RPA in real estate: 10 use cases, platforms & best practices
October 14, 2025
RPA in real estate is applied to automate a wide range of repetitive and high-volume tasks, including property management and document processing. Complemented with AI algorithms, RPA bots can process unstructured data, including natural language and images, to automate more intelligent tasks.
Itransition’s experts deliver end-to-end robotic process automation services and implement RPA robots to help real estate specialists streamline tedious and time-consuming operations.
10 RPA use cases in real estate
From property and facility management to accounting and marketing, RPA can be applied in a variety of real estate business operations. Here's a brief rundown of popular RPA use cases in this industry.
Lease & purchase agreement processing
Drafting and processing lease contracts or residential purchase agreements can be fraught with errors and inaccuracies, as these activities require real estate teams to manage a lot of information gathered from different sources. A bot can perform these operations by extracting property data and entering it in standardized forms and then creating a client account in the property management software once all required digital signatures have been received.
Tax billing & reporting
Real estate agencies can manage multiple properties subject to taxation, including corporate taxes such as the CIT. Involving repetitive tasks and structured data, tax billing and reporting are well-suited to be automated with RPA. Bots can extract information from multiple tax systems, prepare property tax invoices, and compile all due fiscal documentation for competent authorities faster and more accurately than humans.
Scheme title: Example of property tax billing automation.
Data source: deloitte.com—Corporate Real Estate and Facilities Management in the digital world.
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 creates invoice within customers’ ERP systems
Bot captures invoices submission confirmation details
Bot generates monthly report and distributes to team
Resident communication
RPA bots can help a business communicate with residents and manage them more efficiently. For example, they can send tenants payment reminders or messages about rent increases and contract renewals. Additionally, bots can process incoming payments or mark insolvent tenant accounts in the corporate system.
Tenant onboarding
This process includes many time-consuming tasks, such as processing new tenants' applications, checking for their criminal records, reviewing referrals and incomes, and proceeding to the final approval. Bots can collect all this information and complete paperwork faster and more accurately.
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 help a real estate company streamline this business aspect. For instance, by integrating data from disparate systems and using it to generate reports, bots can automate reporting on heating, water, and electricity usage to help real property administrators monitor utility costs. Additionally, bots can automatically fill in maintenance request forms for building systems and forward them to technicians.
Bank & account reconciliation
Some applications of RPA in the financial industry also prove relevant in the real estate sector. RPA bots can automate small and repetitive tasks, such as searching and extracting bank account statements from emails. Intelligent RPA tools can also reconcile entries related to real estate transactions and other activities recorded in the bank statements with those from the company’s ERP to mitigate potential discrepancies and errors.
Processing of accounts payable & receivable
RPA can facilitate inbound and outbound invoice processing, extracting salient data from incoming invoices and entering it into corporate systems or using it to draft standardized forms addressed to customers. These extraction capabilities can be further enhanced by AI, with intelligent RPA bots checking duplicate invoices to mitigate discrepancies in a company's financial reports or identifying inflated charges to prevent financial fraud.
NAV calculations
The Net Asset Value (NAV) is a critical indicator used to estimate potential returns on a real estate investment fund. RPA tools extract market data like property values and rental income from multiple databases and consolidate it, automating routine activities preceding NAV calculation. Bots complemented with AI can also perform more intelligent tasks such as NAV oversight and validation.
Customer support
Virtual assistants allow customers to interact with a real estate agency 24/7, improving customer experience and satisfaction. Chat messages can trigger bots to perform simple tasks, such as sending links to real estate for sale in a particular area. RPA chatbots powered by AI technologies can deliver better customer service by interpreting human speech, analyzing the context of communication, and learning from past conversations to provide more accurate and useful answers to user queries.
Marketing automation
Enhanced with AI capabilities, RPA solutions allow realtors to automate the publication of content on social media and target potential customers based on their preferences and interests. Bots can also speed up the compilation of mailing lists and automate emails sending to keep the customer base updated on the latest real estate news and market trends.
RPA + AI in action
Have a look at a demo video highlighting automated invoice processing done by a UiPath bot integrated with the Open AI model. The bot developed by Itransition’s RPA experts 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.
Automate your processes with an RPA solution by Itransition
Benefits of RPA in real estate
Implementing RPA bots in your real estate business processes will help you achieve the following pay-offs.
Cost-efficiency
RPA bots operate 24/7 and complete tasks much faster than humans, achieving even greater speed and efficiency if complemented with AI. As highlighted by UiPath in the recent State of AI-powered Automation report, 70% of companies note time savings, while 72% report cost savings as the most common benefits of intelligent RPA automation.
Accuracy
While employees can easily get distracted and make mistakes after repeating similar operations multiple times, RPA robots are tireless workers with almost error-free performance when carrying out straightforward rule-based tasks. According to the IT Service Management survey by OTRS, the reduction of data mistakes is the second most frequently reported business process automation benefit, cited by 18% of U.S. executives.
