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AI Automation in Real Estate

Automated Property Management Agreement Reconciliation

Turn weeks of manual PDF audits, contract extraction, and property-record cross-referencing into a 2–3 hour automated workflow.

Extract agreement details, match records across documents and software exports, flag discrepancies, and produce structured reporting outputs with minimal manual review.

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Client
Rent Roll Solutions
Contact
Kate Braybrook, Director
Industry
Property Management
Location
Australia
Service
Workflow automation: document extraction

The Problem

Manual agreement reconciliation creates four recurring problems.

  1. Fragmented property information

    Relevant details are spread across management agreements, GTA documents, PMS exports, spreadsheets, and inconsistent file names.

  2. Time-consuming manual review

    Staff spend approximately 25 minutes per property opening PDFs, comparing addresses, locating records, and entering data into spreadsheets.

  3. Reconciliation errors

    Small differences in addresses, property identifiers, document formats, and contract terms can lead to mismatched records or incomplete reporting.

  4. Limited scalability

    As the portfolio grows, administrative workload increases faster than the team's available capacity.

Kate Braybrook, Director of Rent Roll Solutions
Kate BraybrookDirector, Rent Roll Solutions
Before the automation, reviewing a Management Agreement and GTA took me around 25 minutes per property. On a 200-property due diligence job, that represented more than 80 hours of manual review. Haleema's automation has reduced the bulk of that work to automated extraction and exception review, saving me dozens of hours on every substantial DD engagement.

What We Built: The Workflow

  1. Automated Document Ingestion

    Collects management agreements, GTA documents, PMS exports, and supporting spreadsheets from the configured input location.

  2. AI-Powered Field Extraction

    Extracts 28 required fields, including relevant fees, dates, ownership details, and agreement terms.

  3. Property Record Matching

    Matches information across property-management exports, documents, and reporting files using normalized addresses, identifiers, matching rules, and confidence checks.

  4. Discrepancy Detection

    Identifies missing fields, inconsistent information, duplicate records, and low-confidence matches.

  5. Exception-Based Human Review

    Routes uncertain records for validation instead of silently making unreliable assignments.

  6. Structured Reporting Output

    Populates the client's existing Excel reporting structure with reconciled data and extracted agreement information.

Property management AI automation workflow: document parsing, AI extraction, validation, exception review, and Excel output.

The Result

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The bulk of a 400-property due diligence job now runs through automated extraction and reconciliation in approximately 2–3 hours, instead of an estimated 167 hours of manual processing. The team focuses on exceptions and judgment calls, while repetitive document work runs in the background.

2–3 hrs
Automated processing time for a 400-property job
167 hrs
Estimated manual processing time before automation
399+
Properties per due diligence batch
Kate Braybrook, Director, Rent Roll Solutions
“Haleema has built several automations for Rent Roll Solutions that have saved me significant time and made complex, repetitive processes far more efficient. She is thoughtful, responsive and extremely good at translating a business problem into a practical solution. The quality of her work is excellent, and I would happily work with her again.”
Kate BraybrookDirector, Rent Roll Solutions
90%Time saved

The client

About Rent Roll Solutions

Rent Roll Solutions is a property management business in Australia. Kate and her team work across large rent roll portfolios, where due diligence on hundreds of properties at once is routine, not the exception.

Industry
Property Management
Location
Australia

The work

About This Project

This automation was built and delivered by Haleema Sadia at ML Vision Technologies, working directly with Kate over several months on the Rent Roll Solutions systems. It started with address-matching automation, then expanded into the full Management Agreement and GTA extraction workflows covered here.

Scope
Automation + Data Extraction
Engagement
Custom Workflow

Got a process like this eating your team's week?

Book a free automation audit and we'll look at the repetitive document work your team is still doing by hand.

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Frequently Asked Questions

Can you automate due diligence for 400+ properties?
Yes. This is exactly what the workflow above does. It scales the same way whether you're running it on 50 properties or 1,000; the volume changes the run time, not the approach.
What documents can you pull data from?
Depends on the job. We've built extraction for Management Agreements, GTAs, leases, inspection reports, and other repetitive property paperwork. If it's a document with the same fields in roughly the same place every time, it's a good candidate.
Does this replace the human review step?
No, and it's not meant to. It removes the repetitive reading and typing so the team can spend its time on the exceptions and judgment calls that actually need a person.
Can it plug into our existing spreadsheets or systems?
Yes. Extracted data can land in a spreadsheet, database, or whatever reporting tool you're already using. We build around your process, not a new one you have to learn.
We've got a different repetitive process, not this one exactly. Can you still help?
Probably. If your team is copying the same kind of information out of documents over and over, it's worth a conversation.