A name or email is missing, or there is more than one email next to one name.
- With mailbox verification: the service reports the address as invalid or risky.
Assumptions
- The lists are typed, not handwritten. Handwriting is flagged for manual entry.
- Tens to a few hundred contacts per month.
- Files stay in your Google Drive.
- Duplicates are removed by your existing Streak import.
Suggested Phase 1: probate leads and Date-of-Death reports
- Probate leads first. It is your top priority, and today lead intake stops when one person is out.
- In steps. Counties covered by the data feed and the public rulings go live first, so leads start before every county is done.
- Date-of-Death reports alongside it. We already have your sample, and the report depends on no court site or bank. It can start as soon as the Module 1 trial ends, or during it if you start on an hourly basis.
- The rest follows as soon as their samples arrive. Attorney contacts is a quick addition once we see a scan.
Based on your email, your team's screen recordings, the Date-of-Death sample, the four listing graphics and live checks of the court websites. The price summary is under Pricing.
Fixed price per module, pick what you need
| Line | Range | Calendar |
|---|---|---|
| Project setup and coordination (once) | ~$1,100 - ~$2,000 | 2-3 days setup, ongoing coordination |
| 1 · Courthouse probate lead intake | ~$6,300 - ~$13,500 | 3-7 weeks |
| 2 · Date-of-Death report | ~$3,200 - ~$5,700 | 1.5-4 weeks |
| 3 · Daily portfolio bank updates | ~$2,200 - ~$4,100 | 1.5-3 weeks |
| 4 · Just Listed / Just Sold graphics | ~$600 - ~$900 | About 1.5 weeks |
| 5 · Attorney contact ingestion | ~$1,600 - ~$2,500 | About 1.5 weeks |
| Total, all five modules | ~$15,000 - ~$28,700 | 6-10 weeks, modules run in parallel |
| Suggested Phase 1: setup + modules 1 and 2 | ~$10,600 - ~$21,200 | 4-7 weeks |
| Optional: template design (Module 4) | Priced per template on request | Not included in the totals |
- Each module's price includes Techtica's planning, coordination and quality review for that module. The setup line covers your Google Cloud project, access and permissions, the kickoff, overall coordination and the final handover.
- Payment is 30% at go-ahead and 70% on delivery, per module. Each deliverable includes two rounds of consolidated feedback, and scope is frozen at go-ahead.
- The wide Module 1 range reflects the different approaches, and it narrows after the data trial.
- The Module 3 range covers alert emails (low end) through Plaid (high end).
- Calendar times include a buffer for reviews, access set-up and outside dependencies such as data providers and court sites.
- Calendar times start once the samples, answers and account access are received.
- This estimate is valid through December 9, 2026.
+Paid by you directlySubscriptions are opened in your name and owned by you.
| PropertyRadar (Module 1) | About $99-119 per month (Solo); $199-249 per month if several team members need their own login. Extra contact lookups beyond the plan may cost extra. |
| Google Cloud | $5-30 per month |
| AI usage | $5-30 per month |
| Paid Canva plan (Module 4) | Per your plan |
| Email verification (optional, Module 5) | About 1-2 cents per email |
+Support and maintenance30 days of defect fixes included. Monthly maintenance is optional.
Optional monthly maintenance is light and standard: typically 3-5 hours a month, mostly for Module 1. It covers changes outside your systems, such as court pages or PDF formats, the data provider's service, Google permissions or APIs, bank export formats, a retired AI model version, failed-run alerts and small template edits. Terms will be in the final estimate.
+Assumptions, compliance and exclusions
Assumptions. Volumes are in the tens of items per month, and a person reviews everything before it is sent, posted or imported. Everything runs in your Google Workspace and your own Google Cloud. Code and documentation are handed over to you. Handover means tested on real samples, with a one-page guide for your assistants and one walkthrough. If the trial shows the expected data coverage or accuracy is not available, the affected counties are re-quoted before build.
Compliance. We work within each website's terms of use and applicable laws and regulations. Where a site does not allow automated access, we do not work around it: we use a licensed data source or a step done by a person instead. How lead, contact and image data is used in outreach and marketing remains your responsibility to confirm with your advisors.
Not included. Visual design. Alameda and San Mateo until reviewed, and Yolo unless added. Options listed without a price. Third-party subscriptions and usage. Anything not described here.
This is a rough estimate based on the information available today. It is not a fixed commitment. Final prices, scope and timing follow once the open questions are answered and further assessment is completed.
From here to kickoff
- 1Samples and answersFor Modules 1 and 2, listed below.
- 2Services agreementSigned once. Covers confidentiality, payment terms and how changes are handled.
- 3Choose how to start Recommended Option A, Phase 0 assessment. A short, fixed-fee step: a data trial side by side with your manual process, a review of the Alameda and San Mateo recordings, a test read of your original MLS and Realist PDFs, a check of court terms for Napa, Sonoma and Contra Costa, and working sessions to confirm inputs and outputs. Deliverable: fixed prices with the Module 1 approach confirmed. The fee is credited toward Module 1. Option B, start right away on an hourly basis, billed monthly against a cap agreed upfront. Items that depend on the trial findings are named in the agreement.
- 4Statement of workA fixed-price statement of work for Modules 1 and 2, then the build.
- 5Modules 3 to 5Each follows with its own statement of work as its samples arrive.
First, for Modules 1 and 2
Redacted samples are fine. Anything you cannot answer yet, we cover together.
| Module | Samples and answers |
|---|---|
| 1 · Probate leads |
|
| 2 · DoD report |
|
Then, for Modules 3 to 5 (when you are ready)
| Module | Samples and answers |
|---|---|
| 3 · Bank updates |
|
| 4 · Graphics |
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| 5 · Attorney contacts |
|
Strategy and build, under one roof
Techtica is a boutique AI consulting and development firm based in the San Francisco Bay Area. We find where AI creates real ROI, then design and build the systems that deliver it.
Sonia Oster, Founder and CEO · sonia@techtica.ai · techtica.ai