Workflow automation for the real estate industry
Property listings, rental contracts, inbox processing and tenant enquiries are still often handled by hand in property management. We automate these processes with AI, GDPR-compliant and without you having to replace your real estate software.
The problem
Manual processes slow down management and letting
In real estate, the effort sits in the documents. Every piece of incoming mail, every contract and every tenant enquiry is reviewed, assigned and processed one at a time.
A flood of documents with no structure
Property listings, contracts, service charge statements and correspondence are scattered across email inboxes, drives and the management software.
Inbox processing eats up time
Incoming mail is read, categorised and forwarded to the right case handler or the right property by hand.
Letting takes too long
Days pass between enquiry, self-disclosure and contract because every step is kicked off manually.
Tenant enquiries tie up staff
Standard questions about a property, contract or statement all land with the team instead of being answered automatically.
The solution
Document processes that run themselves
We connect your data sources to AI-powered workflows. Documents are recognised, data is extracted and filed automatically in the right system.
Property listing creation
Property data is brought together and turned into a finished property listing, instead of being copied together by hand.
Contract analysis
Rental and purchase contracts are read out, deadlines and clauses are identified and filed in a structured way.
Inbox processing
Incoming documents are classified, assigned to the right property and forwarded automatically.
Handover protocols
Protocols are captured digitally, evaluated and added to the file.
Tenant enquiries via chatbot
A RAG assistant answers questions from your property documents, with sources and without hallucination.
Knowledge from property documents
Declarations of division, protocols and contracts become searchable. Answers come from your own documents.
GDPR & data sovereignty
Your data stays where it belongs
Tenant and owner data is sensitive. Our solutions run GDPR-compliant and, if you wish, on-premise, without any data flowing out to external models.
- Can be run on-premise or in your own cloud
- No data flowing out to external AI providers
- Roles and permissions from your existing systems still apply
- Full control over the model and hosting
Use cases
Where automation gets to work in real estate
Property management
Process inbox, service charge receipts and owner correspondence automatically.
Letting
From listing to contract: enquiries, self-disclosure and creditworthiness move through in a structured way.
Brokerage
Create property listings and qualify prospect enquiries automatically.
Asset and property management
Make contracts and property documents searchable and keep track of deadlines.
Integration
Connecting to your existing real estate software
We build the automation around your systems, not the other way around. We connect common property management and CRM solutions via interfaces.
- Property management software and ERP via API
- SharePoint, Google Drive, file servers and email inboxes
- CRM and marketing portals
- Existing DMS and filing structures
Process
From idea to a productive workflow
Analysis and use case
We review your processes and systems and pick the workflow with the biggest leverage.
Proof of concept
A first workflow runs on your real documents, measurable and traceable.
Integration and go-live
Connecting to your systems, testing with real data, then operation with monitoring.
FAQ
Frequently asked questions
Do we have to switch our real estate software?
No. We connect the automation to your existing systems via interfaces. Your software stays in place, and the processes are automated around it.
Is this GDPR-compliant?
Yes. The solutions run GDPR-compliant and, if you wish, on-premise or in your own cloud, without any tenant or owner data flowing out to external providers.
Which processes are worth starting with?
Usually inbox processing and contract handling, because that is where the manual effort is highest. In the intro call we identify the workflow with the fastest return.
How long does rollout take?
A first productive workflow is typically up in a few weeks. We start with a clearly scoped use case rather than a large project.
Does this also work with scanned documents?
Yes. With OCR, scanned letters and PDFs are recognised, classified and processed too.
Which process costs you the most time?
Book a free intro call. We take a look at your workflows and show you where automation pays off first.
Let’s talk about how AI can move your business forward.
Get in touch, we look forward to your project.