Who chases the terms of engagement? AI staff for surveyors
Around each house inspection sits the same admin: a quote to send before the buyer picks another firm, terms of engagement to get signed, access to arrange, a fee to collect before the report goes out. AI staff can send the quote and the terms and chase the rest. Your surveyors keep the inspection, the opinion and the client.
What the office does either side of an inspection
Quote requests
Requests arrive from the website, from estate agents and brokers, and from comparison sites such as reallymoving, where a buyer can be put in touch with up to five firms. Someone has to learn the property's age, type and size before quoting. The surveyor who could price it is usually up a ladder.
Terms of engagement
RICS's Home Survey Standard says the client must receive terms of engagement matched to the instruction, and should return them before the inspection. A valuation needs terms that meet the Red Book. A survey administrator sends them, chases the signature and records the conflict check. Unsigned terms the afternoon before mean a moved inspection.
Access and the diary
The practice does not hold the keys. A survey coordinator asks the selling agent or the vendor for a slot, fits it to the surveyor's route and tells the client. Agents reply late and vendors change their minds, and an inspection lost at a day's notice is hard to refill.
Reports, fees and progress calls
The report is written up after the inspection, in GoReport or the practice's own template, and many practices release it only once the fee is paid. Until then the buyer, the broker and the estate agent all ask when it is coming, and each call pulls the surveyor off the report they are asking about.
Roles for Surveyors
Lead response and qualification
Replies to each quote request as it arrives and asks what a surveyor needs to price it: the property's age, type, size and the buyer's worries. Advising which survey level fits stays with a surveyor.
Quote and proposal preparation
Drafts the fee quote from your fee scale and the property details, with each level of service described in your approved wording. A surveyor checks the fee, and anything unusual about the property, first.
Diary and scheduling
Emails the selling agent or the vendor for access, offers slots that fit the surveyor's route and confirms the date. Phone calls for access, and changes on the day, stay with a coordinator.
Client onboarding and KYC
Collects the client's details, prepares the conflict check for a surveyor to decide, sends your terms of engagement and chases the signature before the inspection. Variations are the surveyor's.
Works with
It drafts.
You approve.
We manage.
You don’t need a complex new platform. Your AI worker operates inside your existing tools under human supervision.
Human-in-the-loop
High-impact actions (sending emails, updating compliance records) wait for explicit human approval before execution.
A full audit trail
Every action is logged with who approved it, and we go through it with you each month.
Nothing to maintain
If a workflow breaks or a system changes, we fix it. Keeping it running is our job.
UK-hosted and kept separate
Your data is stored in the UK, and is never used to train AI models.
Questions owners ask
Can an AI agent tell a buyer which level of survey they need?
No. RICS's Home Survey Standard makes the firm responsible for seeing that a client understands how the levels differ. That conversation is a surveyor's. An agent can send your approved description of each level, collect the property details and pass the enquiry on with what the surveyor needs. In Scotland the seller's Home Report changes the order of this.
Does it write or check the survey report?
No. The inspection, the opinion and the report are the surveyor's, and this work does not touch them. RICS's AI standard, in force since 9 March 2026, keeps the surveyor accountable for all professional advice and has firms tell clients in writing how AI is used. The agent handles the quote, the terms, access and the fee around the report.
Will it work with Survey Booker or GoReport?
Both makers publish a way for other software to connect, GoReport's on request. It uses that way in once the route and your licence terms are agreed with you. Survey Booker already sends terms for electronic signature itself. An agent handles the replies, exceptions and chasing that software leaves.
Who rings the estate agent when access falls through?
One of your people. The roles on this page work by email and chat, and the phone stays with your coordinator. The agent can email the selling agent and the vendor, offer new slots, and tell your coordinator which inspections still have no confirmed access by the day you set, so the calls that matter are made in time.