A practical approach
Work through the real process.
Define the information, people, review points, and system boundaries before deciding what to build.
1. Choose one request type.
Pick a common category, such as a routine repair report. Record each intake channel and the minimum details staff need. Keep emergency and safety-critical handling in a separately defined human-led path.
2. Find the decision points.
Note who checks urgency, who may contact the resident, who approves a work order, and who authorizes a contractor or access to a unit. Mark which facts must be verified in the source record before a message or task is released.
3. Check data and system boundaries.
List the systems involved, available export or API access, data permissions, retention expectations, and what happens when a connection fails. Do not assume a named property platform offers the necessary access. Decide whether an initial manual review and import can test the process before an integration is proposed.
4. Define a small reviewable test.
Use de-identified sample requests that include missing details, duplicate reports, unclear urgency, and an incorrect draft classification. Decide in advance what staff must be able to correct and what should be logged. Test the handoff, not just the generated wording.
5. Set the proposal boundary.
Agree on the first workflow, human approval points, deployment location, support responsibilities, and third-party costs before any build commitment. AI model/API/subscription usage is paid separately by the client. Client-hosted and assisted deployment can both be discussed; the project proposal defines the actual arrangement.