Intake & Extraction

AI Document Extraction for Real Estate

Portal enquiries, instruction forms and tenant applications read into your CRM automatically, so no lead waits to be typed in.

Every portal enquiry that sits unread in an inbox is a buyer or tenant cooling off. This build reads enquiry emails, seller instruction forms and tenant applications as they arrive and writes the details into your real estate CRM, with the property reference attached. Doubtful fields wait for a negotiator to confirm. Your team still decides who to call and what to say.

Portal enquiries become CRM lead records without anyone retyping them
Instruction forms and tenant applications captured field by field
Unclear details checked by a negotiator before they reach the CRM

$5,400 20–30 working days Optional maintenance $270/mo

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A brass letter tray of envelopes beside tagged house keys, showing property enquiries sorted into records quickly.

What it is

AI Document Extraction for Real Estate reads what lands in an agency's inbox, such as portal enquiry emails, seller instruction forms and tenant applications, and extracts the fields you define into your real estate CRM, each with a confidence score. Enquiries become lead records without retyping; doubtful fields go to a negotiator.

Why businesses buy it

In a busy agency, enquiries pile up faster than anyone can type them in. Leads wait, details get mistyped, and some never reach the CRM at all. That means lost instructions and lost lets. After this build, enquiries and forms are read on arrival and appear as clean records, so negotiators start the day with a complete pipeline instead of an inbox to clear. The Scope Card lists the document types, fields and CRM connection before you order, so the result is agreed in writing and you are not paying for an open-ended project.

Problems this solves

Portal enquiries wait in the inbox until someone retypes them

The system reads portal enquiry emails and extracts the buyer or renter details you define. Enquiries become lead records in your real estate CRM without retyping.

Seller instruction details are copied into the CRM with mistakes

Seller instruction forms are read for property, owner and terms fields, each with a confidence score. Doubtful fields go to a negotiator to confirm before the record is saved.

Tenant applications pile up during busy letting periods

Applications are one of up to three document types set up with real estate field sets. Validation rules flag missing details early, so lettings staff chase gaps sooner.

Scope card SKU UPM-I0105

AI Document Extraction for Real Estate

Everything this build includes, written down before you pay. Choose a delivery speed and any add-ons, then add it to your cart.

$5,400 one-time build price

1. Choose your delivery speed

Standard 20–30 working days $5,400 Express 15–25 working days $6,200 Rush 10–20 working days $7,000

Delivery times are in working days (Monday to Friday) and start once your intake is complete. They can extend because of national or public holidays, technical issues outside our control (such as platform outages, third-party changes, account approvals or access delays), or natural disasters and other events beyond our control. If a delay happens, we tell you in writing with a new date.

What is included

Channel: 1 intake route (email inbox or upload folder)
Integrations: Up to 2 systems (source + destination)
Knowledge: Up to 3 document types, up to 25 fields each
Workflows: Extraction, validation rules and a human review queue; includes the Real Estate document field set
Languages: 1
Testing: 100 sample documents processed with an accuracy report
Revisions: 2 rounds
Handoff: 1 × 60-min handoff session (recorded)
Support: 30 days after launch

A good fit if

Portal enquiries sit in a shared inbox until someone copies the name, number and property into the CRM, and some leads go cold while they wait.

Instruction forms and tenant applications arrive as PDFs or scans and are keyed in by hand.

Your CRM accepts records through an API, so a new enquiry can appear there without anyone opening it.

You want incomplete or unclear applications checked by a person instead of creating messy records.

Not the right fit if

You need portal enquiries answered straight away, not just recorded. See AI Real Estate Lead Agent.

You want enquirers booked straight into viewings. See AI Viewing Booking Agent.

You want the CRM kept current from calls and conversations as well as documents. See AI Real Estate CRM Agent.

Your documents are tenancy agreements or contracts whose terms and dates need tracking. See AI Contract Intelligence.

How it works

Enquiries and forms arrive in one inbox or folder. Portal notification emails, instruction forms and application scans all come through the route you connect.
Each item is read for the fields you need. Enquirer name, phone, email, property reference and enquiry type from a portal email; seller details and property attributes from an instruction form; applicant details from a tenant application.
Values are scored and checked. Every field gets a confidence score, and your rules spot problems, such as an enquiry with no contact details or an application missing a required section.
Clean records reach the CRM quickly. High-confidence data creates or updates the lead, vendor or applicant record in your real estate CRM as soon as the email is processed, without anyone opening it.
Doubtful items go to a negotiator. Unclear or incomplete fields wait in a review queue, beside the original, until someone confirms them.
Your team takes it from there. The record is in the CRM, ready for whoever responds, books a viewing or updates the seller.

What you provide within 72 hours

Your portal lists these the moment you order. Delivery starts the working day after everything is in and your access is checked.

At least 20 real samples of each type, such as portal enquiry emails from each portal you use, instruction forms and tenant applications.
The fields to extract from each type and what makes a record incomplete.
Access to the inbox where portal notifications and forms arrive.
API access to your real estate CRM.
The negotiator or administrator who reviews queued fields.
Admin access and API keys for both systems, never sent by email.
One decision-maker to approve the field list and the launch.
An API key for your own AI model account (for example OpenAI or Google Gemini), created for this build with a spending limit.

