n8n Lease Processor That Eliminated 720 Hours Annual Data Entry đ„
Property management lease processing. 240 leases annually. Manual data entry consuming 720 hours. Built n8n automated workflow. Zero manual transcription. Perfect data accuracy. THE PROPERTY MANAGEMENT PROBLEM: Every signed lease required manual processing. Property manager downloading PDF. Typing tenant details into CRM. Entering financial terms into accounting. Adding dates to calendar. Composing welcome emails. 3 hours per lease average. 240 leases annually = 720 hours consumed. Data entry audit revealed 19.4% error rate. Incorrect rent amounts. Missing renewal reminders. Forgotten welcome emails. Security deposit mismatches. THE n8n AUTOMATION: 8-node workflow with 2-path conditional email routing: Node 1 - Google Drive Trigger: Monitors lease folder for new uploads Node 2 - Download Lease: Retrieves signed lease document Node 3 - Prepare Binary: Formats for document processing Node 4 - Extract Lease Data: Pulls tenant info, property details, financial terms Node 5 - Analyze Lease: Calculates metrics, determines status Node 6 - Log to Database: Updates centralized lease tracking Node 7 - Welcome Email Check: Evaluates send conditions Node 8-9 - Conditional Actions: Send welcome email OR notify lease logged EXTRACTION DETAILS: Tenant - name, email, phone, employment status Property - address, unit number, parking spaces Financial - monthly rent, security deposit, pet deposit, rent due day Term - start date, end date, duration Provisions - pets allowed, utilities, early termination ANALYSIS CALCULATIONS: Days until move-in from today Total upfront costs (security + pet deposits) Total lease value (monthly rent Ă term) Days until lease expiry Renewal notice needed (60 days before expiry) CONDITIONAL WELCOME EMAIL: Logic - if lease upcoming within 30 days AND tenant email present - send personalized welcome email automatically. Include move-in checklist. Provide payment details with total calculated. List utility setup instructions. Add parking and property information. Include contact details.