AI assistant · workflow detail
Vendor Update AI Assistant for Estate Agents
AI prepares the first draft, factual summary and gaps to check. A negotiator or manager still decides what is accurate, sensitive and commercially sensible.
Vendor updates are commercially important because they affect vendor confidence. For independent estate agents in Northern Ireland, the GAIS Vendor Update Assistant helps turn supplied notes into a calmer draft update for staff to review. It does not advise on price. It does not negotiate. It does not contact the vendor.
The branch job
Viewing enquiries are simple until the branch is busy.
One person asks to view a property. The details may be split across a portal message, email, phone note or staff comment. Someone still has to check the property, ask for missing details, prepare a sensible reply and avoid promising something too early.
The GAIS Viewing Enquiry Assistant is designed around that admin job for Northern Ireland estate agencies.
The old way
A typical enquiry creates small bits of work:
- find the property and current status;
- check whether a viewing might be possible;
- ask for missing applicant details;
- decide who owns the next step;
- write a clear reply;
- avoid overpromising availability.
None of this is glamorous. That is why it is a good first workflow to test.
What the assistant receives
For a first demo, the assistant uses fictional or dummy enquiry examples only.
A later controlled pilot could define approved inputs such as:
- enquiry text (from the portal, email or phone note);
- property reference;
- applicant contact preference;
- staff note on viewing availability;
- approved branch wording and tone;
- missing-detail checklist.
The first demo does not need CRM access, mailbox access or real applicant data.
What the assistant prepares
- a reply draft;
- missing-detail questions;
- a viewing checklist;
- an internal note for the right member of staff;
- a flag when the enquiry needs human attention before any reply.
That gives staff a cleaner starting point. It does not remove the human decision.
What staff still approve
Staff still check:
- property status;
- diary and key arrangements;
- applicant context;
- whether the wording is appropriate;
- whether anything should be sent at all.
The assistant does not press send.
Does not do
Invent activity; advise on price; recommend a valuation change; negotiate; make promises; send the update; replace staff judgement.
Why this is a strong first example
Vendor updates are commercially important because they affect trust. They are also specific enough to test safely with controlled inputs. A useful assistant here would reduce blank-page effort and help staff prepare clearer updates — without removing the need for judgement.