7 Real Estate Workflows AI Can Improve in 2025

Tenant Screening

No landlord wants to deal with a tenant who keeps paying rent late. Or worse, one who causes avoidable damage. Evictions are painful. But careful tenant screening cuts down on these risks.

AI can:

• Analyze rental history
• Check credit files
• And flag past criminal records in seconds

Tools like Elise.ai and Tenant Turner are built for this.

Some can verify income faster than any manual process. Patterns of missed payments and red flags pop up right away. The results come together for a full picture of reliability.

That means fewer headaches and a much smoother renting process for everyone.

Acing Lease Abstraction with Proficiency

Rental agreements often contain complex language that slows down everyone involved. Missed clauses or manual errors can cost a property manager big time. Quick, easy-to-read summaries let tenants understand what they’re signing.

AI-driven tools like Prophia and Kolena read these documents using:

• Machine learning,
• OCR,
• And natural language processing.

The right system finds renewal dates, payment terms, and special clauses within minutes. This speeds up decision-making and boosts overall efficiency.

Recommended reading: Machine Learning Algorithms in Business Process Automation

Certification:

Yes, anyone can use AI tools. But not everyone will deliver great –if at all helpful– results. Proper training is crucial.

For teams leading lease abstraction tasks and other workflows on the list, certified and experienced people do best. An institution like NYREI offers commercial real estate courses online, helping staff get ready to manage these modern systems.

COI Tracking Tasks

Insurance lapses can leave a property exposed to costly risks. Tracking every Certificate of Insurance, or COI, gets messy as portfolios grow. AI tools now read, extract, and update COI details into your system automatically.

They scan:

• Renewal dates,
• Policy limits,
• And provider information.

And that’s in a fraction of the time it takes a human.

Instant alerts flag missing or soon-to-expire coverage too, so property managers can avoid gaps in protection and keep records audit-ready year-round.

Recommended reading: How Automated Invoice Processing Transforms ERP Workflows

Invoice Capture and Coding

Imagine having stacks of paper invoices on your desk with deadlines looming. Manual entry and coding chew up hours, and errors can slip through.

AI tools scan and extract invoice details in real time. The right setup learns your cost codes and vendor rules, then files everything to the right account. Automated invoice processing often cuts costs by a whopping 60 to 80 percent, making it a favorite with finance teams. It delivers strong ROI and helps keep the books tidy and accurate.

Managing Maintenance Work Orders

Tenants expect fast fixes when something breaks, and waiting days for a response causes frustration. Automated platforms like Facilio, Buildium, and AppFolio help by sorting requests and matching them to the right vendor in seconds.

These systems can assign priority, track status updates, and notify both the tenant and maintenance team. A well-placed AI tool even predicts common repair needs using past data. The whole process becomes quicker. It’s less stressful and more transparent.

CAM Reconciliation Improvements

Reconciling CAM costs is often a headache for many landlords. Charges, receipts, and vendor details add up quickly. Tools like Springbord and Kardin Portal now organize expenses, compare them, and generate a summary in a flash.

AI matches receipts to lease terms and flags errors or discrepancies before they cause trouble. Owners can review results right away, making year-end CAM reconciliations much less stressful. This approach clears the confusion, saving time and money with far fewer disputes.

Recommended reading: How AI is Transforming Financial Institutions

Lease Renewal Alerts and Reminders

Tenancy agreements often end at different times of the year for different tenants. Missing a renewal window can mean empty units and lost revenue. AI solutions track every lease, sending alerts before terms expire.

Property managers get early reminders, so they can reach out to tenants ahead of time and keep spaces filled. With automated tracking, missed deadlines become rare, and planning future cash flow becomes much simpler.

Conclusion

AI and automation now turn complicated property management into a more manageable process. These systems support clearer decisions and stronger results. A well-organized workflow today makes it easier for any real estate team to handle tomorrow’s challenges.