AI for the people building, selling, and managing buildings.
Residential brokerage, general contracting, property management, development. We build the intake, document, and follow-up workflows that match how your business actually closes deals.
Pick the firm shape closest to yours
Each card is a real persona, a real day-in-the-life narrative, a real automation playbook, and a real example with a number on it. Click in to see how the platform runs inside a firm shaped like yours.
Residential Brokerage
10-200 agent brokerage. Lead distribution + transaction coordination + agent retention is the entire operation.
Estimated annual value
Lifts conversion 30-50% across 70k+ annual leads at a 75-agent brokerage = $2-5M/yr in additional GCI to the brokerage and its agents.
General Contractor
Commercial or high-end residential GC, $5-100M annual volume. Bid + project management + sub coordination + closeout. Margin is fragile.
Estimated annual value
Saves ~200-400 PM hours/year + accelerates retention release 15-30 days = ~$150-400k/yr in capacity + working-capital benefits at a $30M GC.
Property Management Company
Residential or commercial property management, 200-5,000 units. Maintenance request triage + leasing + rent collection is the operational spine.
Estimated annual value
Saves ~30-50 PM hours/week + reduces resident complaints 40-60% at a 1,200-unit PM company = ~$200-450k/yr in saved labor + measurable retention improvement.
Real Estate Developer
Residential, mixed-use, or commercial developer. Project pipeline + investor reporting + entitlement coordination + GC oversight is the work.
Estimated annual value
Saves ~250-400 principal hours/year + dramatically improves investor communication = ~$150-300k/yr in capacity for a developer with a $300M portfolio.
The work that's eating your team
We're not going to tell you real estate & construction is broken. You know what's broken. We're going to tell you which parts the system can run without you.
Speed-to-lead determines conversion
9-21x lift in conversion from responding within 5 minutes vs 30+ minutes. Most brokerages take 30+. AI responds in 90 seconds.
Coordination across 30+ external parties
Subs, vendors, lenders, inspectors, designers, brokers, residents. The job is orchestration. AI is purpose-built for orchestration.
Document collection eats project margin
GCs spend a quarter of PM time chasing documents. Developers spend principal time chasing reports from consultants. AI chases on schedule and surfaces only stuck items.
Maintenance request triage is the resident-experience driver
How fast a maintenance request gets dispatched determines retention more than rent. AI dispatches in 60 seconds.
Investor + owner reporting is calendar-driven and labor-intensive
Monthly owner statements, quarterly LP letters, weekly construction updates. AI drafts on cadence; principal edits.
Insurance / COI / license expirations creep up
Subs go uninsured. Property licenses lapse. AI tracks every expiration and re-requests on schedule.
How the AI Operating System works inside a real estate & construction firm
One nervous system, written in your firm's language. n8n is the backbone. Zapier is the glue. Supabase + Claude is memory and reasoning. The result is a single layer that thinks, remembers, and acts on behalf of your team, without ripping out a single system you already use.
brain
Brain, Decision & orchestration
n8n + Anthropic Claude. Triages leads, classifies maintenance requests, routes RFIs, drafts reports + bid responses + LP letters.
- ›Lead qualification + routing
- ›Maintenance triage
- ›Document classification + routing
- ›Drafting reports / responses / letters
memory
Memory, Property + project + party knowledge
Supabase. Stores every property, unit, project, vendor, sub, lender, LP, and resident. PMS / GC software / CRM remain source of truth.
- ›Property + unit registry
- ›Vendor + sub master with insurance status
- ›Project + phase status
- ›Investor + owner registries
nervous system
Nervous System, Cycles + triggers
Lead webhook events, maintenance request webhooks, monthly rent + reporting cycles, draw cycles, closeout triggers, entitlement deadlines, COI expiration cycles.
- ›Lead + leasing inquiry triggers
- ›Maintenance request webhooks
- ›Cycle-driven reporting
- ›Deadline + expiration calendars
hands
Hands, Action layer
Sends comms, dispatches vendors, generates reports, drafts agreements, posts to dashboards, queues for human approval.
- ›Outbound comms with audit
- ›Vendor dispatch + scheduling
- ›Report + agreement generation
- ›Portal write-back
eyes
Eyes, Ingest & observation
Inbound document parsing (PDF / DOCX), email classification, voice transcription for maintenance calls, multi-channel lead capture, MLS / public records monitoring.
