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We built a real estate document management automation platform for an institutional real estate operator managing 300+ properties across five countries. The solution integrates well with the client’s existing stack through an API-first architecture and automates the full contract lifecycle across jurisdictions without disrupting current operations.
The client is a US-based real estate company that owns more than 300 assets and employs around 500 people in five countries. Years of M&A activity had left them with a patchwork of tools across different regions with no system integration and a custom CRM covering the broader portfolio. Rather than investing in a full real estate software development overhaul, they wanted to automate lease document handling without touching the software their teams already depended on.
The client approached Jelvix with an enterprise software development request after their transaction management for real estate could no longer keep up with portfolio growth. Three M&A transactions over four years resulted in a disjointed system that could not handle compliance management.Business RiskThere were five jurisdictions, each with its own set of rules, notice requirements, and language obligations that were handled manually. A company that had expected audit-ready documentation from its institutional clients ran the risk of financial and reputation damage. Moreover, the legal and operations team was already overworked and couldn’t handle more growth.Missing a single notification period in this environment didn’t just mean a delay; it led to automatic lease renewals at unfavorable market rates and significant penalty fees. Without a unified oversight system, the client faced increasing difficulty in maintaining cross-border regulatory compliance and data sovereignty.
Operational IssuesIt took 45 minutes to create one contract. The process lacked version control since terms would be manually transferred from the CRM to the template and then emailed. Manual input into the financial system post-signing meant many errors occurred during the transaction processes. Lease-related deadlines were recorded using an Excel spreadsheet, where missing the renewal date or a notice deadline would result in sanctions and tenant losses.Technical LimitationsThe current toolset was applicable to parts of the process. DocuSign was responsible for the e-signatures, and nothing before or after. The approvals process by deal size, country, or property type required a lot of generic workflow platform customization. There was no solution available to integrate Yardi, MRI, and the custom CRM into a single data flow, so the integration layer had to be developed from scratch.
Jelvix built an API-first leasing automation platform seamlessly integrated with the client’s infrastructure. Each module targets a particular failure.Module 1: Automated Contract Generation from CRMThe platform integrates with the client’s CRM through REST API and fetches the terms of the deal, property information, and counterparty data directly into the relevant lease template. The jurisdiction-specific clauses are automatically selected based on the property’s country. The time to create a contract was reduced from 45 minutes to 4-7 minutes.Module 2: Rules-Based Approval RoutingApproval workflows are configured by deal value, property type, jurisdiction, and risk classification. The contracts automatically go to the right stakeholders without being forwarded. All reviews and sign-offs are recorded in a complete audit trail. DocuSign API deals with e-signature in the same workflow.Module 3: Post-Signing Data AutomationOnce a contract is executed, the platform creates records like payment schedules, escalation terms, and contract value across the financial system automatically. Any change in one place propagates across the rest automatically. The manual re-entry that drove most of the client’s data errors no longer exists.Module 4: Lease Lifecycle TrackingThe platform handles property lease management, including tracking expiration dates, renewal dates, rental index dates, and notification dates. These alerts can be received 90, 60, and 30 days prior to the important dates through e-mail, Slack messages, or within the portal. It is all done from one dashboard interface.Module 5: Jurisdiction-Aware Document StorageThe documents are retained, accessed, and encrypted in accordance with country-specific retention policies, access, and encryption requirements. The platform automatically categorizes and labels files when uploading and creates document packages for audits in a single click.
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The platform runs on an API-first architecture designed for property management system integration without disruption to existing operations.Integration DomainBidirectional API connectors synchronize data across CRM, ERP, Yardi, MRI, and DocuSign. The API-first architecture integrates with the existing stack without disrupting current operations.Workflow DomainApproval routing through a rules engine according to deal value, asset type, legal jurisdiction, and risk level, all configurable from the user interface. Document DomainA template engine that supports multiple languages and jurisdictions, version management, full audit logging, and digital signature services.Tracking DomainA lease life cycle engine that tracks key dates throughout the entire portfolio and sends out configurable alerts at 90, 60, and 30 days before deadlines.Compliance DomainAs part of the broader real estate compliance software layer, the platform handles jurisdiction-aware document storage with automated retention rules, AES-256 encryption, role-based access control, and audit-ready document packaging.
