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Agentic automation & RPA in real estate: use cases, platforms & best practices
RPA in real estate, along with agent-driven automation, helps companies streamline repetitive and
time-consuming tasks, including data collection and validation and document preparation and routing,
improving real estate agents’ productivity, preventing human error, and enhancing service quality.
Itransition’s experts deliver robotic process automation services and implement
both RPA robots and agentic automation solutions to help real estate specialists streamline tedious and data-heavy
operations.
Use cases of RPA & agentic process automation in real estate
From property and facility management to accounting and marketing, RPA and agentic automation tools can
streamline workflows and reduce manual effort across a variety of real estate business operations.
1
Lease & purchase agreement management
Drafting and processing lease contracts or residential purchase agreements can be prone to errors and
inaccuracies, as these activities require real estate teams to manage a lot of information gathered from
different sources. An RPA bot can simplify lease and purchase agreement management by extracting property
data from multiple listing service (MLS) software, home inspection reports, and seller/landlord disclosures,
as well as applicant data from CRM software, and entering it in agreement templates.
Agentic automation solutions powered by artificial intelligence capabilities can support more complex activities.
For example, they can categorize documents attached to applications, process property disclosures and home inspection
reports submitted in the form of images, handwritten documents, or documents with non-standard layouts and nested
tables, and validate the provided details for completeness and compliance with company requirements. All of these
capabilities help minimize manual document sorting and cross-checking, enhancing real estate agents’ efficiency.
2
Tax billing & reporting
Real estate companies can manage multiple properties subject to taxation, including corporate taxes such
as the CIT. To make tax billing and reporting more manageable, they can employ robotic and agentic process
automation solutions to execute tasks, such as extracting tax-related information from multiple tax
systems, real estate ERP software, and property management
solutions, inputting the data into tax invoices, and submitting filings to tax authority web portals.
Agentic automation solutions can also detect factors that impact tax rates or reporting procedures, like changes
in lease terms, jurisdictional data, or tax regulations, identify mismatches within financial documents, missing
documentation, or inconsistencies between prior-year and current-year data, and evaluate options for tax treatment.
By doing so, they minimize human involvement, while facilitating the company’s tax compliance and reducing the
risk of errors and penalties.
Bot interfaces with tax management system
Bot extracts data to spreadsheet
Bot manipulates data and populates monthly filings
Bot validates customers’ eligibility, status and equipment list
Bot generates monthly report and distributes to team
3
Resident communication
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.
4
Tenant onboarding
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.
5
Maintenance & cost management
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.
6
Bank & account reconciliation
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.
7
Processing of accounts payable & receivable
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.
8
NAV estimation
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.
9
Customer support
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.
10
Marketing automation
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.
Invoice processing automation: use case demo
Have a look at a video highlighting automated invoice processing performed by a UiPath bot integrated with the
OpenAI model. Developed by Itransition’s RPA experts, the bot recognizes invoices in emails, gathers
unstructured financial data from these invoices, sends it to OpenAI for data structuring and financial value
extraction, and transfers values provided by the platform to the data storage.
Streamline your real estate operations with a tailored automation solution
Benefits of robotic & agentic automation in real estate
Increased cost-efficiency
Agentic automation and RPA solutions operate 24/7, reducing the need for manual labor and enabling real estate
service providers to cut down on costs associated with hiring employees to perform low-value tasks.
Operational accuracy
Agentic automation and RPA solutions demonstrate almost error-free performance when carrying out their tasks,
eliminating mistakes humans can make when distracted, multitasking, or tired.
Security & compliance enablement
Robotic and agentic process automation solutions provide greater accuracy, consistency, and transparency when
managing data and creating reports, as well as enable the detection of fraudulent patterns or policy
violations, facilitating data security and regulatory compliance.
Improved operational capacity
RPA and agentic automation solutions can effectively handle large volumes of operations, maintaining the same
level of accuracy and consistency and enabling real estate agencies and brokerages to perform at their maximum
capacity even during peak hours or demand spikes.
Expanded data integration
RPA and agentic automation solutions can facilitate seamless data exchange between disparate systems used by
the real estate company that can’t be integrated via standard APIs and that require a lot of manual
manipulation to extract, input, and cross-check the data. By enabling quick and simple front-end integrations
and replicating human interactions with user interfaces, bots and agents collect data from one system,
validate it, and insert it into another system, replacing manual information handling and enabling additional
data flows.