- ›Document parsing + filing
- ›Voice → text triage
- ›Multi-channel lead ingestion
The point of separating these layers is reusability. The same Brain and Memory power your client acquisition, document handling, and compliance workflows. New automations are written as new Hands , not as a new system. That's the difference between an AI Operating System and a stack of one-off Zaps.
The real estate & construction automation catalog
Each entry below is a named workflow, not a category, not a promise. Every row describes what the workflow actually does in verb form, what it touches, and how it slots into your stack.
Lead capture & conversion
Closing the gap between lead generation and lead engagement.
Lead intake & 5-minute speed-to-lead
Inbound lead from any channel triggers a qualifying SMS within 90 seconds. Response routes the lead to the right agent / leasing agent / sales rep with full context.
NervousBrainHandsLead webhookLead routing to agent
Routes qualified leads to the right agent based on geography, property type, capacity, and active engagement level. Round-robin within tier where appropriate.
BrainMemoryLead qualifiedLeasing inquiry pipeline
Property management: inbound rental inquiries get qualified, toured (self-guided where supported), application-collected, screened, all within hours.
BrainHandsLeasing inquiry webhookLong-term nurture sequences
Not-yet-ready leads (3-12 months out) enter a structured nurture cadence with property updates, market reports, and check-ins until they're ready.
NervousBrainHandsLead classified 'not yet'
Transaction & project coordination
Live tracking of every milestone and external dependency.
Transaction coordination orchestrator
Brokerage: contract-to-close milestones tracked from email + DocuSign + lender activity. Reminders to clients + agents on inspection contingencies, earnest money, closing prep.
BrainMemoryHandsContract executedProject document orchestrator
GC / developer: inbound documents from consultants/subs/designers auto-filed against the right project + phase + responsible party. Missing items flagged.
BrainMemoryEyesDocument receivedRFI tracker & router
GC: inbound RFI parsed, routed to the right sub, tracked through resolution with deadline and escalation.
BrainMemoryHandsRFI submittedSubmittal log automator
GC: submittal log maintained automatically from email + project document inbox; flags overdue submittals; routes received submittals for review.
BrainMemorySubmittal receivedClosing prep sequence
Brokerage: 14-day-out, 7-day, 3-day, 1-day reminders to all parties (buyer, seller, lender, title, agents) with party-specific actions and document collection.
NervousHandsClosing scheduled
Property & maintenance operations
The 24/7 layer behind every resident interaction.
Maintenance request triage & dispatch
Inbound request → AI classifies emergency vs standard, identifies right vendor, sends dispatch with property/unit/access + resident contact, coordinates scheduling, follows up after.
BrainMemoryHandsMaintenance request webhook60-80% dispatch latency reductionVendor performance tracker
Tracks per-vendor response time, completion rate, resident-satisfaction signals. Surfaces underperforming vendors for review.
MemoryHandsWork order completedInsurance / COI tracker
Tracks every vendor + sub COI expiration; auto-requests renewals 30/15/7 days out; flags lapsed coverage.
NervousMemoryHandsDaily cronMove-in / move-out coordinator
Property mgmt: orchestrates move-in/move-out sequence (key handoff, walkthrough, condition documentation, deposit return).
BrainHandsMove date scheduled
Financial operations
Rent collection, draws, payment apps, and reporting on cadence.
Rent collection orchestrator
Property mgmt: rent reminders, late notices, payment plan negotiations, escalation to delinquency. Per-state rule library.
NervousBrainHandsMonthly cronPayment app reconciler
GC: payment app received → reconciled against schedule of values + retention + completion percentage; variances flagged for PM review.
BrainMemoryEyesPayment app receivedDraw package assembler
Developer: assembles draw package from GC payment apps + lender requirements + project budget; queues for principal review.
BrainMemoryDraw cycle eventOwner monthly report generator
Property mgmt: monthly owner statements with rent collection, expenses, vacancy, maintenance summary, and net distribution.
BrainMemoryHandsMonth-end cron
Pipeline, bid, and document automation
Sales pipeline + bid response + closeout document handling.
Bid invitation triage
GC: inbound bid invitations classified by fit, scored, queued for estimator review with summary of scope + delivery date + competition.