An expert team of 9 specialists was assigned to deliver the project:Project Manager: Managed delivery, client communication, and coordination across all platform modules.Business Analyst: Mapped existing lease workflows and defined approval and routing business rules.Solution Architect: Designed the API-first architecture and integration approach for the existing technology stack.Backend Engineers (2): Built the workflow engine, integration layer, and lease lifecycle logic.Frontend Engineer: Developed the portfolio dashboard, workflow interface, and document management UI.Integration Specialist: Implemented custom integrations for Yardi, MRI, CRM, and DocuSign systems.QA Engineer: Tested business rules and verified data accuracy across systems.DevOps Engineer: Managed cloud infrastructure, CI/CD pipelines, and platform security.lacinia.
Discovery and Process Mapping: The process began with IT consulting in order to examine current processes related to lease management and identify the necessary areas for data transfer between systems. The team collected approval rules according to the deal size, legal jurisdiction, and asset types, as well as the integration points throughout Yardi, MRI, and the CRM system. This phase clarified the scope of automation prior to making any architectural decisions.Architecture and Integration Design: Both Yardi and MRI have version-sensitive APIs that are only suitable for reporting; they cannot be used for bi-directional transaction synchronization. The design is based on this restriction, as the integration layer does not push data directly to core ERP tables but instead uses available API endpoints to perform read operations while configuring scheduled transactions and conflict resolution strategies for write operations.Core Platform Development: Contract generation, approval routing, and lease tracking were built in parallel with the integration layer — tested against real endpoints from day one, not mocks. This surfaced schema inconsistencies between Yardi and MRI early, when they were cheap to fix, and helped prevent schema conflicts from cascading into data integrity issues during migration.Integration and Data Migration: The integration process was tied up with all the current systems, and all historical lease data was transferred into the new architecture, including the configuration of local requirements for record retention by each jurisdiction. Two-way synchronization testing between Yardi, MRI, CRM, and the finance system was done using live data.QA and User Acceptance Testing: The system was tested against real client workflows, approval structures, and portfolio-scale transaction volumes. UAT ran with the client’s legal and operations teams. The platform was stress-tested against full portfolio volume before any regional rollout began.Go-Live and Hypercare: Deployment followed a phased regional rollout with team training and 30 days of post-launch support to stabilize operations under live conditions.
As the client was using multiple legacy systems in various regions, the platform had a tech stack that enabled seamless integration: Front-end: TypeScript, React.js, Chart.js (portfolio dashboard). Back-end: Python, FastAPI, SQLAlchemy, Pydantic. Integrations: REST API connectors to Yardi, MRI, Salesforce/HubSpot CRM, and DocuSign API. Database and Storage: PostgreSQL, AWS S3 (document storage). Cloud and DevOps: AWS (EC2, RDS, S3), Docker, GitHub Actions (CI/CD). Security: AES-256 encryption, RBAC, SOC 2-ready audit logging. Workflow Engine: custom Python rules engine with no-code UI configuration.
Jelvix automated the client’s lease document lifecycle, removing manual bottlenecks at every stage.
Lease creation, approvals, and post-signing updates now run through a structured automated workflow, removing bottlenecks for legal and operations teams.
Contract data stays synchronized across CRM, financial, and property management systems, eliminating inconsistencies between platforms.
Jurisdiction-specific retention and notice rules are embedded into the platform, reducing compliance risks caused by manual processes.
The platform supports portfolio growth without requiring proportional increases in operational headcount.
The new leasing automation platform gave the client full control over the property portfolio, improving contract cycle times, data accuracy, and transaction capacity.
Lease processing time decreased from 3–4 weeks to 5–7 business days.
Automated synchronization eliminated most manual data entry errors between systems.
The team now processes three times more transactions without increasing headcount.
Complete document packages for any property can be generated automatically for internal and external compliance audits.
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