How a Property Management Firm Automated Intelligent Email Replies

The Challenge

The operations team spent hours every day manually triaging inbound emails, looking up tenant records in their CRM, and writing repetitive responses for maintenance requests, leasing inquiries, and account updates.

The Solution

We architected a comprehensive n8n workflow. The system triggers on new emails, enriches the data via CRM integrations, classifies the intent using AI, retrieves specific property knowledge via RAG, and automatically drafts an accurate, context-aware reply for human review.

The Outcome

• 85% of inbound emails categorised and drafted automatically
• Average response time dropped from 12 hours to 15 minutes
• Operations team saved 20+ hours per week on email triage
• Zero hallucination due to strict RAG retrieval boundaries

Tools Used