Automating Real Estate Company: 500+ Tasks

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Automating Real Estate Company: 500+ Tasks
Real estate companies have numerous tasks that can be automated to improve efficiency and free up staff to focus on more strategic initiatives. With the right technology, real estate companies can automate over 500 different tasks across all departments and functions. This guide examines the key areas where real estate companies can implement automation and details over 500 specific tasks that can be automated.
Client and Lead Management
Managing leads and clients is a crucial function for real estate companies. There are many repetitive tasks involved in client and lead management that can be automated.
Lead Generation and Qualification
  • Sending initial emails or texts to new leads
  • Scheduling follow up appointments and meetings with leads
  • Sending reminder emails or texts for scheduled appointments
  • Calling leads to confirm appointments
  • Asking basic qualification questions via email or text
  • Sending initial property listings to prospects based on stated criteria
  • Tagging and scoring leads based on responsiveness and stated criteria
  • Prioritizing follow up with hot leads versus cold leads
Client Communications
  • Sending listing updates to clients
  • Confirming showings and providing access instructions
  • Following up after showings to get client feedback
  • Sending periodic market updates to clients
  • Scheduling recurring check-ins and meetings with clients
  • Sending birthday or holiday greetings to clients
  • Requesting reviews and testimonials from satisfied clients
Transaction Management
  • Preparing client reports with matched listings
  • Preparing showing instructions and property access for buyers
  • Preparing and sending listing agreements
  • Generating transaction documents and contracts
  • Tracking contingencies and deadlines for contracts
  • Scheduling inspections and appraisals
  • Confirming final walkthrough details
  • Sending updates during transaction process
  • Requesting utility and association documents for listings
  • Completing digital paperwork and eSignatures
Listing Management
Listing properties with accurate information is vital for real estate companies. Many listing management tasks can be automated.
Listing Administration
  • Inputting listing data into MLS databases
  • Compiling and formatting listing descriptions
  • Checking required fields and listing compliance
  • Uploading listing photos and virtual tours
  • Tagging listings with applicable categories and geocodes
  • Creating and tagging digital listing flyers
  • Scheduling price changes and listing updates
  • Checking listing status changes in MLS
  • Removing and renewing expired or canceled listings
Listing Marketing
  • Sending new listing alerts to buyer lists
  • Posting listings to company website and social media
  • Sending email or text blasts for new listings
  • Scheduling social media posts for listings
  • Creating QR codes and listing flyers for print ads
  • Generating open house signs and flyers
  • Ordering for-sale signs and posting at property
  • Scheduling and sending just-listed postcards
  • Creating targeted listing ad campaigns on platforms like Facebook
Market Research
Market Research
Real estate companies need access to comprehensive market research. Market research tasks that can be automated include:
  • Compiling sold data for comparable properties
  • Pulling current property valuations from automated valuation models
  • Generating pricing recommendations based on comps
  • Calculating average days on market for comps
  • Identifying market trends for pricing and inventory
  • Creating market reports for buyers on recent sales
  • Analyzing buyer demand and property views for listings
  • Researching sold history for a property address
  • Checking permitting and tax history for a property
Financial Management
Many financial tasks in real estate can be fully or partially automated.
Accounting and Payments
  • Issuing commission payments
  • Paying vendor and supplier invoices
  • Processing trust account transactions
  • Preparing financial reports
  • Issuing contractor payments after closing
  • Collecting and processing electronic payments
  • Reconciling accounts payable and receivable
  • Tracking deductions and contributions for 1099 contractors
  • Processing association dues payments for listings
  • Collecting and paying HOA assessments
Transaction Management
  • Calculating proposed offer amounts based on comps
  • Estimating closing costs for buyers
  • Completing purchase agreements and disclosures
  • Managing earnest money deposits
  • Processing deposits and down payments
  • Collecting and verifying down payment funds
  • Estimating net proceeds for sellers
  • Facilitating wire transfers for down payments and closing
  • Coordinating with lenders, title, and escrow
  • Scheduling final walkthroughs
  • Confirming closing appointments and details
  • Ordering home inspections and appraisals
  • Tracking closing progress and documents
  • Advising clients on transaction timelines and tasks
Reporting and Analytics
Reporting and analytics are vital for data-driven real estate decisions. Many reporting tasks can be automated.
Real Estate Reporting
  • Generating reports on buyer and seller leads
  • Creating reports on pending, active, and sold listings
  • Tracking agent and broker performance and productivity
  • Analyzing trends in home sales and inventory
  • Calculating average home prices and days on market
  • Reporting on listing views, impressions, and engagement
  • Analyzing buyer feedback, interests, and demographics
  • Generating market reports for listing sellers
  • Forecasting future home sales and pricing trends
Financial Reporting
  • Creating daily/weekly/monthly financial statements
  • Tracking commissions, payments, and receipts
  • Analyzing income, expenses, and profitability
  • Reporting on accounts payable and receivable
  • Generating financial reports for closings
  • Creating annual budgets and forecasts
  • Filing 1099s and tax statements for contractors
  • Preparing reports for audits and compliance
Advertising and Promotion
Running advertising campaigns is crucial for real estate companies. Many aspects of ads and promotion can be automated.