Compliance
The greater accuracy achieved by bots in managing administrative practices facilitates regulatory compliance, both in terms of personal data management and tax legislation. It can significantly reduce one of the main business risks, namely the likelihood of fraud and human error.
Scalability
Since RPA solutions are relatively simple and inexpensive to implement, companies can easily scale up RPA automation by adopting more bots into their business processes. RPA robots can also be smoothly integrated with a growing number of IT systems, even legacy ones, via their user interfaces.
Easier data integration
RPA’s ease of integration with existing software makes this technology ideal for connecting multiple IT systems. For example, a bot can move data from an email client to an ERP system, replacing real estate professionals who would manually extract the required information from incoming emails and upload it to the ERP.
Better customer experience
The time saved due to the automation of clerical and manual tasks can be redirected to client-facing operations and improve the customer experience. 93% of respondents to Camunda’s 2024 State of Process Orchestration survey say process automation has helped them improve customer experiences.
Real-life examples of RPA in real estate
- 30%
processing times
Sunway Group
One of the top Malaysian real estate firms, Sunway Group, significantly reduced processing times across 35 business operations with an AI-powered RPA solution.
$1m
in savings
WAM Group
The Brazilian leader in the fractional ownership market deployed a cloud-based RPA solution to enhance the processes of its finance, tax, and research departments.
45h > 1h
reporting time
Deloitte
Deloitte assisted a real estate multinational in implementing RPA bots to speed up its tax billing and maintenance tasks, including reporting, data extraction, and data manipulation.
700h > 400h
processing
Hoas
The Foundation for Student Housing in the Helsinki Region almost halved the processing time required to handle 8,400 housing applications after adopting RPA software robots.
Best RPA platforms for real estate
While some real estate companies prefer to develop custom RPA software, organizations prioritizing faster RPA implementation and lower upfront costs can build their solution on top of an RPA platform provided by a third-party vendor. According to Gartner's 2025 Magic Quadrant for Robotic Process Automation, these are the five RPA market leaders.
Pros
UiPath offers a low-code UX app builder, extensive integration capabilities, and solid functionality for managing and governing UiPath automations. Users note that the platform is highly scalable, customizable, and secure.
Cons
The pricing policy and service/product offering are rather complex, requiring workshops and explanations.
Pricing
Basic plan starts at $25/month
Standard and Enterprise plans’ prices are upon request
Pros
Automation Anywhere offers cognitive automation and analytics capabilities powered by AI, along with a strong focus on the cloud.
Cons
Customers reported that data extraction from images isn't always accurate and that upgrading from Automation Anywhere’s legacy platform to Automation 360 is rather challenging.
Pricing
Upon request
Pros
SS&C Blue Prism offers numerous pre-build templates for process automation, supports multi-bot architecture, and offers intelligent automation techniques (OCR, NLP, and ML).
Cons
The platform offers back-office automation only and has more limited capabilities in terms of low-code app development and API integration than competitors.
Pricing
Price on request
A 180-day Learning edition and a free Trial edition available
Pros
Microsoft Power Automate is more affordable compared to other RPA platforms. The platform also 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.
Cons
Power Automate provides limited flexibility when it comes to building complex automations that involve multiple systems and complex business logic.
Pricing
Free trial
Premium plan $15.00 user/month
Process plan $150.00 bot/month
Hosted Process $215.00 bot/month
Pros
The NICE platform stands out with its ease of implementation. Users deploy simple RPA bots in a couple of clicks with the help of the built-in Click to Automate feature.
Cons
NICE users note its limited range of unattended automation tools, which makes the platform better suited for automating fragmented and small real estate tasks, such as mortgage loan document approval, refund order acceptance, or reporting.
Pricing
Price on request
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RPA implementation guidelines for real estate
Consider the following best practices to maximize the benefits of investing in RPA technology and streamline its adoption across your real estate organization.
Select appropriate use cases
To ensure a fast and consistent ROI, you should identify the most suitable RPA use cases, possibly with proper BPM solutions. We highlighted the link between these two disciplines in our BPM vs RPA analysis. Consider prioritizing repetitive, high volume, and well-structured business processes manageable by RPA bots that will benefit from increased scalability.
Chart 1: Automation opportunities in real estate
Data source: deloitte.com—Corporate Real Estate and Facilities Management in the digital world.
High
Level of value created
Low
High
Level of effort
Low
Secondary candidates for RPA
Manage bidding process for capital projects
Maintain space and occupancy data
Execute cost allocation methodology
Likely candidates for RPA
Manage real estate-related on-boarding activities for new employees
Manage utility payments and track energy consumption
Maintain up-to-date IWMS data
Do not automate
Monitor operational risk and compliance
Perform project
close-out
Develop capital program plan
Secondary candidates for RPA
Assemble and organize performance management data
Manage service requests
Maintain up-to-date customer and vendor data
Set up a comprehensive adoption roadmap
RPA implementation is a complex, multifaceted process encompassing several key phases:
1
Planning
RPA developers identify automation opportunities, evaluate costs and benefits, and design functional and technical aspects of your solution.