BrainMemoryBid invitation receivedBuyer-rep agreement generator
Brokerage: from buyer profile + chosen agent, generates buyer-representation agreement with the brokerage's preferred terms.
BrainHandsBuyer engagedCloseout document collection
GC: project approaching substantial completion → closeout package per sub generated, requests sent, follow-ups orchestrated, received items filed.
BrainNervousHandsProject status flag200-400 PM hours/year savedLP / investor report generator
Developer: quarterly LP letter drafted from per-asset status + financials + market commentary; queued for principal review.
BrainMemoryQuarter-end + 10d cronEntitlement deadline tracker
Developer: tracks every entitlement deadline (permit, hearing, public comment, condition) with assigned owner and escalation.
NervousMemoryDaily cronProject pipeline dashboard
Live view of every project's phase, milestones, capital committed, returns to date.
MemoryHandsDaily refresh
What the first 6 months look like
We don't ship a 30-workflow operating system on day one, that never works. We ship in phases, each with a measurable success criterion before the next phase begins.
Phase 1 · Weeks 1-4
Foundation: lead capture + maintenance request triage
- Lead intake + speed-to-lead live
- Lead routing to agents live
- Maintenance request triage + dispatch live
- Insurance / COI tracker live
- Pipeline / project dashboards live
Success criterion
By end of Phase 1, no lead waits more than 90 seconds for first contact and no maintenance request waits more than 60 seconds for triage.
Phase 2 · Weeks 5-12
Coordination: transactions + projects + tenant operations
- Transaction coordination orchestrator live
- Project document orchestrator live (GC)
- RFI tracker live (GC)
- Move-in/out coordinator live (PM)
- Vendor performance tracking live
Success criterion
By end of Phase 2, every active deal/project/property has a live document + milestone view replacing the spreadsheet that's always out of date.
Phase 3 · Weeks 13-20
Financial cycles + reporting
- Rent collection orchestrator live (PM)
- Payment app reconciler live (GC)
- Owner monthly reports live (PM)
- Draw package assembler live (developer)
- LP / investor report generator live (developer)
Success criterion
By end of Phase 3, all monthly + quarterly reporting cycles run on cadence with principal/owner review reduced to edits, not assembly.
Phase 4 · Weeks 21-26
Sales pipeline + closeout discipline
- Bid invitation triage live (GC)
- Closeout document collection live (GC)
- Long-term nurture sequences live (brokerage)
- Buyer-rep agreement generator live (brokerage)
- Entitlement deadline tracker live (developer)
Success criterion
By end of Phase 4, closeout cycles compress 30-50%, bid response capacity increases without hiring, and long-term lead nurture stops being the partner's personal task.
What the AI is allowed to do, and what it isn't
Honest compliance copy beats aspirational compliance copy. Below: the frameworks we're configured to support, the controls we ship with, and the explicit boundaries, actions the AI never takes without a human signing off.
Real estate licensing rules (state-by-state)
Each state has different rules on agent communications, broker supervision, and disclosure requirements. AI-generated client comms must comply.
- Per-state communication template review
- Broker oversight dashboard for AI-generated client comms
- Disclosure language baked into automated communications
Boundary: AI never represents itself as a licensed agent. Every client communication routes through a licensed agent.
Fair Housing Act / state fair housing laws
Lead qualification, leasing inquiry handling, and tenant communications are subject to fair housing law. Any disparate-impact pattern is a problem.
- Lead qualification scripts reviewed for protected-class neutrality
- Audit trail of every applicant decision with reasoning
- Periodic statistical review for disparate impact
Boundary: AI never makes a final accept/reject decision on a rental application.
GLBA + state privacy laws (lender data, applicant data)
Lender + applicant data triggers GLBA and various state privacy obligations.
- Encrypted at rest + in transit
- Per-engagement access controls
- Data minimization in automated workflows
OSHA + state contractor licensing (GC)
GC operations have safety and licensing obligations that interact with sub onboarding and document collection.
