When the AI proposes a task is complete
Not every reply that satisfies a task is obvious. When the classifier is reasonably but not-fully confident, it flags the task as "AI-proposed complete" and waits for your call.
How this works
Every inbound reply on a deal runs through a classifier that scores it against every open task. Each task gets a confidence number 0-1:
- ≥ 0.85 (high) — task auto-completes. You'll see it in the Activity feed as "AI auto-completed" with the quote as evidence.
- 0.60 to 0.84 (medium) — task moves to
proposed_complete. A pinned card shows up on the Activity tab. - < 0.60 — no match. Task stays where it was; the reply is still stored as a message on the thread.
The "Needs your decision" card
The pinned card at the top of the Activity tab shows:
- The task that might be complete
- The quote from the reply that triggered the proposal
- The confidence percentage
- Who sent the reply and when
Two buttons:
Confirm — task flips to complete. Completion source is recorded as ai_proposed (distinct from ai_auto or manual) so the audit trail shows you explicitly approved.
Reject — task returns to pending. The classifier is welcome to try again on a future inbound that satisfies the criteria more clearly.
When to confirm vs. reject
Confirm when the quote really does say the task is done, even if the phrasing is unusual. Example: inspection task, quote "we got a clean report yesterday, all clear." That's complete.
Reject when the quote is ambiguous, references something else, or is a partial confirmation. Example: EMD task, quote "I'll get that wired tomorrow." That's intent, not confirmation. Reject → the actual wire confirmation will proposed-complete later.
Why we don't auto-complete in the 0.60-0.84 range
Because the cost of a wrong auto-complete is high. If BuyerFlo auto-closes a task that isn't actually done, the engine stops following up — and by the time you notice, the party has moved on and the deadline is a week past. Waiting 10 seconds for you to click Confirm is cheap insurance.
Cross-party proposals
A reply from the listing agent can propose completion of a task originally assigned to the appraiser. This is intentional — the coordination engine cares about the outcome, not who reported it. The proposed-complete card says "Satisfied by Linda's reply (not assignee)" when that happens.
If you reject everything
Some deals just generate unclear replies. If you're rejecting most proposals, it's worth checking whether the task's completion criteria are set correctly. Rare edge case, but email us if you see a pattern.