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Rent Arrears Chaser

Example prompt: "Every weekday at 9am, check the 'Rent Ledger' tab in my Google Sheet. For each tenant whose rent was due but not received, work out how many days overdue they are. If 1–3 days, draft a polite reminder email with the amount owed and payment details. If 4–7 days, draft a firmer reminder that references our tenancy agreement and asks them to respond. If more than 7 days, do not auto-send — instead flag the tenancy in a daily summary to our #lettings Slack channel so I can call them personally. Send the 1–3 and 4–7 day emails via Gmail and log every action in a 'Chase Log' tab with the date, tenant, amount, and which stage was sent."

The Problem

Chasing late rent is one of the most uncomfortable and repetitive jobs in lettings. Every Monday a property manager has to reconcile payments, work out who is behind, and draft individual emails with the right tone — polite for a day or two late, firmer after a week, and a phone call once it drifts past that. Nobody enjoys it, so in practice the chase slips. A tenant who is genuinely struggling might go three weeks without a nudge, by which time the arrears are large enough to be a serious problem.

How GloriaMundo Solves It

We build a daily workflow that handles the early stages of the chase and escalates the hard cases to a human. An integration step reads the rent ledger from Google Sheets. A code step compares the due date against today for every tenancy and calculates the days overdue. A conditional step routes each overdue tenancy into one of three buckets: 1–3 days, 4–7 days, or more than 7 days. An LLM step drafts the appropriate email for the first two buckets — a polite nudge for early arrears, a firmer reminder that references the tenancy agreement for a week-plus. An integration step sends those emails via Gmail. For anything over seven days, no email is sent; the tenancy is instead added to a daily summary that goes to the #lettings Slack channel, so the property manager can phone that tenant personally. A final integration step logs every action to the 'Chase Log' tab. Glass Box preview shows the classification, drafted emails, and the escalation list before execution, so the property manager can suppress a reminder for a tenant they have already spoken to.

Example Workflow Steps

  1. Trigger (schedule): Runs every weekday at 9am.
  2. Step 1 (integration): Read the 'Rent Ledger' tab from Google Sheets with each tenancy's due date, rent due, and last payment received.
  3. Step 2 (code): Calculate days overdue for each tenancy where payment has not been received.
  4. Step 3 (conditional): Route each overdue tenancy into one of three paths — 1–3 days, 4–7 days, or 8+ days.
  5. Step 4 (llm): Draft the appropriate reminder email for 1–3 and 4–7 day buckets — polite tone for the first, firmer tone referencing the tenancy agreement for the second.
  6. Step 5 (integration): Send the 1–3 and 4–7 day reminders via Gmail.
  7. Step 6 (integration): Post a daily summary to the #lettings Slack channel listing every tenancy more than seven days overdue, with tenant name, property, amount, and days late.
  8. Step 7 (integration): Append every action to the 'Chase Log' tab with date, tenant, amount, and which stage was sent.

Integrations Used

  • Google Sheets — holds the rent ledger and the chase log
  • Gmail — sends tiered reminder emails to tenants
  • Slack — notifies the property manager of cases that need a personal call

Who This Is For

Letting agents and property managers running portfolios of 20+ tenancies who want the routine part of rent chasing handled automatically and only the difficult cases escalated to them.

Time & Cost Saved

Manually reconciling a portfolio of 40 tenancies, identifying arrears, and drafting the right-toned email for each usually takes 45–60 minutes on a Monday. This workflow does it every weekday in under a minute at a modest number of credits per run. The larger benefit is consistency: arrears are chased the day they appear, before they compound, and the property manager's time is spent only on cases that actually need a human conversation.