Intake and prioritization
Organize incoming requests, distinguish new assignments from bids, revisions, and status inquiries, and surface urgent items and missing information for review.
Hobbs and Cris,
We propose bringing an AI operations assistant into PahRoo's daily workflow, accessible through Teams where your team already works. The aim is to give Cris and the team a clearer view of incoming work, outstanding items, and next steps while reducing the time spent searching for information and following up across systems.
01 / CAPABILITIES
What we'll offer
Order visibility in Teams
Let the team ask about an order and receive a summary of available status, related communications, upcoming appointments, and outstanding items, with links back to the underlying records.
Follow-up support
Identify requests awaiting a response, approaching deadlines, and unresolved blockers. Bring the next action to the responsible person and provide a concise daily summary of what needs attention.
Scheduling and readiness checks
Help check availability, access details, and required prerequisites before scheduling. For private assignments, flag missing signed engagement before active-order setup and unresolved payment conditions before an inspection is scheduled.
Drafts and order updates
Prepare acknowledgments, missing-information requests, status replies, and operational notes for review. Help carry approved updates into the relevant records where supported, reducing repeated entry.
Operational reporting
Provide daily priorities and weekly summaries in Teams covering upcoming deadlines, overdue orders, workload by appraiser, completed assignments, client activity, and outstanding payments. The team can ask follow-up questions and identify the orders needing attention, based on the information available in ANOW and the connected workflow.
02 / IN PRACTICE
Five workflows to start with
These proposed examples are candidates for a quick first rollout because they use information already arriving by email or recorded in ANOW. We will confirm the available fields and access before selecting the first two with Cris. They illustrate intended behavior, not results already achieved.
01
Turn a new assignment email into a ready-to-review intake summary
An assignment request arrives. The assistant extracts the property, client, requested due date, and order reference; identifies whether it is an offer or an accepted assignment; and brings a summary into Teams. If required information is missing, it prepares a question for Cris to review.
EFFICIENCY GAIN
Less rereading and copying details, with missing information surfaced on the first pass. Compare time from opening the request to having an intake summary ready.
02
Answer a client status request without searching several places
A client asks for an update on an order. The assistant matches the request to the available ANOW record, checks related email, and prepares a reply using the latest known facts. Cris reviews and sends it. If the information is stale or a completion date is unconfirmed, the assistant flags that rather than promising a date.
EFFICIENCY GAIN
Less time locating the record and composing routine replies. Compare review-and-send time with the current lookup-and-draft process.
03
Start the day with an actionable order list in Teams
When the latest ANOW report is available, the assistant summarizes orders due today, upcoming deadlines, and overdue files, grouped by assigned appraiser. Each item includes the order reference, recorded status, and data refresh time. Cris can ask which files need attention first.
EFFICIENCY GAIN
Less manual sorting and assembling a morning worklist. Check time spent preparing the list and whether it surfaces overdue files accurately.
04
Prepare the next follow-up on an unanswered request
A missing-information request remains unanswered beyond a PahRoo-approved interval. The assistant checks the accessible email thread for a response, brings the item back to Cris in Teams, and prepares a follow-up using the original request. If receipt through another channel is uncertain, it asks for confirmation.
EFFICIENCY GAIN
Less reliance on memory and repeated inbox searches. Track missed follow-ups and the time required to review the reminder queue.
05
Turn ANOW's unpaid-order report into a payment follow-up list
The latest report shows orders with outstanding balances. The assistant groups them by client and prepares a concise list for Cris, including amounts and invoice age where those fields are available. On request, it drafts a payment-status inquiry for review, with payment status checked before sending.
EFFICIENCY GAIN
Less spreadsheet preparation and manual drafting. Compare time spent assembling the list and preparing inquiries; keep payment information visible only to authorized users.
03 / WORKING TOGETHER
Built around your existing workflow
ANOW remains the primary order record, and TOTAL remains the report and workfile environment. The assistant brings available information into the team's daily conversation and helps keep work moving. PahRoo retains control of its operating rules, approvals, and client communications.
We will configure the assistant around the information available from your systems and the workflows you select. When information is missing, outdated, or conflicting, it will flag the gap for confirmation. The team reviews external communications and approves operational changes before they are carried out.
04 / NEXT STEPS
Getting started
We suggest testing the first two selected workflows before adding more. Don will prepare sample outputs from representative records within three business days of receiving the required access and examples. Cris will check their accuracy and usefulness before live use; the first week will measure net time saved, including review and corrections.
Don will coordinate a short working session with Cris to select the first workflow and review a few representative orders. Within three business days of that session, Don will return a focused setup plan identifying the initial capabilities, required access, any third-party costs, and a target start date for Hobbs's approval.
After the first week of use, Cris will review whether the assistant is reducing follow-up time and repeated work. Don will use that feedback to refine the setup before expanding it. Existing processes stay in place during testing; once a replacement is working, Cris will identify the duplicate step to retire and the date the team switches over.