Inbox to access gate: automating real estate move-in and move-out workflows with Jax
Industry: Real Estate / Community Management
Challenge: Manual handling of move-in/move-out forms, document validation, and notifications
Solution: HachiAI’s AI agent, Jax
Discover how Jax automated the full lifecycle of move-in and move-out requests at the client, reducing manual processing and accelerating handovers through email parsing, form extraction, and Excel integration.
A real estate and community management company, processes a high volume of move-in and move-out requests from residents, property owners, and real estate agencies. The workflow included monitoring shared inboxes, validating documents, updating Excel trackers, and coordinating with the security team. Manual touchpoints created inefficiencies and delays.
- Requests submitted to multiple email inboxes
- Document-heavy workflow with varying attachments (e.g., contracts, ID, forms)
- Manual data entry into Excel-based trackers
- Inconsistent confirmation and notification procedures
- Risk of missed approvals, delays, or miscommunication with residents and security
Community management staff were responsible for:
- Manually monitoring inboxes for move-in/move-out requests
- Reviewing attached documents for completeness and validity
- Extracting form data (e.g., resident info, cluster, pets, vehicles)
- Manually updating centralized Excel trackers
- Following up with owners for NOC (No Objection Certificate)
- Emailing the security team and residents after verification
To streamline operations, HachiAI deployed Jax, an AI agent specialized in form extraction, document monitoring, and structured data entry. Jax was trained on sample forms and logic shared by the client and now automates the full process end-to-end.
For move-in workflows:
- Monitors shared inboxes for new requests
- Validates key attachments (e.g., tenancy contract, title deed, ID forms)
- Extracts key fields from the move-in and resident info forms
- Populates centralized Excel trackers with structured data
- Sends security notifications once the form is validated and approved
For move-out workflows:
- Detects relevant emails and attached forms
- Checks for NOC from owners or auto-requests it if missing
- Cross-verifies resident-villa ownership using a reference file
- Extracts move-out data and updates the tracker
- Sends emails to security and the resident after final approval
- End-to-end automation of both move-in and move-out workflows
- 80%+ reduction in manual follow-ups and data entry
- Faster coordination with security for access control
- Real-time Excel updates replacing delayed batch entries
- Improved accuracy in form validation and resident classification
- Multi-inbox monitoring and email parsing
- Intelligent document validation and classification
- Form field extraction and structured output
- Automated email composition and routing
- Excel integration for centralized recordkeeping
With Jax, the client gained a high-capacity AI agent for handling repetitive, high-volume resident onboarding and exit processes. By automating every step from inbox to access gate, Jax ensures seamless coordination across teams and faster service delivery.
Ready to automate move-in/out processing and reduce admin delays? Request a demo