Made-up examples, real tools
Every business, name and message on this page is made up. The tools are real: each one is a prompt set up around one office's own work, running on the AI they already pay for. A person checks everything before it goes out.
Tenant emails to work orders and replies
The office reads every tenant email, types a work order, and writes a reply that stays on policy. Here one prompt drafts all three.
Made-up example · "Harbor Oak Property Management," 12 people, Cary
Before: one tenant email
This is the THIRD time I'm writing about the dishwasher. It still leaves everything dirty. Also there are roaches under the sink now which is disgusting. I pay $1,650 a month for this?? Unit 108 at Brookside. I work from home, come anytime but my dog is here. - Priya
After: drafted in seconds, checked by a person
WORK ORDERS Brookside 108 · Appliance · ROUTINE Dishwasher not cleaning (repeat issue) Brookside 108 · Pest · URGENT Roaches under the kitchen sink Access: home all day; dog in unit REPLY TO TENANT Hi Priya, I'm sorry you've had to write about the dishwasher more than once. We've logged it again and set up pest control for the roaches, which we treat as urgent: someone will be out within 24 hours, and we'll try to handle the dishwasher on the same visit. Please keep your dog secured while we're there. FLAGS FOR STAFF + Third report: check past work orders, consider replacing instead of repairing + Upset about value for rent: worth a call + Pest visit: confirm the dog's safety plan
More for property managers: AI for property management.
A messy Monday inbox, sorted
Ten unread emails and a senior bookkeeper out sick. The prompt sorts them by urgency and owner, drafts the replies, and flags the one that isn't what it looks like.
Made-up example · "Riverbend Bookkeeping & Payroll," 9 people, Cary · Monday 8:12 AM, 10 unread
Before: the inbox
RE: RE: RE: october stuff payroll ran wrong AGAIN URGENT: Updated remittance details new client? (referral from Jen) Reminder: Form 941 for Q3 is due receipts (3 photos, no message) Out Mon-Tue (Sarah) engagement letter signed GUARANTEED page 1 on Google!! bank statements attached
After: sorted, owned, drafted
TODAY ! Possible fraud: "change our bank details" from coastal-office-supp1y (a 1, not an l). Don't reply; call the number on file. -> Owner + Payroll short 8 hrs, 2nd time this quarter. Fix today. -> Mike + Q3 941 reminder, not from irs.gov: check our own tracker. -> Mike + Referral wants a call this week. -> Owner (reply drafted) THIS WEEK + Statements in; 2 seasonal hires need W-4s/I-9s. -> Jo (covering Sarah) + Fee mismatch $450 vs $475: confirm in writing before billing. -> Owner NO REPLY Sarah's out-of-office, SEO spam
More for CPA and bookkeeping firms: AI for accounting firms.