New here? Start with the user guide on what the connection is, how to connect it, and how your permissions carry over.
The BoldTrail BackOffice AI connector is provided as is, without warranties of any kind. It is not covered by the service levels or support commitments in your BoldTrail BackOffice agreement, and it may change or be withdrawn at any time.
The connector works only with the AI assistant you choose and connect. Once your information reaches that assistant, its handling, including retention and any model-training settings, is governed by your agreement with that provider. Review those settings before connecting. You are responsible for the requests you and your team make and for how the resulting information is used, in the same way you are responsible for a report you export or a screenshot you take.
Every prompt comes in two steps:
Try asking gets you the answer once.
Make it recurring turns that answer into a standing job your assistant runs on a schedule and delivers where you already look: an email, a Google Doc, a Sheet.
If you run the back office (broker or admin)
Month-end readiness
Try asking: "List every transaction closing this month that isn't ready to finalize: commissions not finalized, approvals missing, or documents still in review. For each, show the address, the agent, the close date, and what's blocking it."
Make it recurring: "Run this every weekday morning during the last week of the month and update the results in a Google Doc called Month-end readiness."
Compliance backlog
Try asking: "Show every transaction with documents still pending review, oldest first, with the owner, how many documents are waiting, and how long they've been waiting."
Make it recurring: "Check this weekly and only alert me about anything waiting more than 30 days."
Review submitted documents
Try asking: “Review the documents waiting for my review on [address]. Check every signature, initial and date, and draft an approve or reject decision for each one with a comment for the agent.”
The assistant reads every page and shows you its decisions and comments first. It records them only after you OK the list, and the final review email to the agent goes out only when you say so. If a task needs a second approval, it handles that stage the same way. It also lists any tasks where the agent asked to skip a document, so you can approve or reject the request.
Unpaid finalized commissions
Try asking: "List every commission that's finalized but not yet paid, oldest first."
Make it recurring: "Email me this list every Friday afternoon."
Understanding a payout
Try asking: "Explain why [agent]'s commission total is lower this month than last month."
Cap watch
Try asking: "Using our commission plans with cap tracking, which agents are within [$5,000] of hitting their cap, and what does their split become after?"
Make it recurring: "Check this monthly and tell me whenever someone new enters that range."
Checklist coverage
Try asking: "Which of my active transactions are missing our standard [Listing] checklist? Apply it where it's missing."
Monday broker digest
Try asking: "Write my Monday digest: deals closing in the next 14 days with projected company dollar, new listings this week, and anything at risk (missing documents or unfinalized commissions). One page."
Make it recurring: "Run this every Monday at 7am and append it to my Weekly digest Google Doc."
If the assistant says something is outside your permissions, that is your BackOffice role working as intended; your broker can adjust it. If an answer looks incomplete, add the detail you'd give a colleague: the office, the date range, the agent's full name. And if a number looks wrong, check the record in BackOffice first: the assistant reports what your system of record says, it never calculates figures itself.
If you are an agent
You see only your own transactions, so every answer is already scoped to you.
Getting paid
Try asking: "What do I still need to do to get my [address] closing paid, and when will I get paid?"
Your week at a glance
Try asking: "Show the status of all my active transactions and what's waiting on me."
Make it recurring: "Give me this every Monday morning."
Your pipeline and cap
Try asking: "What's my total expected commission across everything closing this quarter?"
Make it recurring: "Tell me each month how far I am from my cap."
Check a document before you submit it
Try asking: “Check the [listing agreement] on [address] before I submit it for review. Is any signature, initial or date missing?”
The assistant reads every page and tells you what to fix, right in the chat. Nothing is submitted or recorded.
Getting documents signed and sent
Your assistant can prepare and send BackOffice eSignature requests end to end. It can fill in the form from the transaction details, and it can add, move or remove signature, initials and date boxes when you ask. It fills only what the transaction or you can tell it, and leaves the rest blank. Before placing a box, it reads the page to find the line it belongs on. If it can’t tell, it asks you to place it in the editor that opens right in the chat. One thing stays in your hands by design: the assistant always shows you every signer’s name and email, plus the email text, before anything is sent.
An already-sent request can't be edited, and a signer's email on a sent request is changed in BackOffice itself (open the document, expand eSignatures, and choose Change email on that signer). Your assistant will tell you when you've hit that case.
Send a document for signature
Try asking: "Send the [seller's disclosure] on [address] for signature to the seller and me."
The assistant finds the document, asks who signs from the people already on the transaction, offers to fill in the form’s fields, opens the editor for you to place the signature boxes (or you can ask it to place them), and shows you the email for approval before sending.
Prepare a form from transaction data
Try asking: "Open the [purchase agreement] task on [address], fill it in from the transaction details, and get it ready for signature."
Add signature and date boxes
Try asking: “On the [purchase agreement] for [address], add a signature box and a signing date for each buyer on every buyer signature line.”
Try asking: “The seller initials box on page [3] of the [counter offer] is in the wrong place. Move it onto the seller initials line.”
Combine documents into one signing
Try asking: "Combine the [lead paint disclosure] and the [agency disclosure] on [address] into a single signature request for the buyers."
Check who hasn't signed
Try asking: "Who still hasn't signed the [listing agreement] on [address]?"
Nudge a slow signer
Try asking: "Resend the signature request for [address] to everyone who hasn't signed yet."
Make it recurring: "Every Friday, check my active transactions and flag any document that's been out for signature more than [5] days."
Write a better signing email
Try asking: "Before you send it, write a short friendly note to the signers mentioning that we're aiming to close on [date]."
Filing documents
Try asking: "The signed package on [address] has several documents in it. Split each one out and attach it to the matching checklist task."
Try asking: "Take pages [5] to [10] of the [signed disclosure packet] on [address], name it [Seller disclosure], and attach it to the [Seller disclosure] task."
Email documents from a transaction
Try asking: “Email the signed [purchase agreement] on [address] to [the lender] and cc me. Leave out the eSignature audit trail pages.”
Try asking: “Send the [termite inspection order form] on [address] to [the termite company] with a short note that we need it back by [date].”
The email goes out from BackOffice, the same as when you email from a transaction yourself. It can go to anyone who is a user or contact in your account. To email someone new, ask the assistant to add them as a contact first.
If you build reporting
Trend pulls
Try asking: "Pull our commission volume by month for this quarter and summarize the trend."
Make it recurring: "Build this into a month-end package and drop it in a Google Sheet on the first of every month."
Your own reports
Try asking: "What reports can I pull?" Then: "Run [report name] and summarize the headline numbers in plain English."
Turning a good answer into a standing job
When a prompt gives you what you want, don't retype it next week. Tell your assistant to save it, run it on a schedule, and deliver the result somewhere specific: "every Monday at 8am, into the Month-end readiness Google Doc."
Both Claude and ChatGPT offer scheduled tasks on their plans; the schedule runs in your assistant, and BackOffice supplies the live data each time it runs.