Check who pays before you approve a rental repair: have an AI read the tenancy or maintenance contract, estimate the cost, and send the owner one approval request with photos, the quote and their share: AI agent prompt

Worked example

A fictional business, so you can see what to paste in and what a good answer looks like. The example answer was written with AI help and its numbers and dates were checked; your AI's answer will be worded differently, so check it the same way.

Sample input (what you paste in)

Property: 88 River Road, Unit 4, Springfield. Tenant report: "Kitchen faucet has been dripping for a week. Photo shows a slow drip from the spout, no water on the floor, I can still use the sink."
Lease excerpts (fictional): "Owner will maintain plumbing in good working order except where damage is caused by the tenant's misuse or neglect. Tenant shall pay for repair of damage they cause." No service contract.
My approval rules: I can approve repairs under $300; above that the owner approves. Emergencies (leaks with flooding, no power, safety) go straight to the on-call vendor.

Example output (illustrative)

1) What it probably is: a dripping kitchen faucet; plumber; routine, not an emergency (no flooding, sink still works). Still ask the tenant to shut the supply valve under the sink if the drip gets worse.
2) Who pays: the owner-maintenance clause covers plumbing in good working order. The tenant-damage clause applies only if misuse or neglect is shown. Nothing in the report or photo you described proves misuse, so the cost is likely the owner's — but that is not certain. Check: any prior work order on this faucet, whether the tenant reported it promptly, and whether the photo shows damage beyond a worn cartridge.
3) Rough cost (estimate only): often $150–$350 for a plumber to diagnose and replace a cartridge or aerator; more if the valve or supply line has to be replaced. Depends on parts and access.
4) Owner approval request: "Unit 4 kitchen faucet, slow drip from the spout, no water on the floor. Lease: owner maintains plumbing unless tenant damage is shown; I have not seen evidence of misuse yet. Estimate $150–$350 (not a quote). Photo attached. May I send a plumber? Reply yes or no."
   Because the estimate overlaps my $300 limit, I would still send this note if the visit could exceed $300, rather than approve blindly.
5) Tenant update: "Thanks for reporting the drip and sending the photo. This does not look like an emergency. I am arranging a plumber and will send the window once I have it. If water reaches the floor, please shut the valve under the sink if you can and text me."
6) Log line: 2026-11-05 | Unit 4 kitchen faucet drip | owner-maintenance clause vs tenant-damage clause; no misuse shown yet | pending owner/manager approval | estimate $150–$350 | final invoice: _____

Check before you use it: Do not dispatch on the AI's guess. Confirm the clause on the signed lease. If it were flooding or a gas smell, skip this write-up and call the on-call vendor.