The problem
Vendors want a weekly update, and writing 25 different emails from scattered feedback notes takes the negotiator's Friday. If you write 25 updates a week and each takes 15 minutes, that's 375 minutes a week, about 27 hours a month.
What the AI does
Each Friday the negotiator pastes the week's anonymised viewing feedback for one property (numbers of viewings, comments such as 'liked the kitchen, garden too small', offers received) into ChatGPT, Claude or Gemini, and asks for a short, polite update for the vendor. The assistant words the notes; it doesn't suggest price reductions or what the vendor should do. The negotiator checks every figure, adds their own advice, and sends the email. Offers are always passed to the vendor promptly in your own words, not left to a draft.
A worked example
A three-negotiator agency in Stockport has 25 properties on the market. Each Friday afternoon a negotiator writes an update for each, using feedback notes from the week, and the branch manager reads a sample before sending.
Before
15 minutes per update for 25 properties: 375 minutes a week, about 27 hours a month
After
About 8 minutes per update with a draft: 200 minutes a week, about 14.3 hours a month
What it's worth
About 12.5 hours a month saved (7 minutes x 25 updates = 175 minutes a week x 4.3 = 752 minutes), worth around £250 if staff time is worth £20 an hour. The free plans can do this; a paid plan costs up to about £20 a month for one person if you hit usage limits.
How to set it up
- Write down, for each property, the week's viewings and feedback in neutral notes, without applicant names or contact details.
- Paste the notes into ChatGPT, Claude or Gemini and ask for a short update in a friendly, professional tone using only what you give it.
- Check every number and quote against your viewing records, and delete anything you can't evidence.
- Add your own view on price or next steps; the assistant must not suggest a price change.
- Send the update from your own email and log it on the vendor's record.
What goes wrong
- A draft can soften or exaggerate feedback. Check it says what applicants actually said.
- Never put applicant names or phone numbers into consumer AI plans.
- Don't let an update replace passing on an offer. Tell the vendor about every offer yourself, promptly.
- Vendors read a template. If every update sounds the same, add one specific, true line per property.