Where leads and leases slip
Brokerages and property managers juggle leads, listings, leases and invoices across many tools. We connect them and automate the repetitive steps.
Two or more sound familiar? That is usually where the quickest wins are. Find my quick wins →
Where automation fits in your portfolio
Four areas where brokerages and property managers lose the most time. Each use case shows how we build it: with AI, with RPA bots, or by connecting the systems you already use.
Instant lead response
New enquiries from portals and your website get a reply in minutes, at any hour, and are added to your CRM.
Portal-to-CRM sync
Leads from listing portals land in your CRM with the source and property attached.
Showing scheduling
Prospects book showings from your calendar, and agents get the details.
Lead qualification
Budget, timing and needs are captured, so agents call the right people first.
Application checks
Rental applications, pay stubs and IDs are read and checked for missing or inconsistent details.
Lease abstraction
Key dates, rents and clauses are pulled from leases into a summary you can search.
Renewal reminders
Tenants and managers are reminded ahead of renewals and rent changes.
E-signature and filing
Signed leases are filed against the right unit and tenant automatically.
Maintenance routing
Tenant requests are sorted by urgency and sent to the right vendor with the unit details.
Vendor dispatch
Work orders go out to vendors, and updates come back into your system.
Inspection reports
Inspection notes and photos are turned into a consistent report for each unit.
Tenant questions
An assistant answers common questions about rent, parking and building rules.
Owner statements
Monthly statements are compiled from your property system and sent to each owner.
Vendor invoices
Invoices are read, coded to the right property and entered for approval.
Rent tracking
Late rent is flagged, and tenants get a reminder before staff need to step in.
Portfolio reporting
Occupancy, arrears and maintenance figures are pulled into one report.
How each workflow runs
Three real estate workflows, from what arrives to what your team sees.
Lead Response
- A showing booked, day or night.
Application Check
- Complete files reach the manager.
Work Order Routing
- The right vendor, sent the same day.
Already running for Ontario businesses
Real automations we have built for Ontario businesses. Ask us for a walkthrough of the one closest to your work.
Golden Freight
A UiPath bot books ocean container shipments on the Maersk portal every 30 minutes during office hours, and writes the booking numbers back automatically.
Hamilton Pharmacy
Kroll batch processing is automated across three workstations, including copay and insurance-order handling, with ongoing monitoring and support.
Hitech Group International
An AI vision project that checks packaging print, labels and barcodes against approved artwork, with human review. We scoped it and built the NRC IRAP funding case.
AI, RPA or an integration?
We choose the tool that fits the job, then build it on Microsoft Power Automate, UiPath or n8n. Hover or tap a card to see what each one does in real estate.
AI
In real estate
RPA
In real estate
Integrations
In real estate
Speak directly with the founder
Every project is led by Darpan Begdai, who spent 20 years consulting for Fortune 500 companies such as Walmart Financial, Tim Hortons and Canadian Tire. You get that experience on your project, without the big-firm price or the layers of account managers.
Darpan Begdai, Founder & CEO, Apex Bit Solutions
Your free assessment includes
- Your best automation opportunities, ranked by time saved
- Which tool fits each one: AI, RPA or an integration
- A rough estimate of the hours your team gets back
- Whether a grant could cover part of the cost
No cost and no obligation. If automation isn’t worth it for you, we will tell you.
Real estate questions, answered
Have a question that isn’t here? Email info@apexbit.net and we will reply within one business day.
Does it work with our property management software?
Yes. We connect through its API where there is one, and use RPA bots on the screens where there isn't.
Will leads still feel personal?
Yes. Replies use your tone and the listing details, and agents take over as soon as a lead is ready to talk.
How do you handle tenant data?
Access is limited by role, every action is logged, and any cloud service is agreed with you first.
How long does it take to go live?
A single workflow such as lead response is usually live in a few weeks, including testing alongside your team.
Can a grant help pay for it?
Often, yes. Ontario and federal programs can cover part of the planning or project cost, depending on your business. Our grants page lists what is open and how we help you apply.