Case study · Property management & real estate portfolios
Every document filed, every renewal caught
Tax letters, utilities, insurance renewals and vendor invoices routed automatically to the right property, with deadlines extracted and reminders sent before anything is due.
Private property management portfolio
The situation
What we were dealing with
Documents arrived from every direction — municipal tax letters, utility bills, insurance renewals, lease paperwork, vendor invoices — and had to be matched to the right property and unit by hand.
Because filing was manual, deadlines were discovered when a penalty or lapse notice arrived, and questions like "what did we pay for this unit last year" required digging.
- Every doc
- Classified and filed against property, unit and category
- Ahead of time
- Renewal and tax reminders replace penalty notices
- One inbox
- Mail, email and portal documents in a single pipeline
Approach
What we built, in order
- 01
Single intake for all paper
Email, scanned mail and portal downloads flow into one pipeline for classification.
- 02
Property matching and coding
Each document is matched to property, unit and expense category, filed in the correct folder and indexed with amounts and key dates.
- 03
Obligation calendar
Due dates for taxes, insurance, permits and utilities are extracted automatically and reminders scheduled well before deadline, escalating if unacknowledged.
- 04
Vendor invoice handling
Invoices are checked against quotes, coded to the property, and routed for approval so nothing is paid twice or missed.
Outcome
Where it landed
- Documents filed automatically instead of stacking up for a weekly session
- Renewals and tax dates surfaced in advance, ending the pattern of late discovery
- Historical costs per property answerable in seconds
- Vendor invoices approved against the right property and quote
“Property documents, tax letters, utilities, insurance — it was chaos. The system now routes every document to the right place and reminds us before anything is due. No more 'oops' moments.”
Modules used
The systems behind this
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