AI assistant · workflow detail
Mary — 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
Vendor updates are usually built from scattered things: viewing notes, phone feedback, internal chat, a portal comment, a comment from the negotiator's last visit. Before any vendor hears from the agency, the notes need to be sorted into a calm, factual summary.
The GAIS Vendor Update Assistant is designed around that admin job for Northern Ireland estate agencies.
The old way
A typical vendor update creates small bits of work:
- read the recent viewing notes and feedback fragments;
- sort them into actual events, opinions and gaps;
- decide what is safe to share and what needs staff judgement;
- write a clear update without promising outcomes;
- flag missing information the vendor might want to know about;
- choose between email, a call or a face-to-face update.
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 vendor-update examples only.
A later controlled pilot could define approved inputs such as:
- supplied viewing notes and feedback fragments;
- property reference and current status (already approved by the partner or manager);
- internal staff comments and any warnings about sensitivity;
- approved branch wording and tone;
- facts that should not be invented (price, motivation, offer, valuation).
The first demo does not need CRM access, mailbox access or real vendor data.
What the assistant prepares
- a vendor update draft, factual and proportional;
- a short "activity summary" separate from the wording staff and vendor can rely on;
- a "gaps to check" list for the negotiator;
- a suggested call / email / no-contact reason based on the notes;
- a flag when sensitive or commercial content needs the manager's eye.
That gives staff a cleaner starting point. It does not remove the human decision.
What staff still approve
Staff still check:
- whether the summary is accurate to the notes;
- whether anything commercially sensitive has been included or missed;
- whether wording is appropriate for the vendor's situation;
- whether a call is better than an email at this point;
- 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 first candidate
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.