Automate Email Rental Orders into Your System with AI

If your team still copies rental orders from emails into your system by hand, you know the pain. Read the email, check availability, type everything in, reply. Repeat dozens of times a day. It's slow, error-prone, and nobody signed up for it.

Workflow

1. A customer sends a rental order or inquiry via email.
2. The AI agent detects the new email through a Gmail trigger.
3. It parses the order details: items, dates, quantities, customer info.
4. It creates or updates the order in your rental management system via MCP.
5. It posts a summary to your team's Slack channel for review.

What used to take 15–30 minutes per order now takes under 2 minutes. One rental company using this workflow reported an 87% reduction in order processing time, freeing their team to focus on customers instead of data entry.

Before and After

Before (Manual Process):

• Customer sends email with rental request
• Team member reads and interprets the email
• Manually checks availability in the rental system
• Types order details into the system field by field
• Sends confirmation reply to the customer
• Updates the team via Slack or in-person
• Time per order: 15–30 minutes

After (With Runbear):

• Customer sends email with rental request
• AI agent reads, parses, and enters the order automatically
• Team gets a Slack notification with a summary
• Team reviews and confirms
• Time per order: under 2 minutes

How to Set It Up in Minutes

1. Create Your AI Agent

Sign up for Runbear and create a new agent. Give it a name like "Order Processing Agent" and add instructions describing how your rental orders look and which fields matter most.

2. Add Your Tools

Connect your rental management system (e.g. Current RMS via MCP)

3. Register a Gmail Event Trigger

Add a Gmail trigger so the agent automatically runs whenever a new email arrives. That's it.

Frequently Asked Questions

Does this work with any rental management system?

Runbear connects to any system that has an MCP server. Current RMS and Rentman are common examples, but you can also connect custom or in-house systems through a custom MCP server.

Can the AI handle complex or multi-item orders?

Yes. The agent parses the full email content and can handle orders with multiple line items, special instructions, and varying date ranges. You control how it interprets orders through the agent's instructions.

What happens if an order is ambiguous or incomplete?

You can configure the agent to flag unclear orders in Slack for manual review instead of creating them automatically. This keeps a human in the loop for edge cases while still automating the straightforward ones.

Outcome

By letting Runbear connect your Gmail, rental management system, and Slack, you turn email-based rental inquiries into a fast, reliable, and largely hands-off workflow—eliminating double data entry and cutting processing time by up to 87%.