Property Management Firm Seeks AI Automation for Sales Queries

• The customer is a large property management firm managing multiple properties across the United States.

• During the property sale process, they frequently receive questionnaires from lenders (banks, mortgage companies, financial institutions) and property attorneys.

• These questionnaires typically contain repetitive questions, resulting in repetitive responses.

• The process was identified as a strong candidate for automation using AI/ML, to save time and improve response accuracy.

• The customer aims to automate questionnaire handling for increased efficiency and consistency in documentation.

Introduction

Customer is a large property management firm managing properties in the US

Challenges

•  A comprehensive study of the questionnaires and responses was done. Questionnaires were identified to be from banks, attorneys and generic ones including PDF, Word and Text formats. Documents included scanned and regular contents
•  LLM (Large Language Model) based algorithm was identified to be the right solution since questionnaires and responses included unstructured data and natural language

Solution

LLM based solution was built which had following process steps:

•  Upload of a new questionnaire into a folder
•  Processing of the questionnaire by an AI engine
•  Output response was provided in the form of an Excel/Word file
•  User Interface was offered to make corrections/revisions as appropriate
•  Feedback loop was constructed to process the revised data

Key Benefits

•  Drastic reduction of processing time from number of days to a few minutes thereby increasing their business process efficiency
• Reduced error rates as responses were based on past data and no subjective creation of responses
• Feedback loop in the solution ensured that the corrections/revisions made by the operators were incorporated further thereby enhancing the accuracy on an ongoing basis