Inbound enquiry triage
Low riskThe problem
A shared inbox mixing viewing requests, repair reports, landlord questions, contractor updates and cold sales email. Someone reads all of it and decides what happens next.
The approach
Classify each message, pull out the contact details and requested times, match it to the property record, set a priority and prepare a reply for approval.
- AI does
- Optional rephrasing of the prepared reply into house tone.
- A person does
- Approves or edits every reply before it sends. Confirms anything urgent.
Compliance deadline watch
Low riskThe problem
Gas safety records, EICRs and EPCs expire across a portfolio. Tracking sits in a spreadsheet that only gets checked when someone remembers.
The approach
A daily check across the portfolio that produces one list: what has expired, what expires in 30 days, and what to book this week.
- AI does
- None. This is a date comparison and should never be probabilistic.
- A person does
- Books the renewals. Owns the exemption decisions.
Property details from a landlord pack
Low riskThe problem
A new instruction arrives as a folder of PDFs. Someone retypes the details into the CRM and the portal listing.
The approach
Extract the fields, validate them against format rules, and present them side by side with the source document for a one-screen check.
- AI does
- Reading unstructured documents where layout varies.
- A person does
- Confirms each extracted field against the source before it saves.
Viewing feedback chase
Medium riskThe problem
Feedback after viewings is chased by hand, inconsistently, and landlords ring to ask why they have not heard anything.
The approach
Scheduled requests after each viewing, replies collected into a per-property summary, landlord update drafted weekly.
- AI does
- Summarising free-text feedback into themes.
- A person does
- Reads the summary and sends the landlord update.
Arrears position, every morning
Low riskThe problem
Working out who is behind and by how much means exporting from the accounts system and rebuilding the same spreadsheet.
The approach
A scheduled report producing the arrears position, movements since yesterday and a suggested contact list.
- AI does
- None. Financial positions must be exact and reproducible.
- A person does
- Decides who to contact and what to say.
Maintenance job pack for contractors
Medium riskThe problem
Every job means retyping the address, access notes, tenant contact and issue description into an email.
The approach
Assemble the job pack from the property record and the original report, ready to send with one check.
- AI does
- Turning a rambling tenant message into a clear fault description.
- A person does
- Approves the instruction before it goes to a contractor.
Meeting and viewing notes into actions
Low riskThe problem
Notes stay in a notebook. Actions get remembered or they do not.
The approach
Turn a recording or rough notes into a structured summary with owners and dates, dropped into the property record.
- AI does
- Summarisation and action extraction.
- A person does
- Confirms the actions are right before they are assigned.
Internal answer assistant
Low riskThe problem
New staff ask the same twenty questions about process, and senior people answer them again.
The approach
A search assistant over your own written procedures that answers with a citation to the source document.
- AI does
- Retrieval and phrasing, always with the source shown.
- A person does
- Owns the underlying documents. Checks anything consequential.