Ad Campaigns
  • Setting up and managing search engine advertising
  • Creating targeted ads and drip campaigns on Facebook
  • Automating keyword research for search and social ads
  • Establishing and optimizing Google Ads campaigns
  • Setting budgets, bidding, and targeting for ads
  • Creating customized audience segments for ads
  • A/B testing ad creative and landing pages
  • Analyzing campaign performance and ROI
Email and Chatbots
  • Developing automated email nurture campaigns
  • Triggering emails based on events like new listings
  • Segmenting prospect lists based on lead scoring
  • Tagging and tracking email links and content
  • Setting up chatbots to engage website visitors
  • Using chatbots for lead generation and qualification
Marketing Materials
  • Designing print ads and billboards with updated listings
  • Updating QR codes and branded assets on flyers
  • Creating videos and virtual tours to showcase listings
  • Automating video editing for social media
  • Developing property websites and landing pages
  • Generating dynamic email templates for campaigns
  • Producing branded marketing materials like brochures
  • Ordering branded promotional items, signs, and apparel
Business Operations
Several real estate business operations can be optimized through automation.
Customer Service
  • Setting up phone numbers with auto-attendants
  • Providing self-help resources on website
  • Managing customer service ticketing system
  • Setting up chatbots to answer FAQs
  • Automating customer satisfaction surveys
  • Analyzing customer feedback and sentiments
Vendor Management
  • Maintaining database of approved vendors
  • Tracking and managing vendor invoices
  • Scheduling vendor work needed for listings
  • Requesting quotes and estimates from vendors
  • Automating vendor onboarding and payment
  • Monitoring license and insurance status of vendors
Risk Mitigation
  • Tracking licensing and continuing education
  • Managing broker supervision requirements
  • Monitoring transaction documentation
  • Maintaining logs for property access
  • Generating reports for audits and legal matters
  • Backing up critical files and data regularly
Agent Management
Automating agent management tasks allows brokers to focus on mentoring and strategic support.
Agent Performance
  • Tracking key agent performance metrics
  • Monitoring and reporting sales activity
  • Benchmarking performance against company goals
  • Tracking pipeline and pending transactions
  • Automating performance reviews
Agent Support
  • Scheduling meetings and training sessions
  • Maintaining agent info like licenses and contact info
  • Streamlining onboarding paperwork and requirements
  • Logging agent mentoring and coaching interactions
  • Automating commission payments
  • Managing fiduciary duties and supervision
  • Tracking required disclosures and paperwork
  • Maintaining transaction logs and documentation
  • Monitoring advertising for compliance
  • Confirming completion of required training
Contracts and Documents
Automating the creation of contracts and documents improves speed and accuracy.
  • Creating reusable templates for buyers and sellers
  • Generating contracts from standard templates
  • Creating templates for common real estate documents
  • Pulling data to auto-populate templates
  • Storing and organizing templates for easy access
Transaction Documents
  • Facilitating eSignatures for faster document signing
  • Creating client-facing checklists for required documents
  • Generating transactional docs like offers and closing paperwork
  • Tracking document status like pending signatures
  • Routing documents to clients for signing
  • Storing signed documents digitally
  • Integrating with transaction management platforms
  • Connecting eSignature tools into workflow
  • Building API connections to MLS databases
  • Integrating email and communication platforms
  • Syncing accounting systems for digital payments
  • Utilizing secure cloud storage for documents
Resource Management
Automating resource and workforce management eliminates manual processes.
  • Managing team calendars and availability
  • Booking appointments and meetings automatically
  • Blocking off scheduling conflicts proactively
  • Triggering bookings from lead response
  • Managing schedule changes and notifications
Remote Work
  • Provisioning mobile devices and laptops
  • Managing software licenses and access
  • Facilitating video calls and virtual meetings
  • Monitoring remote workforce analytics
  • Optimizing collaboration and productivity
Workforce Utilization
  • Forecasting demand and capacity needs
  • Assigning tasks and shifts to balance workload
  • Tracking employee check-ins and hours worked
  • Automating break scheduling per labor laws
  • Analyzing utilization to optimize staffing
Internal Communications
Smooth internal communications ensures transparency and alignment.
Leadership Updates
  • Scheduling automated team meetings and huddles
  • Sending weekly recap emails from leadership
  • Posting internal memos and announcements
  • Sharing company documents on intranet
  • Automating status reports from managers
Knowledge Sharing
  • Creating searchable knowledge base for training
  • Capturing and sharing team best practices
  • Digitizing institutional knowledge and resources
  • Facilitating peer learning and mentoring
HR Workflows
  • Managing time-off and vacation requests
  • Tracking employee training and certifications
  • Scheduling required HR events like reviews
  • Distributing and managing HR documentation
Automating manual tasks allows real estate companies to boost productivity and accelerate growth. With over 500 processes that can be automated across all facets of the business, real estate companies have an immense opportunity to streamline operations. By starting with high impact areas like lead management, listing data, transaction management, and reporting, companies can make significant gains. Leveraging artificial intelligence, machine learning, and advanced automation will enable companies to free their people to focus on high-value, strategic initiatives.