Project Overview
A property firm handling thousands of listings a week was running its entire intake process by hand. Staff copied listing data between portals, a CRM and spreadsheets, which was slow and produced errors nobody caught until a client did. We built an automated pipeline that takes every new listing from source to CRM record without a person touching it, validating and enriching the data on the way through. The team now spends its time on clients rather than on data entry, and the records they work from are accurate.
Challenges
Listing data arrived in four different formats and none of them matched the CRM schema. Staff were rekeying the same property into three systems, which took around two hours per batch and introduced mistakes in addresses, pricing and ownership records. Duplicates were common because nobody could tell whether a listing had already been entered. Nothing was logged, so when a record was wrong there was no way to find out where it went wrong.
Our Solution
We mapped every source format to a single schema and built a validation layer that checks each record before it moves forward, flagging anything that fails rather than silently dropping it. An enrichment step adds geocoding and pricing context automatically. Records then sync to the CRM with duplicate detection, so the same property cannot be created twice. Every step writes to an audit log, which means a questionable record can be traced back to its source in seconds. The whole pipeline runs on a schedule and alerts the team only when something genuinely needs a human.
Results
Processing dropped from around two hours per batch to under a minute, the error rate fell from roughly seven percent to under one, and duplicate records effectively disappeared. Each operator got back something in the region of thirty hours a month, which went into client work rather than data entry.
Project Summary
he firm now processes an order of magnitude more listings than before with the same team, and trusts the data enough to make pricing decisions from it. The pipeline has run without manual intervention since handover.
