Streamlining Real Estate Operations with Automation

Written By michael small

Client Overview

Company: Option 1 Realty
Industry: Real Estate Brokerage
Size: 25 employees
Challenge: Manual, time-consuming administrative work slowed deal processing and distracted staff from client-facing activities.

The Challenge

Option 1 Realty was spending 10–15 hours per week per agent on repetitive administrative tasks, including:

  • Manually extracting client data from emails into spreadsheets.

  • Preparing deal documentation using copy-paste templates.

  • Sending follow-up reminders and status updates to clients.

These inefficiencies led to delayed closings, missed follow-ups, and frustrated agents, costing the firm both time and revenue.

Our Solution

ClearOps Consulting implemented a tailored automation and AI workflow that streamlined the firm’s operations:

  1. Python-Powered Data Extraction:

    • Automated pulling client data from inbound emails directly into a centralized database.

  2. Dynamic Document Generation:

    • Built templates that auto-filled deal forms, reducing errors and preparation time.

  3. AI-Powered Task Alerts:

    • Integrated a system that sent automated follow-up reminders and status updates to clients and agents.

The Results

  • ⏱ 80+ Hours Saved Monthly: Agents spent less time on admin work and more time closing deals.

  • ✅ 70% Reduction in Errors: Automated document generation minimized costly mistakes.

  • 📈 15% Revenue Increase in 3 Months: With freed-up time, agents closed more deals.

  • 💬 Improved Client Satisfaction: Faster response times and clearer communication improved NPS scores.

Client Testimonial

“ClearOps transformed how we work. What used to take hours now happens in minutes, letting us focus on growing the business instead of babysitting spreadsheets. Their automation literally paid for itself in the first 90 days.”
— Managing Broker, Option 1 Realty

Why ClearOps?

  • Tailored Automations: No off-the-shelf tools—every workflow fits your unique business process.

  • Hands-On Support: From design to deployment, we guide you step-by-step.

  • Real ROI: ClearOps solutions are built to save time and drive revenue.

michael small