Better customer experience
By speeding up data search, data entry, and document processing, agentic automation and RPA solutions enable
real estate professionals to handle customer requests with greater speed and precision. Additionally, they
allow specialists to focus on client-facing operations rather than routine administrative tasks, all of which
contribute to improved customer experience and higher customer satisfaction and loyalty.
Real-life examples of agentic automation & RPA in real estate
99%
data accuracy achieved
Shriram Properties
One of the top real estate developers in India adopted an end-to-end automation platform and an intelligent
document processing solution to optimize processes across core business functions, including HR, finance, and
supply chain management. As a result, they minimized manual data entry when managing invoices by 70%, lowered
data processing time and errors during vendor registration by 50%, and reduced manual effort needed for bank
reconciliation by 25%.
39 seconds per property
to process data
JLL
A leading global professional services firm specializing in real estate and investment management, Jones Lang
LaSalle, implemented a custom RPA solution that runs 24/7 to retrieve property data and images from the
property portfolio and upload this information into the corporate valuation tool. Thanks to this solution, the
company manages to complete the task of collecting all information on the properties in less than 7 days
instead of the 45–60 days required for operating data manually.
- 30%
processing times
Sunway Group
One of the top Malaysian real estate firms, Sunway Group, partnered with Deloitte and UiPath to optimize 35
business processes across 13 business divisions, as well as established an internal Center of Excellence (CoE)
to explore new automation opportunities and enhance the deployed automation solutions. Thanks to automation,
the company cut down on data processing times and streamlined manual work worth 25 full-time equivalents
(FTEs).
$1m
in savings
WAM Group
The Brazilian leader in the fractional ownership market deployed RPA bots to automate administrative processes
across nearly 40 offices, including password reset, data extraction and entry, and email delivery. The bots
enable the company to save thousands of annual work hours, reduce operational costs, and free employees to
focus on building quality relationships with customers.
Best RPA & agentic automation platforms for real estate
While agentic automation and RPA solutions can be developed from scratch, some real estate companies opt for
building RPA bots and agents with ready-made systems, thanks to faster implementation and lower upfront costs.
Here are the most popular agentic and RPA tools that are regularly named leaders by top industry analysts like
Gartner and Forrester.
UiPath is one of the leading automation platforms that allows businesses of all sizes to build rule-based
and AI-powered automation solutions suited for diverse use cases. The platform can be deployed both in the
cloud and on-premises and provides robust features for bot and agent development. For example, it offers a
low-code AI agent builder, enables users to develop automation solutions using commands in natural
language, and comes with pre-built AI agents for high-value tasks like fraud detection, invoice
validation, and customer support triage, as well as robots for repetitive tasks like document and data
handling.
Differentiators
Pioneers a vendor-agnostic approach, promoting ease of integration with third-party AI providers and
enterprise systems and simpler building of cross-platform agentic workflows
Microsoft Power Automate is a cloud-based low-code tool for SMEs and large enterprises that can be
integrated with Azure automation services and Copilot to create automation solutions for a wide range of
business needs. It supports the development of both robotic and agentic solutions and offers pre-built
templates for quick model deployment, built-in GPT support, automation workflow monitoring tools, and AI
recommendations for process optimization. In addition, the tool leverages Microsoft’s strong security
features, offers more than 1,000 pre-made API connectors to a variety of applications, and supports the
development of custom integration solutions.
Differentiators
Seamlessly integrates with the Microsoft software ecosystem, including products such as SharePoint and
OneDrive, which makes it well-suited for enterprise IT infrastructures powered by Microsoft
Automation 360 by Automation Anywhere is among the top agentic and robotic automation platforms suited for
medium-sized and large businesses. It offers flexible deployment options, including cloud-based and
on-premises. The platform comes with pre-trained AI agents, while also enabling businesses to create
custom automation solutions using natural language commands, as well as tools for tailoring AI agents to
different domain-specific needs. Additionally, the system provides robust security functionality, such as
role-based access controls, audit trails, and data encryption at rest and in transit.
