Check your property manager's statements against your contract and get any overcharge back

🧰 Before you start

• A Grok Bot account (free trial, then The X Subscription Premium)
• Your signed management contract, plus any later letters that changed the fee
• Your owner statements for the last 12-36 months (PDF downloads or the emails)
• About 30 minutes

🪜 Steps (tick as you go)

1. ☐
   1. Get Grok Bot

   Install Grok Bot (buttons below) and sign in. In Settings, look for Usage & Billing and set a monthly spending limit so it can never surprise you.

2. ☐
   2. Make a bot for your rental paperwork

   Create a new bot called Rental Checker. Keep it separate from bots that can pay bills or move money.

3. ☐
   3. Give it the contract first

   Upload the management contract and any signed changes. Ask it to list every fee it allows (management percentage, letting fee, repair mark-up, renewal fee) with the clause number.

4. ☐
   4. Add the statements

   Upload the statements, or forward the statement emails to the bot. More months make the check more useful.

5. ☐
   5. Run the fee check

   Paste the 'Fee check' prompt. You get a table: month, fee charged, contract rate, difference, plus anything not in the contract at all.

6. ☐
   6. Check the maths yourself

   Open two or three months and redo the sum on a calculator. If the bot misread a number, tell it and ask it to re-run the table.

7. ☐
   7. Approve the refund email

   Use the 'Refund request' prompt. Read the draft, make sure it quotes the right clause and total, and only then tell the bot to send it.

8. ☐
   8. Optional: check every new statementOptional extra

   Ask the bot to set a monthly routine: when a new statement arrives, compare it with the contract and message you only if something doesn't match.

💬 Prompts to copy

Here is my property management contract and my owner statements for [months or years]. First list every fee the contract allows, with the clause number and the rate. Then go through every statement and make a table: month, rent collected, each fee charged, the rate it works out to, the contract rate, and the difference in money. Flag: any rate that changed, any fee that isn't in the contract, repair invoices with a mark-up the contract doesn't allow, and anything that looks high for rentals in [city or area]. Total the overcharges at the bottom. Show your working for each flagged month. Don't contact anyone.

Draft a short, polite email to [manager name] at [company]. Say I've reviewed my statements against our contract dated [date], quote the clause that sets the fee, list the months where the charge was higher with the amount for each, give the total, and ask for a refund of that total and written confirmation of the correct rate from now on. Keep it factual and friendly, no threats. Show me the draft and wait for my OK before sending.

🔗 Links

• Ryan Debenham's post (source): https://x.com/ryandebenham/status/2113287504564482080
• AI Business Plays: the write-up with a ready prompt: https://aibusinessplays.com/plays/grok-bot-audits-property-manager-statements-recovers-17429/
• Grok Bot docs: get started: https://docs.x.ai/grok-bot/get-started

From https://usecasy.com/use-case/grokbot-property-manager-fee-audit/ · Guide checked 27 October 2026 · Prices are rough and shown in USD unless stated (MYR where relevant).