System Redesign + Lease Prep: 30 Minutes to 5.
CW Properties is a residential leasing agency in Montreal. They fill empty apartments for property owners and management companies. Across about 140+ buildings and 2,000+ units, their job is to find good tenants and get leases signed fast.
Leads came in from many different websites, and someone had to copy each one over by hand. Follow-ups, booking visits, and invoice tracking were all manual. Leases were the worst part: only two people could make them, and each one took about 30 minutes. As the busy season got closer, that was going to become a wall.
- Leads copied over by hand from many different websites
- Follow-ups, visit booking, and invoice tracking all manual
- Only two people could build leases, ~30 minutes each
- The team could only sign leases as fast as two people could type them
We moved the whole operation onto one connected AI system. New leads land in the system on their own, tagged and sent to the right agent for that building. Follow-up texts and emails go out automatically to book the visit, which drops onto the agent's calendar. When a lease is signed, the owner invoice is tracked automatically, and managers see every agent's numbers in one KPI view. The big one is the lease: one button builds the full lease for that unit with the right building rules and forms already attached.
- Leads captured and sent to the right agent on their own, no copy-paste
- Automatic text and email follow-ups to book the visit
- Visits added to the agent's calendar automatically
- Invoices to owners tracked automatically once a lease is signed
- One-click leases, built with the correct building forms, in about 5 minutes
Before, the whole business was not running as efficiently as it could. Now it runs on one system that captures leads, follows up, books visits, tracks invoices, and builds leases.
The lease bottleneck is the clearest win. Making a lease went from about 30 minutes to about 5 minutes of reviewing. Just as important, it no longer has to be only two people doing it. When the busy season hits, CW can sign more leases without hitting a wall, and without hiring more people just to keep up.
This is what automation does for a growing team. It takes the slow, repeat work off their plate, and lets them handle far more volume.
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