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AI agent for vacation rental hosts

Property Supplies Restock Agent

Make sure every property is stocked for its next guest.

AutomationOperationsHospitality and events
See how it worksGet access
Property Supplies Restock Agent: what goes in, what the agent does and what you get

What it does

Guests find missing toilet paper or no coffee, and it shows in the review. This agent reads cleaner reports, updates supply counts for each property and forecasts needs from upcoming bookings. It drafts orders when stock is below need. If stock is below the forecast, it adjusts the order and checks again before the next arrival. The host approves orders. It treats each property separately, since a family home and a studio use supplies differently. Prices are compared across two suppliers, and the order is grouped so deliveries arrive between guests and not during a stay. Edge case: a long booking that needs a mid-stay restock is added to the cleaner's task list.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueApprovedYes, continueNoNo 1 STARTS WHEN Cleaning report arrives 2 USES A TOOL Read the report and update counts 3 DOES Forecast needs from upcoming bookings 4 CHECKS THE RESULT Is stock above the forecast need? If not: Draft an order for the shortfall. Back to step2. 5 DOES Compare supplier prices and delivery 6 YOU APPROVE Host approves the order 7 USES A TOOL Place the order 8 DOES Check counts again before the next arrival 9 CHECKS THE RESULT Is stock enough for the arrival? If not: Adjust the order and ask the cleaner to bring astopgap. Back to step 7. 10 RESULT Property stocked
Read the steps as a list
  1. Cleaning report arrives
  2. Read the report and update counts
  3. Forecast needs from upcoming bookings
  4. Is stock above the forecast need?If not: Draft an order for the shortfall. Back to step 2.
  5. Compare supplier prices and delivery
  6. Host approves the orderThe agent waits here for your OK.
  7. Place the order
  8. Check counts again before the next arrival
  9. Is stock enough for the arrival?If not: Adjust the order and ask the cleaner to bring a stopgap. Back to step 7.
  10. Property stocked

How it decides

It orders to cover the forecast with a safety buffer and checks the count again before the arrival.

  • Keep a 20 percent buffer
  • Forecast by guests and nights
  • Compare two suppliers
  • Recheck 2 days before arrival

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Buffer (default 20 percent)
  • Usage per guest
  • Suppliers
  • Recheck time (default 2 days)

What keeps you in control

It always asks you first

  • Host approves each order

Hard limits

  • Never place an order without approval
  • Never skip the pre-arrival check

It stops when

  • Done: stock covers the next arrival
  • Stop: no delivery fits and the host buys locally

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensProperty 2 has 3 toilet rolls and a 5 guest, 6 night booking needs 18. The agent drafts an order of 20. The host approves. Two days before arrival, the recheck shows the delivery is still not in and counts at 3. The agent asks the cleaner to bring a pack and updates the stock.

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