Differentiators
Process reasoning engine that is trained on more than 400 million real-world datasets to enable AI
agents to understand enterprise context and coordinates tasks across agents, people, and tools
SS&C Blue Prism is a comprehensive automation platform for building robots and agents that can handle both
routine tasks and support complex decision-making, continuous learning, and autonomous task execution. It
comes with numerous pre-built templates for process automation, provides a multi-bot architecture, and
offers intelligent automation techniques, such as OCR, NLP, and machine learning. The platform is best
suited for medium and large businesses, providing scalability for rapidly growing businesses, strong
governance and responsible AI frameworks, and multiple deployment options, such as on-premises, fully
managed, hosted cloud, and hybrid.
Differentiators
Prioritizes multilayered system security, essential for highly regulated businesses
Need help choosing the right technology for your real estate automation project?
Guidelines for implementing RPA & agentic process automation for real estate
Consider the following best practices to maximize the benefits of investing in agentic automation or RPA
technology and streamline their adoption across your real estate organization.
Define a change management strategy
To realize the benefits of automation solutions and ensure their seamless adoption across the company, real
estate leaders need to have a well-thought-out change management plan to prepare their teams and workflows
in light of change. To develop it, the appointed change management team needs to assess business readiness
and conduct extensive research on current business processes, which involves holding interviews with process
owners, department managers, and operational staff and analyzing historical data, such as cycle time, manual
error rates, exception rates, and task completion rates.
Based on the research, they should define existing process gaps, how the workflows should be transformed, and
who will be impacted due to introducing automation. Then, the change management team should create a clear vision
statement of automation goals, as well as a mission statement, outlining the specific actions to bring the vision
into reality. Additionally, they should clearly communicate adoption objectives, reasons for the change, and automation
benefits to gain initial buy-in from the staff. When implementing the automation technology, it’s also essential
to gather employee feedback on automation to identify issues they face.
Change management specialists should also periodically review the automated processes after implementing agentic
or robotic automation solutions to measure project success, as well as adjust workflows in line with the identified
roadblocks and opportunities.
Start on a small scale
Real estate agencies should avoid automating every process possible in one go. Instead, it’s essential to
start the automation project with a thorough business process analysis to identify repetitive tasks that are
inefficient, redundant, or prone to errors and prioritize areas to automate. Automating a single process
across the company and gradually moving to other processes also helps reduce upfront costs, development
time, and the risk of serious operational disruptions.
Leverage user-friendly software
Adopting automation solutions frequently requires employees to adjust to new workflows and solutions. To
streamline the transition to automated processes, organizations should invest in automation systems that
provide an intuitive user experience, seamless navigation, and natural language support. By offering
user-friendly features, automation solutions enable non-technical users to efficiently adopt RPA bots and AI
agents in their tasks with minimal effort and onboarding, reducing training costs and operational
bottlenecks.
Agentic & robotic process automation in real estate: challenges & solutions
While real estate process automation offers numerous benefits, it also comes with challenges that businesses
should be aware of and know how to overcome to seamlessly utilize the technology.
Issue
Solution
Risk of algorithmic bias & mistakes
Agents can sometimes inherit or exacerbate biases and flaws that exist in the data they were trained on or
process. Additionally, bias can be introduced by algorithm design and settings. In the real estate
industry, this can lead to misguided decisions in areas like property valuations, lending approval, or
audience targeting, with realtors missing out on promising opportunities or unintentionally discriminating
against specific audience groups.
Real estate companies should proactively mitigate bias and errors by reviewing and cleaning their data and
rigorously testing their automation solutions in diverse scenarios. Additionally, it’s recommended to
adopt a human-in-the-loop (HITL) approach for sensitive or non-standard cases, where specialists review
important model decisions or outputs, to maintain AI agents’ reliability. To reduce the risk of
hallucinations that AI-powered agents can bring and ensure result predictability, it can be reasonable to
prioritize deterministic RPA bots for processes where rules can be clearly defined.
Staff concerns
When it comes to delegating an increasing number of tasks to RPA bots and AI agents, a widespread fear
among professionals is massive job displacement. Employees, fearing that they won’t be able to adapt to
changed workflows or master the new technology, can resist automation, which will cause delays during its
implementation.
