An AI assistant for commercial real estate brokers organizes the requests around a transaction: tour feedback, landlord documents and replies awaiting a decision. It connects permitted records to the deal owner, prepares follow-up drafts and exposes missing information. Licensed brokers keep control of communications, representations and terms; available connections are confirmed during discovery.
The broker knows a prospect visited the property, but the useful response is buried in a separate conversation. A coordinator needs to distinguish feedback requested from feedback received and broker review complete. Without that separation, a quiet inbox can look like a clear next step even while an important question remains open.
An email refers to a document while the permitted transaction folder contains an earlier file or no matching attachment. A reminder alone does not explain the discrepancy. The deal owner needs the request, source message and missing item together before deciding whether to clarify the request, locate an approved copy or change the administrative next step.
A stage in the transaction register can remain unchanged while messages accumulate around it. Conversely, a recent reply can tempt someone to move the stage before the responsible broker has considered its meaning. Coordination needs a record of what arrived, what remains unanswered and which person must approve the next communication.
| When | The assistant | You or your team | Result |
|---|---|---|---|
| A completed property tour has no feedback recorded at the brokerage’s agreed check point. | Checks the permitted Outlook conversation or approved message export against the transaction register, identifies the unanswered request and prepares a follow-up draft linked to that record. | The licensed deal broker checks that the request is appropriate, reviews the recipients and sends the message. | The tour response remains an identifiable open request, with a source and owner, rather than being silently treated as a completed deal step. |
| A landlord reply refers to an attachment that is absent from the agreed transaction folder. | Searches the permitted Google Drive folder, links the source message and identifies the missing document in the register. It drafts a clarification request without substituting a similar file from another transaction. | The responsible broker confirms the document needed and decides which person may receive the clarification. | The team can see the exact outstanding item and the approved next action without presenting an unverified document as complete or available for disclosure. |
| An Apto transaction export contains a stage that conflicts with an unresolved reply in the approved register. | Places the mismatch in an exception brief, retaining the export reference, the message link and the last broker-confirmed stage. It does not select a new stage from the wording of the reply. | The deal broker reviews the original records and decides whether the transaction stage or the request record should change. | A stage change reflects a named broker’s decision, while the original discrepancy remains traceable for the team. |
| Several proposed tour times appear in an Outlook thread, but the coordinator has not confirmed a slot. | Collects the proposed options from the permitted thread and prepares a coordination note naming the property, transaction and participants. It leaves availability and confirmation as questions for the assigned coordinator. | The coordinator checks the relevant calendars and property access with the broker before confirming arrangements externally. | The proposed tour stays distinct from a confirmed appointment, and participants receive only the arrangement approved by the responsible person. |
| Updated Buildout material is supplied for a transaction while an earlier version remains linked in the register. | Compares the broker-provided file references and flags the version difference for review. It can prepare a replacement reference in the permitted Google Sheets register without publishing or circulating the material. | The broker responsible for the listing confirms which material is current and who is permitted to receive it. | The team has an approved source reference instead of relying on a filename or the most recent upload as proof that material may be shared. |
| A coordinator records an outstanding DocuSign-related follow-up in the transaction register. | Uses the coordinator’s recorded status and source reference to assemble an internal reminder. It distinguishes an administrative request for an update from a broker’s decision about execution, acceptance or the meaning of terms. | The responsible broker checks the source status and handles any communication or professional question through the agreed transaction process. | The follow-up has an owner and an inspectable record, while interpretation of documents and decisions about terms remain with authorized people. |
In an illustrative brokerage day, the assistant prepares an exception list containing a tour awaiting feedback, a missing landlord attachment and a reply needing the deal broker’s interpretation. Each item links to its source.
The broker distinguishes unanswered requests from decisions about the transaction, confirms the next administrative action and identifies questions that should stay open. A coordinator records those approved instructions.
The assistant records the reply as received and points to the permitted attachment. The broker checks whether it resolves the request and whether the information may be passed to another party.
The assigned broker reviews the draft alongside the source request, recipients and attachments. A changed message returns for another check; an absent approval owner leaves the message in the review queue.
The coordinator opens the outstanding-request list with its owners and source links. A colleague can continue the agreed follow-up without relying on the assistant as the only record of the transaction.
If a tool has an API or an export, it can usually be connected.
The assistant coordinates records and prepares drafts. It does not value property, recommend investments, interpret leases or negotiate terms. It must not infer tenant suitability or recommend a party based on personal characteristics. Questions involving representations, terms or professional judgment go to the licensed broker or the appropriate professional.
Only agreed mailboxes, folders, exports and register fields are available to the workflow. A document found in one transaction is not automatically shareable with another participant. The assistant flags missing access and unclear disclosure permission to the owner instead of widening access, forwarding an attachment or copying another deal’s records.
A broker checks the actual message, recipients and attachments before anyone sends it. The assistant cannot accept an offer, change a proposed term, commit spending or imply that a participant has agreed. When an approval owner is unavailable, the system preserves the unresolved request and follows the brokerage’s escalation rule.
The assistant drafts. A person on your team sends.
This isn't a template with your logo on it. Every build starts from how your business actually runs — so there's no off-the-shelf demo, and we won't pretend otherwise.
We map how your week and your business actually run, and pick the first tasks worth handing over.
On the strategy call we build one of your real tasks with AI, on screen — your data, not a generic demo.
We scope the build with you on a strategy session and quote it in writing — agreed before a single workflow is built.
The assistant is wired into your tools, with inputs set up for each person on your team.
We go live, then tune reminders, reports and sign-offs as your team settles in.
It is a deal coordination assistant, not an autonomous broker or valuation engine. It organizes requests, links permitted evidence and prepares messages for review. Licensed brokers decide how information affects the transaction, handle negotiations and approve communications. The workflow does not provide investment, legal or lease advice and does not replace brokerage staff.
Connections can be scoped where an available integration or approved export permits the required access. Discovery checks the exact product, account and data fields before a connection is promised. A workflow may also use a broker-provided export or a permitted register. Naming a tool does not imply an existing integration or a partnership.
The response remains incomplete until the responsible broker resolves the missing point. The assistant can record the reply, link the original request and prepare a clarification draft. It should not infer that the prospect accepts a property or that the transaction is ready to advance merely because someone answered the message.
The authorized broker or document owner decides whether an attachment may be shared. The assistant can locate the permitted file and present its reference for review. If the intended recipient or disclosure permission is unclear, it keeps the request open and flags the question rather than attaching the file to an external message.
Choose a recurring request with clear source records and an identifiable broker who owns the decision. Discovery examines the existing handoff, permitted tools and exceptions before defining a scope. A useful starting workflow might organize tour responses or missing landlord documents, with the team agreeing what closes each request and what requires escalation.
The team should be able to continue from the transaction register, source links and named request owners. The assistant supports that operating record instead of becoming its only keeper. A manual handoff should show what was requested, the last confirmed update and the next action actually approved by the responsible broker.
Source links checked 2026-10-18. Tool access and available integrations are confirmed in discovery.