- Contractor license verification before sub onboarding
- Safety document tracking + expiration alerts
Decision authority
AI handles the structured operations layer. Humans decide anything that creates a binding obligation, a tenancy decision, or a regulatory filing.
| Action | Decision | Why |
|---|---|---|
| Send lead-qualifying SMS | AI | Operational, with FHA-neutral scripts. |
| Dispatch a maintenance vendor | AI | Standard work order; vendor has standing authorization. |
| Generate a buyer-rep agreement | AI with human approval | Agent reviews and signs before send. |
| Approve a payment app | AI with human approval | AI reconciles and flags. PM signs off. |
| Send an LP / owner report | AI with human approval | Principal / owner reviews before send. |
| Accept or deny a rental application | Human only | Property manager makes final decision under FHA. |
| Sign a lease or purchase contract | Human only | Always a licensed agent / principal. |
| File a permit / entitlement application | Human only | Always developer / principal-level decision. |
Pick one. Run it for a quarter. Prove it.
Each of these is a real, measurable pilot you can run with us over a single quarter, with explicit success criteria so the answer at the end is "yes, kept" or "no, scrapped," not "maybe."
Speed-to-lead pilot (brokerage)
Connect 1-2 lead sources + the qualifier + agent routing for 30 days. Measure response latency and conversion.
Success criteria
- ·Median first-response under 90 seconds
- ·Conversion lift ≥30%
- ·Agent satisfaction with lead quality
Maintenance triage pilot (PM)
Connect maintenance request channels + vendor dispatch for one property of 200-500 units. Measure dispatch latency and resident complaints.
Success criteria
- ·Dispatch latency under 60 seconds
- ·Resident complaints down 40%+
- ·Vendor response time tracked end-to-end
Closeout document collection pilot (GC)
Pick the next 2-3 projects approaching closeout. Run the document collection orchestrator. Measure closeout cycle time + retention release.
Success criteria
- ·Closeout cycle time reduced 30-50%
- ·Retention release accelerated 15-30 days
- ·PM time on closeout reduced 60%+
LP letter automation (developer)
Run the LP letter generator for one quarter. Measure principal time + LP communication consistency.
Success criteria
- ·≥75% reduction in principal time per LP letter cycle
- ·Zero LP complaints about quality or content
- ·LP communication frequency increased
Rent collection orchestrator (PM)
Run the rent collection orchestrator for one full month-end cycle on 200-500 units. Measure on-time collection rate + delinquency progression.
Success criteria
- ·On-time collection rate +5%
- ·Late notices issued automatically
- ·Zero state-rule violations
We extend your stack, we don't replace it
Your firm has a system of record for a reason. We plug into it. The platform is the connective tissue between the systems you already pay for, not a competing system you have to migrate to.
AppFolio / Buildium / Yardi / RealPage
APIPMS stays source of truth for units, leases, financials. We extend with maintenance triage, leasing pipeline, and reporting.
Procore / Buildertrend / CMiC / Sage 300 CRE
APIGC software stays source of truth. We extend with bid triage, RFI/submittal automation, payment app reconciliation, closeout.
Follow Up Boss / Boomtown / Sierra Interactive / kvCORE
APIBrokerage CRM stays source of truth. We extend with speed-to-lead, routing, and TC orchestration.
DocuSign / Dotloop / SkySlope
APITransaction signing happens in your existing platform. We orchestrate around it.
Juniper Square / IMS / AppFolio Investment Manager
APIInvestor portal stays primary. We feed reports + draw packages.
MLS + IDX + Zillow / Realtor.com / public records
API + connectorWe pull lead + property data; we never list / unlist anything without agent action.
One way to slice Real Estate & Construction: our four pre-packaged bundles
Below are the four pre-packaged engagement bundles available in real estate & construction - useful when you want a single signed PO instead of assembling the catalog. The full Real Estate & Constructionpractice covers more: see the full catalog and the multi-tab coverage matrix for the department, technology, and workflow lenses.
- Quote follow-up
- Listing inquiry recovery
- Subcontractor AR
- Maintenance renewal
- Project-scoped tenancy
- Subcontractor policy
- MLS/CRM webhooks
- Closing scorecard
- Listing-driven outbound
- Owner referral mining
- Investor nurture
- Local SEO
- Listing summarization
- Closing-doc automation
- Subcontractor scheduling
- Permit tracking
Get the firm-shaped automation map
Tell us your firm size, primary practice (brokerage / GC / PM / developer), and the workflow that costs you the most operations time. We'll come back with a written map of which 5-7 automations matter first and what the first 90 days would change.