The 72-hour rule. Send everything on your checklist, including access, within 72 hours of ordering so your build starts on time.

Timeline

Start Intake verified, sample enquiries, forms and field list confirmed.

Weeks 1–2 Enquiry and form extraction built from the Real Estate template.

Week 3 Agency inbox and CRM connected, review queue set up.

Weeks 3–4 100 sample documents processed, portal emails included, accuracy reported.

Week 4 Your review and two rounds of changes.

Go-live Live on incoming enquiries, recorded handoff, support starts.

Delivery options, in working days (Monday to Friday) from completed intake. They can extend because of national or public holidays, technical issues outside our control (such as platform outages, third-party changes, account approvals or access delays), or natural disasters and other events beyond our control. If a delay happens, we tell you in writing with a new date.
Option	Delivery time	Price
Standard	20–30 working days	$5,400
Express	15–25 working days	$6,200
Rush	10–20 working days	$7,000

What you receive at handover

AI Document Extraction for Real Estate configured on one intake route and connected to your real estate CRM
Real estate field sets and validation rules for up to three document types, such as portal enquiries, seller instructions and tenant applications
A human review queue that sends doubtful fields to a negotiator
A test report using real estate scenarios, from 100 sample documents with an accuracy report
An admin guide and a recorded 60-minute handoff session
30 days of post-launch support

Expected benefits and how to measure them

Can get new enquiries into the CRM while the lead is still warm.
Helps reduce errors in property and owner records.
Makes busy letting periods easier to handle without extra admin help.

Time from portal enquiry to CRM lead: Compare email receipt times with lead creation times, a month before launch and a month after.
Enquiries never logged: Compare the portal's enquiry count with new CRM leads from that portal each month.
Tenant application processing time: Track time from application received to complete file, before and after launch.

Before you start: Count portal enquiries, instructions and applications per week. Compare last month's portal enquiry total with CRM leads created.

These are things to track, not promised results. Outcomes depend on your data, your team and your market.

Running costs

The build costs one fixed price. Running it costs roughly $30 to $200 a month in your own accounts for OCR and AI usage plus storage. Portal emails are short, so most of the cost comes from multi-page application scans; a busy lettings office sits higher in the range than a sales-only one.

AI usage during build and testing is billed to your accounts as well.

Ask about running costs

Custom requirements

A fourth document type, more than 25 fields per type, a second intake route, or matching new enquiries to existing CRM contacts is outside the Scope Card. Add a note at checkout for a written Change Quote.

Request a custom version

Keep it running

Monthly maintenance covers monitoring, fixes, updates, a health report and change hours each month for things such as a portal changing its email format, a new form version or an extra field. It starts after the 30 days of support.

$270/mo (5% of the build price a month, includes 2 change hours)

Optional. Starts after the post-launch support period. Cancel any month.

How maintenance works

How this compares

	Do it yourself with a SaaS tool	Hire a custom agency	Upmark Labs
Price	A lead capture tool usually bills monthly per branch or per lead	A CRM integration partner quotes after discovery	Ours is one fixed price, shown on this page before you buy
Portal emails	Often one connector per portal	Depends on what was built	Ours reads each portal's email for content, whatever its layout
Applications	Frequently out of scope	Depends on the brief	Ours reads forms and scans, and queues unclear fields
Delivery	Quick to connect, portal by portal	Usually several weeks	Ours has a fixed delivery time shown before you buy, with faster options

Questions about this product

How fast does AI Document Extraction for Real Estate get a portal lead into our CRM?

As soon as the portal email has been processed, with nobody needing to open it, provided the fields are clear and pass your rules. The lead record appears in your CRM with the enquirer's details and the property reference. Anything uncertain waits for a negotiator, which is still far quicker than waiting for someone to retype the email.

Does it reply to the person who enquired?

No. This build reads and records; it does not message enquirers. Your team, or another build such as AI Real Estate Lead Agent, sends the reply. Many agencies run both together, so each lead lands in the CRM accurately and the enquirer still gets a fast, personal first response from the agency.

Can it handle emails from several property portals?

Yes. Portal notifications usually count as one document type, even though each portal formats its email differently, because extraction reads content rather than fixed positions. Include samples from every portal you use among the 20. If a portal changes its format later, monthly maintenance covers the adjustment.

Which property documents can it read besides enquiry emails?

Up to two more types, as you choose, often seller instruction forms and tenant application forms. Each type can carry up to 25 fields, such as property attributes, vendor details or applicant details. Contracts and tenancy agreements with terms to track are better suited to AI Contract Intelligence.

When can the real estate extraction build go live?

The go-live date depends on the delivery speed you pick, and each option is shown in the price and delivery panel on this page. The clock starts once your intake is complete and access to the inbox and CRM is verified. Sending sample portal emails, instruction forms and application forms soon after ordering is the best way to keep that date.

What does an agency pay monthly to run enquiry extraction?

Roughly $30 to $200 a month in your own accounts for OCR and AI usage plus storage. Short portal emails cost little to process, while multi-page application scans cost more. We charge nothing per lead. Monthly maintenance is optional. Its change hours cover things like a portal changing its email format, a new form version or an extra field.