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AI Automation / Document AI / CRM

Real Estate Contract Automation

An email-triggered pipeline that extracts structured data from PDF contracts, gates the result on confidence, checks for duplicates, and creates transactions in the CRM — built for real estate operations.

Year
2026
Engagement
AI automation for a PropTech client
Focus
Automation, Generative AI, Backend
Status
Delivered
Real Estate Contract Automation — architecture overview

01 — The problem

Signed contracts arrive as email attachments and end up retyped into a CRM by hand. It is slow, it is error-prone, and the same contract routinely gets entered twice.

02 — Our solution

Let the email itself be the trigger. The contract PDF is parsed into structured fields, the extraction is gated on a confidence threshold rather than trusted blindly, duplicates are checked before anything is written, and only then is a CRM transaction created.

Architecture

How it works

The pipeline, step by step — from the first input to the final output.

  1. 01

    Email trigger

    An incoming email with a contract attachment starts the pipeline.

  2. 02

    Structured extraction

    The PDF is read and its fields extracted into a defined schema.

  3. 03

    Confidence gate

    Low-confidence extractions are held back rather than written through to the CRM.

  4. 04

    Duplicate check

    Existing records are checked so the same contract is not entered twice.

  5. 05

    CRM transaction

    A transaction is created in the CRM from the validated data.

Features

What we built

Email-attachment trigger — no new tool for the team
Structured field extraction from PDF contracts
Confidence gating before any write
Duplicate detection against existing records
Automatic CRM transaction creation
Impact

The outcomes

01

Contract data reaches the CRM without manual re-entry

02

Low-confidence extractions escalate instead of being written

03

Duplicate transactions prevented at source

Engineering notes

Challenges we solved

Extraction confidence is the whole safety story

An LLM will answer even when it should not. Gating on confidence is what separates automation from silent corruption of the CRM.

Duplicates are the common failure

Forwarded and re-sent emails are normal. Deduplication had to happen before write, not as cleanup afterwards.

Technology stack

n8nClaude APIPDF ExtractionA-Frame CRMWebhooks
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