Compass Real Estate
AI-Powered Email Drafting & Google Drive Automation
4 weeks
Real Estate
11-17 hrs/week savedThe Challenge
Josh Steck and Gracie Leslie, successful real estate agents with Compass in Colorado, were spending 11-17 hours per week on administrative work that didn't generate revenue. Email drafting alone consumed 8-12 hours weekly—writing showing confirmations, property descriptions, follow-ups, and client updates. Each email took 5-10 minutes to write, and with 50-100 emails per week, the time added up fast.
File management was another pain point. Property photos, contracts, and documents scattered across Google Drive meant 2-3 hours weekly just searching for files. They needed a system that could handle the volume while maintaining the personal touch their clients valued—fast email responses without sacrificing quality, and organized files without manual sorting.
The Solution
We built a hybrid AI automation system that transformed how they handle admin work. ChatGPT-powered email drafting generates personalized responses in 10 seconds instead of 5-10 minutes—a 50x speed improvement. Simple triggers (Gmail labels, web forms, or Slack commands) capture context, and the system drafts emails that match their communication style. Intelligent Google Drive automation watches for uploaded files and automatically organizes property photos, contracts, and documents by property and client. The result: they reclaimed 11-17 hours per week to focus on showings and closings instead of admin work.
What We Built
AI Email Drafting
ChatGPT-powered email drafts appearing in Gmail within 10 seconds. Multiple trigger options (Gmail label, web form, Slack command) with business context integration for personalized, professional communication.
Intelligent Drive Organization
Automated file sorting for property photos, contracts, and documents. Files automatically organize by property, client, and type with duplicate detection and safe deletion workflows.
Showing Workflow Automation
Automated showing confirmations, calendar invites with property details, 24-hour reminders, and post-showing follow-ups—all generated with context-aware AI drafting.
Results & Impact
Per week saved on admin work
Annual value in recovered time
Faster email drafting (10 sec vs 5-10 min)
Email responses became standard
Why This Matters
- More time for revenue-generating activities like showings and closings
- Better work-life balance—reclaim nights and weekends from admin work
- Faster response times strengthen client relationships and improve satisfaction
- Consistent professional communication maintains quality even during busy periods
How It Works
Trigger-Based Email Drafting
Simple triggers (Gmail label, web form, or Slack command) capture context about the email needed. System pulls relevant property information and past communication history, then ChatGPT generates a personalized draft in their communication style. Draft auto-populates Gmail within 10-15 seconds for review and sending.
Automated File Organization
System watches Google Drive and analyzes uploaded files (filename, OCR content, metadata). Determines property/client association and document type, then automatically moves to correct folder with standardized naming. Property photos, contracts, and documents all organize themselves with duplicate detection and safe deletion workflows.
Business Context Integration
System understands current listings, property details, client preferences, and past interactions. Adapts email tone based on relationship stage (new lead vs longtime client), includes relevant property information automatically, and learns from edits made over time to continuously improve draft quality.
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See how AI-powered automation can help your business eliminate admin work and scale efficiently.