Agentic automation & RPA in real estate:
use cases, platforms & best practices

RPA bots and agentic automation solutions help companies communicate with residents more efficiently. For example, real estate agents can run RPA solutions or agents to extract the necessary data, such as contract information, property maintenance history, and repair status, from CRM software, property management systems, and maintenance management tools to answer residents’ questions and resolve issues faster. Automation solutions can also alert tenants about rent increases, contract renewals, or payment deadlines, request missing information, and route tenant messages to the appropriate specialist based on the identified intent.

Tenant onboarding includes many time-consuming tasks, such as processing new tenants’ applications, consolidating all necessary documents, screening applicants, communicating and meeting with them, and drafting lease agreements. Bots and agents can help real estate professionals in this process, dealing with paperwork faster and more accurately.

Automation solutions can extract applicant data from online forms and emails, send it to real estate professionals for review, and request the required documents, such as an identification number and proof of income. Agentic solutions powered with OCR and natural language processing capabilities can aggregate unstructured data from applications and eviction, income, and criminal reports, match this data to company policies, and flag any anomalies and insufficient information for human review. They can also send automatic application status notifications to tenants, draft leases, and schedule move-in inspections, facilitating an end-to-end tenant onboarding process.

Tracking maintenance costs and managing all the related paperwork can be challenging, especially for companies with large portfolios of residential and commercial buildings. RPA bots can integrate data from property management software, facility management tools, and maintenance management systems to automate reporting on heating, water, and electricity usage and spending. Additionally, bots can process data from maintenance requests, extracting tenant name and unit number, automatically filling in request forms, and forwarding them to technicians.

Agentic automation solutions can categorize and prioritize maintenance requests, check maintenance contracts to find a suitable service provider, match maintenance history data with the reported problem, and flag denied requests for review by the real estate agent. Additionally, automation solutions can be integrated with IoT platforms to process real-time data from IoT sensors installed across facilities, such as temperature, humidity, and vibration, feed the details into computerized maintenance management systems, classify problems based on their priority, send notifications to real estate agents, and update maintenance schedules on request.

Agentic automation and RPA solutions also prove relevant in financial operations within real estate companies. RPA bots can automate small and repetitive tasks, such as searching and extracting bank account statements from emails, as well as reconciling bank statements with the company’s balance sheet.

Agentic automation solutions, apart from handling basic tasks, can also identify discrepancies, such as mismatched real estate transaction amounts, duplicate rental payments, or timing differences between transaction registration and its appearance on bank statements, and route them to the appropriate real estate agent. Additionally, they can standardize data from different systems or accounts and populate financial statements, facilitating financial reporting.

Agentic automation and RPA real estate solutions can also find their application in processing inbound and outbound invoices, extracting salient data from incoming invoices, and entering it into corporate accounting systems. AI agents can not only extract data from handwritten invoices, but also perform three-way matching, cross-referencing the invoice with its corresponding purchase order and receiving report, and detect common exceptions or mismatches.

Additionally, they can generate compliant e-invoices, update data in the organization’s ERP system, and track invoice delivery and acceptance in real time. By tracking invoice due dates, AI agents can also send follow-ups and automatic reminders to real estate agents, customers, and partners to make sure the invoices are paid on time.

Agentic and robotic process automation solutions can prove effective in helping real estate services companies determine Net Asset Value, showing investors the current market value of all the properties and risks associated with investing in them.

Agentic automation and RPA tools extract market data like property values and rental income from sources such as property valuation, investment reporting, and fund management systems, as well as property management software and market data feeds. Then, they consolidate this information, verify it for completeness, and reconcile transactions, all while ensuring compliance with the company’s valuation policies. Finally, they can send the consolidated data to real estate specialists to estimate the NAV or populate the required fields in the NAV calculation and reporting software.

Process automation solutions play an important role in customer support, enabling real estate agents to resolve issues more efficiently. For example, RPA bots and AI agents can be used to extract data from incoming support tickets and emails, such as homeowners’ or homebuyers’ phone numbers, the essence of the issue, and tone of voice. Then, they can classify the messages based on their topic and issue complexity, create case summaries, and assign the tickets to the appropriate specialist. Besides, they can automatically respond to routine inquiries, such as questions about rent payments, maintenance policies, or property availability, shortening response times.

RPA solutions assist realtors with diverse marketing activities, from content generation and its distribution across platforms to audience segmentation and outreach automation. For example, bots can extract data from real estate CRM software to compile mailing lists, as well as schedule posts and send emails automatically to keep the customer base updated on the latest real estate news and market trends.

Agentic automation solutions, apart from structured data collection, can also extract unstructured data from chat logs, emails, and social media comments, and update customer profiles with this information. Additionally, they can direct this data to marketing BI solutions, enabling teams to measure the performance of their marketing activities and identify customer needs. AI agents can also create marketing copy variations and SEO-friendly property listings and descriptions, score leads, and automatically send personalized email sequences, freeing up marketing teams to focus on strategic initiatives.