Real Estate Firm Streamlines Rental Application Process
Real Estate Success: 2 Eliminated hours/month of manual work starting application processes and 15 Saved hours/month previously spent entering reference contacts
We began by mapping the entire application journey from both the applicant and property manager perspectives, identifying pain points and redundancies. The goal was to create a single, streamlined process that would collect all necessary information upfront while providing flexibility for applicants to complete it at their own pace.
Key Outcomes
- •Eliminated 2 hours/month of manual work starting application processes
- •Saved 15 hours/month previously spent entering reference contacts
- •Application process now starts immediately, even on weekends or when staff is away
- •Improved applicant experience with ability to save progress and return later
- •Increased application completion rate by collecting all information upfront (paystubs, pet photos, etc.)
- •Streamlined process led to more completed applications
- •Total saved hours = 204 per year, equivalent to $20,400+ in monetary value including opportunity cost of productive time
Deep Dive: The Challenge
"Power Properties, a growing real estate management company, had an inefficient rental application process that required manual handling of applicant information, document collection, and reference checks. This created delays, especially on weekends or when staff was away, and led to incomplete applications."
Their rental application process had evolved organically over years, resulting in a fragmented workflow with information scattered across emails, paper forms, and different software tools. Applicants frequently complained about having to provide the same information multiple times, while property managers spent hours each week manually transferring data between systems and following up on incomplete applications.
The Solution: Real Estate Firm
"We implemented an AI-powered application system that automated the entire rental application workflow, from initial contact to reference checking. The system collected all necessary documents upfront and allowed applicants to save their progress and return later."
Here's how we implemented the solution:
First, we created a digital intake form that dynamically adjusts based on the applicant's situation (e.g., showing pet sections only if they indicate having pets)
We implemented secure document upload functionality for paystubs, IDs, and other required documentation
The system was designed with a save-and-continue feature, allowing applicants to return to their application later
Automated email notifications keep applicants informed of their status and any missing information
The back-end dashboard gives property managers an at-a-glance view of all applications and their completion status
"This system has completely transformed our leasing process. What used to be a time-consuming headache is now almost entirely automated. I love that applications come in complete with all the documentation we need, and the system works 24/7 even when we're closed for the weekend."
Long-term Impact
Beyond the immediate time savings, the new system has created valuable data insights about their rental process. Power Properties can now track conversion rates at each stage, identify bottlenecks, and make informed decisions about their marketing and property management strategy.
Looking to streamline your real estate application process and save 200+ hours per year? Schedule a consultation to learn how our automation solutions can improve your property management operations.
