26 May AI in Property Transactions: How We Reduced Admin Time by 30%
There’s been a lot of industry discussion recently about ways to implement AI in property transactions. We’ve been exploring this ourselves within our onboarding process, and are pleased to share that it has helped reduced admin time across our onboarding team by around 30%. This has resulted in a dramatic reduction in time spent on repetitive admin, enabling the team to place more of an emphasis on directly liaising with buyers and sellers.
We estimate that 95% of the time previously spent opening sales progression files has now been eliminated through automation. AI handles repetitive, rules-based tasks such as document reading, data extraction and case opening. However human oversight remains central, with our team reviewing any exceptions or edge cases.
For us, AI in property transactions means using automation to take care of the process-heavy tasks, while our team focuses on the areas that require judgement, communication and experience. The move forms part of our wider strategy to use AI responsibly – applying it where it improves speed and accuracy, while freeing up time to focus on what really moves transactions forward.
Matt Goddard, Chief Technology Officer (CTO), comments:
“Our onboarding team are exceptional at managing property transactions, but they were spending a huge amount of time buried in admin – manually reading memoranda of sale, validating information and opening cases. One of the biggest challenges came from the nature of the data itself. Around 40% of incoming memos are handwritten, often captured outside of CRM systems.
When we realised guided AI could reliably process this information, it provided further evidence of its time-saving capabilities.
Importantly, this works alongside our existing systems rather than replacing them. For us, using AI responsibly means letting technology handle what it does best, while keeping our team in control of the parts that matter most.
The biggest benefit is the time this creates for our team to spend with buyers and sellers. When a case is opened quickly, a sales progressor is assigned sooner, and the transaction gets moving earlier, which is critical in a market where chains can fall apart if momentum is lost.”
The results so far:
In its first month of testing, the system processed more than 550 cases and around 3,000 pages of documentation, a level of throughput that would previously have required significant manual effort.
We already have further automation projects in development, along with expanded reporting and business intelligence capabilities to support smarter operational decision-making across the business.