To address employee concerns about losing their jobs due to the introduction of the new technology,
provide them with proper training, which includes webinars, workshops, and courses, educating them on
utilizing RPA bots and agents to become more confident and efficient in their work. Moreover, invest in
retraining programs focused on improving non-replaceable human skills, such as strategic planning,
data-driven decision-making, creativity, and public relations. Additionally, consider reallocating
employees to other jobs or departments within your company to retain specialists with valuable knowledge
and skills.
Data security & privacy
Automation systems process and transmit sensitive client information, financial data, and property-related
legal information, which cybercriminals usually seek to obtain. Unauthorized access, data interception,
and phishing attacks can all lead to data breaches, causing financial losses and reputational damage for a
real estate company.
In order to protect operations, reputation, and customer data, real estate businesses need to ensure
robust data security with measures such as data encryption, access controls, cybersecurity training, and
regular security audits. The implemented automation system should also comply with applicable industry
data protection regulations, like GDPR and CCPA, which means that it should offer fundamental security
features and withstand stringent security testing.
Itransition’s agentic automation & RPA services for real estate
Consulting
We help our clients implement both robotic and agentic automation, providing comprehensive advisory
assistance to overcome common adoption roadblocks.
Defining the automation use cases
Creating a tailored automation strategy
Selecting the required tools and technologies
Delivering the automation solution’s PoC
Implementation
We deliver solutions with agentic and robotic automation capabilities using leading low-code tools to help
companies streamline their operations.
Conceptualizing and developing the automation solution
Integrating the automation solution with the company’s systems
Performing reliability, acceptance, and compliance testing
Onboarding and training users
Driving innovation in real estate
Process automation solutions, due to their relatively easy deployment and diverse pay-offs, are being
increasingly adopted by companies across sectors, and real estate is no exception. Recognizing the benefits of RPA and agentic process automation, property professionals are embracing digital transformation, streamlining operations
and enhancing their efficiency. By implementing agentic automation and RPA solutions, realtors can switch from mundane
administrative work, such as data entry or extracting details from documents, to value-added client-facing activities
like consulting or property showing to improve the customer experience when helping clients find a new home or sell
their property.
If you intend to position your organization among the real estate innovation leaders,
consider relying on Itransition’s expertise in agentic automation and RPA consulting and development.
Looking for a consulting partner to implement RPA?
In real estate, robotic and agentic process automation can be used to streamline a wide range of repetitive,
labor-intensive, and high-volume workflows. Some specific examples include:
Drafting, processing, and routing lease agreements, residential listing agreements, and commercial
purchase agreements
Processing clients’ applications, escrow instructions, and seller’s disclosures, verifying documents,
checking references, and updating records
Processing incoming invoices, extracting key data like the invoice number, vendor name, amount due, and
purchase order number, and entering it into corporate accounting systems
Updating property statuses in MLS software, removing sold or rented properties
Consolidating data from property management and financial systems and inputting it into report templates
Sending automated maintenance notifications, payment reminders, and agreement updates to residents or
tenants
Extracting bank statements, matching transactions to ledger entries, and reconciling accounts
Depending on the degree of human involvement and scope of automation, robotic and agentic automation
solutions can be classified into three main types:
Attended automation bots that work alongside human employees and are triggered by them as needed.
Unattended automation bots that operate independently, running tasks without human intervention.
Hybrid automation bots combine features of attended and unattended solutions, allowing both autonomous
operations and human involvement.
RPA bots automate repetitive and algorithmic tasks, such as data entry, account updates, and structured
document processing. Agentic automation solutions, driven by large language models, generative AI, and large
action models, execute complex, multi-step workflows, analyzing context and determining what action should be
taken to achieve predefined goals. For example, they can interpret unstructured data, such as images,
handwriting, transcripts, or emails, categorize and route them to the appropriate realtor, and learn from
human feedback.
The total project costs vary based on different factors, including the solution’s type, deployment option,
capabilities, degree of customization, software licensing fees, and integration complexity. Average costs
range between several thousand dollars for simpler projects to hundreds of thousands of dollars for
custom-built process automation solutions. Our consultants can provide you with a ballpark estimation of your
automation solution based on your needs.
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