n8n Lease Processor That Eliminated 720 Hours Annual Data Entry 🔥

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Property management lease processing. 240 leases annually. Manual data entry consuming 720 hours.

Built n8n automated workflow. Zero manual transcription. Perfect data accuracy.

THE PROPERTY MANAGEMENT PROBLEM:

Every signed lease required manual processing. Property manager downloading PDF. Typing tenant details into CRM. Entering financial terms into accounting. Adding dates to calendar. Composing welcome emails.

3 hours per lease average. 240 leases annually = 720 hours consumed.

Data entry audit revealed 19.4% error rate. Incorrect rent amounts. Missing renewal reminders. Forgotten welcome emails. Security deposit mismatches.

THE n8n AUTOMATION:

8-node workflow with 2-path conditional email routing:

Node 1 - Google Drive Trigger: Monitors lease folder for new uploads

Node 2 - Download Lease: Retrieves signed lease document

Node 3 - Prepare Binary: Formats for document processing

Node 4 - Extract Lease Data: Pulls tenant info, property details, financial terms

Node 5 - Analyze Lease: Calculates metrics, determines status

Node 6 - Log to Database: Updates centralized lease tracking

Node 7 - Welcome Email Check: Evaluates send conditions

Node 8-9 - Conditional Actions: Send welcome email OR notify lease logged

EXTRACTION DETAILS:

Tenant - name, email, phone, employment status

Property - address, unit number, parking spaces

Financial - monthly rent, security deposit, pet deposit, rent due day

Term - start date, end date, duration

Provisions - pets allowed, utilities, early termination

ANALYSIS CALCULATIONS:

Days until move-in from today

Total upfront costs (security + pet deposits)

Total lease value (monthly rent × term)

Days until lease expiry

Renewal notice needed (60 days before expiry)

CONDITIONAL WELCOME EMAIL:

Logic - if lease upcoming within 30 days AND tenant email present - send personalized welcome email automatically. Include move-in checklist. Provide payment details with total calculated. List utility setup instructions. Add parking and property information. Include contact details.

Otherwise - log to database, schedule email for later or flag for manual contact if no email found.

12-MONTH RESULTS:

240 leases processed automatically. Zero manual data entry. Zero transcription errors. Zero discrepancies between lease documents and system records.

Welcome email consistency - 100% of tenants received identical information within 24 hours. Move-in checklist, payment instructions, property details delivered automatically.

Property manager time recovered - 720 hours annually. Reallocated from data entry to tenant support.

Templates: n8n

How many hours annually spent manually transcribing lease data? What's your data entry error rate?

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