A property management company that turns every inquiry email into a ClickUp task with AI

The challenge

A property management company in California handles leasing inquiries, appointment requests and tour bookings, all arriving by email. The founder and CEO wanted every real inquiry followed up properly, without reading through the inbox to find them.

What was in the way

• Inquiries arrived mixed in with spam, marketing emails and messages unrelated to leasing.
• The details had to be read and copied out of each email by hand.
• Returning prospects risked becoming duplicate records.
• Time went into sorting email instead of running the business.

The system we designed

We connected the company’s inbox to ClickUp through Make.com, with ChatGPT doing the reading. Inquiries from the listing platform reach Gmail, and rules only let the relevant ones through before any AI runs. ChatGPT then works out what each inquiry is about (a new lead, a tour request, an appointment or an update) and extracts the details as structured data.

Make.com checks whether a task already exists in ClickUp. If it does, the task is updated with what the new message says, and a comment is left. If it doesn’t, a new task is created in the right list, with the right fields filled and the right person assigned.

Key automations and integrations

• Rules before AI: only relevant emails reach the AI step, which keeps out noise and cost.
• AI intent and extraction: ChatGPT returns the inquiry type and details as JSON.
• Find or create: returning prospects update their existing task instead of creating duplicates.
• Routing: new inquiries and tour schedules go to their own lists, with people assigned automatically.
• Business-hours scheduling: scenarios run more often during the day and less after hours, to save operations.

The impact

• About 2 to 3 times faster at handling inquiries.
• The founder sees only what needs attention, directly in ClickUp, instead of searching email.
• The company manages more inquiries with the same team.

Why it scales

Every new inquiry type is a new branch, not a new person. Because the AI step only runs on emails that pass the rules, volume can grow without the noise or the cost growing with it.