22d • Business & Strategy 🧠
Client Processing 240 Leases Annually (Automation Recovered 720 Hours) 🔥
Property management company. 240 new leases annually. Manual data entry consuming 3 hours per lease.
Built automated lease processor. Eliminated transcription completely.
THE CLIENT'S MANUAL PROCESS:
Every signed lease requiring manual handling. Property manager downloading PDF. Opening CRM typing tenant details. Opening accounting entering financial terms. Opening calendar adding lease dates.
Composing welcome email manually. Copying information from lease document. Calculating total upfront costs. Including move-in checklist, payment instructions, property details.
3 hours per lease. 240 leases annually. 720 hours total.
Data audit revealed problems - 34 leases with incorrect rent in accounting. 67 missing renewal reminders. 89 tenants never received welcome emails. 19.4% error rate overall.
THE AUTOMATION SOLUTION:
8-node workflow with conditional welcome email routing:
Google Drive Trigger → Download → Prepare Binary →
PDF Vector Extract → Analyze Lease → Log Database →
Email Check → [Send Welcome] OR [Notify Logged]
Monitors shared Drive folder. New lease uploaded triggers automatic processing.
EXTRACTION DETAILS:
Tenant information - name, email, phone, employment status
Property details - address, unit number, parking allocation
Financial terms - monthly rent, security deposit, pet deposit, rent due day
Lease duration - start date, end date, term length in months
Special provisions - pets allowed, utilities included, early termination clause
CONDITIONAL WELCOME EMAIL:
If lease upcoming within 30 days AND tenant email present - send personalized welcome email automatically including move-in checklist, payment details with calculated total, utility setup instructions, parking and property information, contact details.
Otherwise - log to database, schedule for later or flag for manual contact if no email.
DEPLOYMENT METRICS:
12 months operation. 240 leases processed automatically. Manual data entry eliminated - zero hours spent transcribing lease details. Zero typos in financial records. Zero discrepancies between lease documents and system records.
Welcome email consistency - 100% of tenants with email addresses received identical onboarding information within 24 hours of processing. Time recovery - 720 hours annually reallocated from data entry to tenant support and property maintenance coordination.
Data accuracy improved tenant satisfaction significantly.
How many hours annually transcribing signed lease agreements?
4
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Client Processing 240 Leases Annually (Automation Recovered 720 Hours) 🔥
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