# ReferSafe Pro - Complete Documentation

> ReferSafe Pro is an AI-powered add-on for property management platforms that ensures SOP compliance, creates verifiable decision paths, and protects HOA board members from liability.

## Company Overview

ReferSafe Pro is a Central Florida-based technology company providing AI-powered facility management solutions for HOA boards, condo associations, property managers, and facility management teams. The platform integrates with existing property management software (primarily AppFolio) to add intelligent automation, compliance tracking, and vendor management capabilities.

### Mission
To eliminate compliance risks and reduce liability for property management professionals through AI-powered decision support and verifiable audit trails.

### Target Customers
- HOA Board Members
- Condo Association Managers
- Property Management Companies
- Facility Management Teams
- Commercial Property Managers

## Products and Services

### 1. Harper AI Assistant

Harper is the core product—a custom-trained AI assistant deployed for each facility. Harper learns from:

- **Governing Documents:** Bylaws, CC&Rs, declarations, amendments
- **Standard Operating Procedures:** Maintenance protocols, emergency procedures, daily operations
- **Vendor Information:** Approved vendor lists, insurance certificates, licensing requirements
- **Historical Data:** Past decisions, meeting minutes, compliance records

#### Harper Capabilities

1. **Document Q&A:** Instant answers about governance rules, procedures, and policies
2. **Compliance Checking:** Verify decisions against bylaws and SOPs before execution
3. **Vendor Search:** Find compliant vendors based on licensing, insurance, and facility requirements
4. **RFP Generation:** Draft requests for proposals using facility-specific templates
5. **Maintenance Tracking:** Create and monitor maintenance requests
6. **Solar Analysis:** Access Google Solar API data for energy planning
7. **Satellite Imagery:** View facility aerial imagery and LiDAR scans
8. **Decision Audit Trail:** Document all queries and recommendations for board protection

### 2. Vendor Network

ReferSafe Pro maintains a vetted network of service vendors:

- **Verification Requirements:**
  - Valid Florida business license
  - Current liability insurance
  - Background checks completed
  - Workers compensation coverage
  - Bond certification (where applicable)
  - Customer rating verification

- **Automated Workflows:**
  - Work ticket monitoring in AppFolio
  - Automatic vendor notification for relevant jobs
  - Quote collection and comparison
  - Payment processing through platform

### 3. Expert Marketplace

Connect with specialized consultants for complex facility needs:

- **Expertise Categories:**
  - Legal and Compliance
  - Engineering and Structural
  - Financial and Banking
  - Insurance Advisory
  - Technology Integration
  - Construction Management

- **Booking Features:**
  - Calendar-based scheduling
  - Video and in-person consultations
  - Session packages with volume discounts
  - Recurring consultation scheduling

## Pricing Structure

### Facility Onboarding
| Readiness Level | Price Range | Timeline |
|-----------------|-------------|----------|
| Documentation Ready | $1,000 - $3,000 | 2-3 weeks |
| Partial Documentation | $3,000 - $7,000 | 4-6 weeks |
| Full Setup Required | $7,000 - $12,000 | 6-8 weeks |

### Monthly License
- **Per Facility:** $2,500/month
- **Includes:** Harper AI, vendor network access, document storage, support

### Vendor Fees
- Transaction fees paid by vendors (facilities pay no commission)
- Vendors receive fast payment processing

## Service Area

### Currently Serving
Central Florida region including:
- Orlando
- Kissimmee
- Winter Park
- Altamonte Springs
- Clermont
- Ocoee
- Apopka
- Lake Nona
- Celebration
- Cocoa Beach
- Surrounding Orange, Osceola, Seminole, and Brevard counties

### Expansion Timeline
- **Q3 2026:** Florida statewide
- **2027:** Southeast United States
- **2028:** National expansion

## Technical Architecture

### Platform Integration
- Primary: AppFolio integration via API
- Document storage: Secure cloud storage with encryption
- AI Processing: Google Gemini models via Lovable AI Gateway
- Payments: Stripe Connect for vendor payouts
- Video: Zoom and Google Meet integration

### Security Features
- Row-Level Security (RLS) for multi-tenant data isolation
- JWT authentication for all API calls
- Document embeddings stored per-organization
- No cross-facility data access possible

### Data Privacy
- Facility documents never shared between organizations
- AI training isolated per facility
- Compliance with Florida data protection requirements

## Implementation Process

### Step 1: Discovery Call (1 hour)
- Assess current documentation state
- Identify integration requirements
- Determine onboarding scope and timeline

### Step 2: Document Collection (1-2 weeks)
- Gather bylaws, CC&Rs, SOPs
- Collect vendor information
- Review existing processes

### Step 3: Harper Configuration (1-2 weeks)
- Upload and process documents
- Train AI on facility-specific content
- Configure vendor matching rules

### Step 4: Integration Setup (1 week)
- Connect AppFolio account
- Configure work ticket monitoring
- Set up notification preferences

### Step 5: Training & Launch
- Staff training on Harper interface
- Board member orientation
- Go-live with ongoing support

## Frequently Asked Questions

### General Questions

**Q: What is ReferSafe Pro?**
A: ReferSafe Pro is an AI-powered add-on for property management platforms that provides SOP compliance, decision tracking, and vendor management for HOAs and facility managers.

**Q: How does Harper AI work?**
A: Harper is trained on your specific facility documents—bylaws, SOPs, vendor information—and provides instant, accurate answers while creating an audit trail of all decisions.

**Q: What platforms do you integrate with?**
A: Currently AppFolio, with Buildium and Yardi integrations planned for 2026.

### Pricing Questions

**Q: Why is onboarding priced separately?**
A: Onboarding costs vary based on your documentation readiness. Facilities with organized digital documents require less setup than those needing full document digitization.

**Q: Are there long-term contracts?**
A: We offer month-to-month, annual, and multi-year options. Annual contracts include a 10% discount.

**Q: What's included in the monthly fee?**
A: Harper AI access, unlimited queries, vendor network access, document storage, email support, and quarterly business reviews.

### Technical Questions

**Q: Is my data secure?**
A: Yes. We use enterprise-grade encryption, row-level security isolation, and comply with Florida data protection requirements. Your documents are never accessible to other facilities.

**Q: Can Harper make decisions for our board?**
A: No. Harper provides recommendations and information based on your documents. All decisions remain with your board, but Harper creates the audit trail proving due diligence.

**Q: What happens if Harper gives incorrect information?**
A: Harper's responses are based solely on your uploaded documents. We recommend verifying critical decisions with legal counsel. Harper provides the research; humans make the decisions.

## Contact Information

- **Website:** https://refersafe.app
- **Schedule Consultation:** https://refersafe.app/signup
- **Demo Harper AI:** https://refersafe.app/try-harper
- **Vendor Inquiries:** https://refersafe.app/for-vendors
- **Expert Applications:** https://refersafe.app/for-experts

## Site Structure

### Public Pages
- `/` - Homepage with platform overview
- `/how-it-works` - Implementation process
- `/faq` - Frequently asked questions
- `/blog` - Industry insights
- `/for-vendors` - Vendor network information
- `/for-experts` - Expert consultant applications
- `/expert-marketplace` - Browse and book experts
- `/try-harper` - Interactive AI demo
- `/signup` - Schedule consultation

### Authenticated Pages
- `/dashboard` - Facility management dashboard
- `/harper/chat` - Harper AI interface
- `/my-consultations` - Expert booking management
- `/vendor-dashboard` - Vendor portal
- `/expert-dashboard` - Expert consultant portal

## Last Updated
December 2024