Sample AI Opportunity Map

This is what a Discovery Sprint produces: a custom plan showing where AI fits in one specific business, what to build first, which tools to use and what it will cost.

Sample deliverable. Northgate Lettings is a fictional business, and the figures illustrate the format and our pricing. Every real map is built from your own processes, tools and data.

Property managementManchester, UK14 people620 rental homes

1. Business snapshot

Who Northgate is and what they want.

Northgate Lettings manages 620 rental homes for 180 landlords with a team of 14. They work in Google Workspace, Xero, a property management system, WhatsApp and email.

Their goals: answer tenants faster, stop staff retyping information between systems, never miss a compliance deadline, and grow to 1,000 homes without hiring for admin.

2. Where the time goes

Mapped in interviews with the team during the Sprint.

Process	Who does it	Hours a week	What goes wrong today
Tenant enquiries and maintenance requests	Property managers	22	Messages arrive by phone, email and WhatsApp; urgent issues get buried
Maintenance triage and contractor scheduling	Maintenance coordinator	12	Back-and-forth to agree access times with tenants and contractors
Monthly landlord statements and reports	Accounts team	9	Copying figures from three systems into each landlord’s statement
Contractor invoices into Xero	Accounts team	8	Typing invoice details by hand; occasional duplicates and errors
Compliance certificates and reminders	Compliance lead	5	Gas safety, electrical (EICR) and deposit deadlines tracked in a spreadsheet
Following up landlord enquiries	Director	4	New landlord leads wait days for a reply during busy weeks
Total		60	About one and a half full-time roles spent on repetitive work

3. AI opportunities, ranked

Each opportunity scored on time saved, impact and effort.

#	Opportunity	What the AI does	Hours saved a week	Impact	Effort
1	AI tenant and maintenance assistant	Reads every tenant message across WhatsApp and email, answers routine questions from the tenancy and property records, logs maintenance requests with photos, and flags emergencies to a person at once.	13–16	High	Medium
2	Contractor invoice processing	Reads contractor invoices, matches them to the job and property, checks for duplicates and posts them to Xero for one-click approval.	6–7	High	Low
3	Compliance tracker with automatic reminders	Tracks every certificate and deposit deadline per property, reminds landlords and contractors automatically and escalates anything overdue.	4–4.5	Medium	Low
4	Landlord statement drafting	Pulls rent, costs and maintenance into each landlord’s monthly statement and drafts a plain-English summary for review.	6–7	Medium	Medium
5	Contractor scheduling assistant	Proposes access slots to tenants and contractors and confirms bookings automatically.	5–7	Medium	Higher
6	Landlord lead follow-up	Drafts a personalised reply to every new landlord enquiry within minutes, for the director to approve.	2–3	Lower	Low

Impact versus effort

Where to start, and what can wait.

Quick wins1. Tenant assistant2. Invoices3. Compliance4. Statements5. Scheduling6. Lead follow-upLower effortHigher effortHigher impact

Start with the quick wins. Invoice processing and the compliance tracker save real time with little effort and low risk, so they build confidence fast.

The biggest prize is the tenant assistant. It saves the most hours and improves response times for tenants, so it leads phase one, with a person approving anything sensitive.

Scheduling can wait. It depends on contractors adopting a new process, so it is worth revisiting once phase one is running.

4. The recommended solution

Custom to Northgate’s processes, tools and data.

One Bubble.io app as the hub. Tenant conversations, maintenance jobs, invoices, certificates and approvals live in one secure app the team logs into.
A language model for tenant messages. Chosen for understanding everyday language and following the agency’s tone and policies.
Document AI for invoices and certificates. Chosen for reading PDFs and photos reliably, with every extraction checked against the job record.
Connected to existing tools. WhatsApp Business, Gmail, Google Calendar and Xero, so the team keeps working where they already work.
People stay in charge. Emergencies, complaints, rent arrears and anything legal always go to a person. AI drafts, people approve.

Every tool in this plan was chosen for Northgate’s processes and data, not from a fixed product list. A different business, such as a clinic, a law firm or an online store, would get a different map, different tools and a different order of work. That is what custom means.

The plan also respects UK GDPR: tenant data stays in Northgate’s own accounts, access is limited by role, and the AI only sees what each task needs.

5. Phased plan and fixed price

Implementation at $35 an hour, in phases the team can review.

Phase 1 · weeks 1 to 3

Tenant and maintenance assistant

Message intake across WhatsApp and email, answers from property records, maintenance logging and emergency escalation, plus the review screens for the team.

About 70 hours

$2,450

Phase 2 · weeks 4 to 5

Invoices and compliance

Contractor invoice processing into Xero and the compliance tracker with automatic reminders.

About 40 hours

$1,400

Phase 3 · weeks 6 to 7

Landlord statements

Automatic monthly statements with drafted summaries, then a review of results to decide on scheduling and lead follow-up.

About 50 hours

$1,750

6. Expected results

Conservative estimates, measured from week one.

29–34

hours saved a week across the team

$5,600

fixed price for all three phases, with the $345 Sprint fee credited

About 2

months to pay back, assuming staff time costs $30 an hour, after AI running costs of about $150 to $300 a month

How success is measured. Average first response time to tenants, maintenance jobs logged without staff typing, invoice errors and duplicates, compliance items overdue, and hours spent on landlord statements, tracked from the first week and reviewed with the client every month.

Risks and safeguards. AI answers are limited to information in Northgate’s own records; anything uncertain is passed to a person; every AI action is logged; and the team can switch any automation off without losing data.

Get your own AI Opportunity Map

A Discovery Sprint maps your processes, ranks where AI fits and gives you a fixed plan and quote in 24 to 48 hours. The $345 fee is credited toward your build.

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