Tenant repair requests triaged, acknowledged and tracked automatically
For every tenant email or form, the agent classifies the fault and its urgency, acknowledges receipt, suggests the right tradesperson and alerts you when a ticket runs past its target time.
- Difficulty
- Advanced
- Setup time
- ≈ 3 h (estimate)
- Estimated cost
- n8n: €0 self-hosted or from €20/month (Starter, billed annually) + Claude API calls
- Category
- Real estate
⏱ Trigger
New tenant email or form submission (event) + hourly deadline check (cron)
✋ Human approval
The agent never contacts the tradesperson and never promises a date or who will pay: you decide on every repair. Only the acknowledgement is sent automatically.
→ Output
Acknowledgement to the tenant + ticket in Google Sheets + Telegram alert
Autonomy level 2 — Semi-autonomous (approval): Runs on its own but waits for your approval before anything sensitive.
01Connected tools
- n8n – Gmail Trigger ↗
- n8n – Webhook ↗
- n8n – Anthropic (Claude) ↗
- n8n – Google Sheets ↗
- n8n – Gmail ↗
- n8n – Telegram ↗
- n8n – Schedule Trigger ↗
02What the agent does on its own
- step 01
Receives the request: an email landing in the "Tenants" label or a form sent via webhook.
- step 02
Has the fault classified (plumbing, electrical, heating, locks…), its priority (P1 urgent to P3) and the tenant's tone.
- step 03
Looks up the matching tradesperson in your "Tradespeople" Google Sheets tab and creates a numbered ticket with a target time.
- step 04
Sends the tenant a factual acknowledgement with their ticket number.
- step 05
Sends you the summary and suggested tradesperson on Telegram; every hour, flags open tickets past their target time.
03Agent instructions
> You assist a landlord. Request from tenant {NAME}, property {ADDRESS}: "{MESSAGE}". Return JSON {"category":"plumbing|electrical|heating|locks|other","priority":"P1|P2|P3","summary":"…","questions_to_ask":"…"}. Use P1 only for a major leak, no heating or water, an electrical hazard or a home that can no longer be locked. Never say who should pay for the repair.04Limits and legal points
Who pays depends on the lease and the law: in France, routine upkeep and minor repairs fall on the tenant (list on service-public.gouv.fr, page F31697), the rest on the landlord; the agent does not decide. The original n8n template uses Airtable and Slack, swapped here for Google Sheets and Telegram. Personal data: check your LLM provider's data-processing terms (GDPR) and send it as little as possible.
05In short
- When does the agent run, and what does it produce?
- Trigger: New tenant email or form submission (event) + hourly deadline check (cron). Output: Acknowledgement to the tenant + ticket in Google Sheets + Telegram alert.
- What stays under your control?
- The agent never contacts the tradesperson and never promises a date or who will pay: you decide on every repair. Only the acknowledgement is sent automatically. Autonomy level 2 — Semi-autonomous (approval): Runs on its own but waits for your approval before anything sensitive.
- How much does it cost and how long does setup take?
- Estimated cost: n8n: €0 self-hosted or from €20/month (Starter, billed annually) + Claude API calls. Setup time: ≈ 3 h (estimate), difficulty "advanced". Tools: n8n – Gmail Trigger, n8n – Webhook, n8n – Anthropic (Claude), n8n – Google Sheets, n8n – Gmail, n8n – Telegram, n8n – Schedule Trigger.
Answers taken from this recipe · updated 19 October 2026
06Source
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