2
Configuration
Engineers configure and set up the RPA solution according to your requirements and test it in a dedicated environment to ensure that automation works properly.
3
Deployment
Developers integrate the RPA solution into your workflows, track its performance according to pre-defined KPIs, and fine-tune it to improve a bot’s efficiency, accuracy, and speed.
Define a change management strategy
RPA bots can considerably improve your corporate workflows and business functions, but companies need to properly lay the groundwork for this transformation. This generally includes clearly communicating the adoption objectives to the employees and providing ongoing training and support to help the team get comfortable with the RPA technology. The transformation can also involve several workflow adjustments in light of future interactions with bots to avoid new bottlenecks.
Challenges of RPA in real estate
Similar to predictive analytics technologies in real estate, RPA has immense potential but its implementation entails some challenges and thus requires careful consideration and planning.
Issue
Solution
Handling exceptions
Handling exceptions
In their "basic" version, RPA bots are limited to effectively managing standardized, rule-based activities and recurring scenarios since they follow pre-established instructions, but they can struggle when facing any exceptions to these rules.
A common trend is to enhance RPA solutions with AI technologies, such as machine learning and computer vision, which is known as intelligent process automation (IPA). Artificial intelligence is becoming a staple of most RPA solutions and platforms for real estate, such as UiPath and Power Automate.
Staff concerns
Staff concerns
When it comes to delegating an increasing number of tasks to RPA bots, a widespread fear among professionals is massive job displacement. One in four (26%) IT leaders responsible for technology decisions in large organizations consider job redundancy for human workers the critical automation challenge, according to Digitate’s 2023 AI and Automation report.
To avoid this negative effect, provide employees with proper retraining focused on improving non-replaceable human skills, such as strategic planning, data-driven decision-making, creativity, and public relations.
Conservative industry mindset
Conservative industry mindset
Compared to other sectors, real estate has traditionally shown a limited propensity for change because interpersonal relationships between agents and customers are still perceived as crucial. According to the National Association of Realtors, 89% of clients buy and sell their homes via real estate brokerages or agencies. Real estate agents also remain the most used information source for property discovery, followed by tablet and mobile devices.
Reshaping an obsolete corporate culture from the ground up is not a simple task. However, promoting digital literacy through targeted training initiatives and incentives and enticing stakeholders with small-scale, fast achievements will facilitate the shift.
Driving innovation in real estate
Relatively easy deployment and remarkable automation capabilities make RPA an ideal candidate to digitalize a conservative industry like real estate. Even if the real estate sector is a couple of steps behind others in terms of automation, it means that early adopters can benefit more from RPA implementation. Real estate businesses can also gain a competitive edge and get more out of RPA transformation by adopting AI-based tools that provide more advanced automation. If you intend to position your organization among the real estate innovation leaders, consider relying on Itransition's expertise in RPA consulting and development.
FAQs
What specific real estate processes can be automated with RPA?
In real estate, robotic process automation can be used to streamline a wide range of repetitive, rule-based, and high-volume processes. Some specific examples include:
- Drafting, processing, and sending for storage lease agreements or residential/commercial purchase agreements
- Processing clients’ applications, verifying documents, checking references, and updating records as part of tenant onboarding
- Extracting invoice data and entering it into corporate systems
- Updating property statuses across systems, removing sold or rented properties
- Generating reports
- Sending automated notifications, reminders, and updates to residents or tenants
- Extracting bank statements, matching transactions to ledger entries, and reconciling accounts
What are the three main types of RPA solutions?
Depending on the degree of human involvement and scope of automation, RPA 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
What is the difference between CRM & RPA?
Customer relationship management (CRM) system is a software system that centralizes customer information and streamlines marketing, sales, and customer service operations. Robotic process automation (RPA) is a technology that automates repetitive, rule-based tasks by mimicking human interactions with digital systems. Real estate companies can use RPA alongside CRM to automate data entry and routine marketing and sales workflows, helping CRM users be more productive in their day-to-day tasks.
What real estate processes are unsuitable for robotic process automation?
While RPA bots are highly effective for automating repetitive and rule-based tasks, they’re not suitable for processes that require human judgement, subjective analysis, or critical thinking. Due to their reliance on predefined rules and structured inputs, RPA bots can’t be used to automate highly complex tasks or frequently changing processes. Moreover, implementing RPA for small-scale or one-off tasks can be inefficient since the resulting benefit doesn’t usually justify the cost of the implementation.
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