Keep a ChatGPT project for each client, talk a messy problem through out loud and get a summary and decision agenda to send before the call
Chris Saxon, Realtor at Nest Realty in Charlottesville, Virginia (licensed in 2019 after a decade in healthcare consulting), on the Real Estate AI Flash podcast
He keeps a project for each client in ChatGPT. He gave it the septic information, then talked through the situation out loud while cleaning up at home one night and asked it for a summary, the decisions to be made and an agenda to send his client before their call. When ChatGPT couldn't read some poorly scanned documents, he gave them to Google's NotebookLM, which digested them and found the answer to his client's question about rentals and sheds. He also tells clients they can use Gemini in Google Drive to ask questions of the digital buyer or seller packet he sends, such as what he charges and what is included.
ChatGPT Free $0; Go $8/mo; Plus $20/mo; Pro $100/mo · Google Gemini $4.99/mo (Google AI Plus); free plan available · NotebookLM has a free version (per the podcast host)
Easy · or we do it from $149/mo
ChatGPT, Google Gemini, NotebookLM (Google)
The problem
Before listing a house on a private well and septic, he and his sellers were gathering a lot of information on a complicated septic issue: several contractors, online research and permits. Some HOA documents and old septic and well permits are poor scans that are hard to read, and clients have questions buried in them.
What happened
He says the goal "is not to replace an important human interaction with... an email" but to make the conversation "more fruitful, productive, probably shorter" for the client. He told one client outright that an email "is from ChatGPT," and his client FAQ says nothing clients get from AI goes out without his eyes on it. No time or money figures are given. Owner-told.
Quoted in the source: Chris Saxon, Realtor, Nest Realty. Source: Real Estate AI Flash, EP 134: How an AI-Forward Agent Delivers Better Client Results (Rajeev Sajja with Chris Saxon) (2026-08-05) · Added 2026-10-20.
How to set it up yourself
- What Chris Saxon does: one ChatGPT project per client holds the documents and notes; he talks through an issue out loud and asks for a summary, decisions and a call agenda to send ahead of time; poorly scanned HOA or permit documents go to NotebookLM; clients can query his packet with Gemini in Google Drive.
- Create a project for one active client and add the documents, contractor estimates and your notes. Leave out anything the client hasn't agreed to share.
- Use voice mode or dictation to talk through where things stand, then paste the prompt below. Edit the draft yourself before it goes to the client, and consider telling the client it was drafted with AI, as he has.
- If ChatGPT can't read a scanned document, try NotebookLM, and check every answer against the page it cites before you pass it on.
Copy-paste prompt
You're helping me prepare for a call with my client {CLIENT FIRST NAME} about {ISSUE, e.g. a septic problem found in the pre-list inspection}. Using only the documents and notes in this project and what I just told you, write: 1) a short plain-English summary of where things stand, 2) the decisions the client needs to make, with the options and what each costs according to the estimates, and 3) a 3-5 item agenda for our call. Don't invent costs, dates or contractor opinions; if something is unclear, list it as a question for the call.One short email a day: 3 new AI use cases from real small businesses, each with its source and setup steps, plus a Tool of the Day. Free, no spam, unsubscribe anytime.
Tools used
ChatGPT
General AI assistant for writing, research, brainstorming and analysis.
From Free $0; Go $8/mo; Plus $20/mo; Pro $100/mo (checked 2026-10-20)
Visit site →
Google Gemini
Google's AI assistant, integrated with Gmail, Docs and Workspace.
From $4.99/mo (Google AI Plus); free plan available (checked 2026-10-18)
Visit site →Some tool links may be affiliate links. Disclosure
Checked prices: ChatGPT: from Free $0; Go $8/mo; Plus $20/mo; Pro $100/mo (verified 2026-10-20) · Google Gemini: from $4.99/mo (Google AI Plus); free plan available (verified 2026-10-18)
Rather not do it yourself?
We'll set this up in your tools, in your voice, tested. $149/mo with setup included (6-month minimum), or $497 pay-once. Satisfaction guarantee: we'll fix it until it works. Pay-once setups: or we refund your setup fee. $149/mo plan: cancel in the first 30 days and we refund your first month. Terms. We reply within 1 business day.
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