Client: New Zealand Real Estate Agency (under NDA)
Industry: Real estate / property appraisal, listings, offers
Primary forms: Residential Agency Agreements; Agreement for Sale and Purchase (offers)
Annual volume: 250+ property offer forms and appraisal documents
Goal: Cut weekend/evening manual entry and speed from appraisal to signed paperwork
The Challenge
A New Zealand real estate agency managed 5 to 10 property transactions weekly, with multiple competing offers common per property. Preparing key legal documents manually created significant administrative bottlenecks.
Critical workflow challenges included:
- Market appraisals and agency agreements (each about 10 pages) are legally required before listing a property.
- Sale and purchase agreements (approximately 20 pages, 3-4 pages data entry) must be completed for each buyer offer, sometimes exceeding 10 offers per listing.
- Only a fraction of each form required customization, but the entire document needed processing every time.
- Weekend and evening offers were frequent, yet admin staff were only available during standard hours.
- Key agents spent over 20 minutes per form on repetitive data entry rather than client-facing activities.
- Client details arrived via unstructured text messages or emails, necessitating extensive manual re-entry.
With plans to expand operations in the following year, the agency needed to cut this administrative burden to scale successfully.
Solution with Instafill.ai
AI form fine-tuning and field mapping
- Upload once – The agency uploads each blank contract (agency agreement and sale & purchase agreement) to Instafill.ai. The AI analyses the PDF, identifies fields and groups them logically. For flat documents (no interactive fields), the team uses Flat to Fillable PDF converter.
- Field descriptions and grouping – Instafill assigns semantic names (e.g., “Purchaser Name,” “Deposit Amount,” “GST Option”) and understands dependencies (if “Yes” is selected for GST registration, Schedule 1 must be completed).
- Profiles and static data – Company information such as agent names, commission structure and marketing packages are stored in a profile. When filling forms, static fields are pre‑populated, reducing input requirements.
Flexible data intake
- Free‑form text – Agents can paste client messages or emails into the text box. Instafill’s language model extracts names, purchase price, deposit, settlement date, finance conditions and other details.
- File attachments – Clients’ spreadsheets or word documents can be attached; the AI parses structured tables or unstructured text.
- Forms integration – The team plans to switch to Google Forms/JotForm. Responses can be exported to CSV and uploaded, or forwarded directly via email for automatic processing.
- Email forwarding – A dedicated email address allows agents to forward client emails. Instafill replies with the completed contract, eliminating copy‑and‑paste work.
- Spreadsheet‑to‑PDF – For properties attracting multiple offers, agents can upload a spreadsheet with multiple rows (one per buyer). Instafill generates a fully completed sale and purchase agreement for each row, saving hours when preparing up to ten offers per listing.
Post‑fill review and continuous learning
- Flagging incorrect fields – If a field is filled incorrectly or requires custom formatting (e.g., telephone number formatting or legal names), agents can flag the field. Instafill’s team reviews the submission and adjusts the AI’s understanding, so subsequent fills are correct.
• Turnaround time – Basic forms are completed in under two minutes; larger sale & purchase agreements take less than two minutes, down from ~20 minutes manually. During onboarding, Instafill verified field placement to ensure near‑100 % accuracy.
Results and Benefits
- 95% time savings: Form completion dropped from 20 minutes to under 2 minutes per document.
- 10x increased throughput: Preparing 10 offers for a single property went from 3+ hours to 15 minutes.
- Extended coverage: Agents now handle urgent evening and weekend offers independently, without admin delays.
- Reduced errors: Manual copy-paste mistakes and inconsistent formatting were virtually eliminated.
- Scalability: The team can support growth without proportional increases in administrative workload.
The agency is equipped to expand confidently in 2026, assured that document processing will not impede transaction volume growth.
| Metric | Before Instafill.ai | After Instafill.ai |
|---|---|---|
| Time to fill one agency agreement | 10–15 minutes | ~1 minute |
| Time to fill one sale & purchase agreement | ~20 minutes | 1–2 minutes |
| Offers per property | Manual entry for each offer; up to 10 offers requiring 2-3 hours total | Batch processing fills all offers simultaneously |
| Error risk | High: manual cross-outs, typos, formatting inconsistencies | Low: AI-driven field mapping and consistent formatting |
| Staff workload | Agents and admins spend evenings/weekends completing paperwork | More time for client interaction, appraisals, and negotiations |
Why It Matters for Real‑Estate Professionals
Real estate transactions require precise, compliant documentation. Agency agreements authorize marketing and set commissions, and sale and purchase contracts capture detailed deal terms. Manual form completion is time-intensive, error-prone, and inhibits growth.
Instafill.ai’s AI automation demonstrates that even complex, regulated documents can be efficiently completed without compromise. For professionals, this translates to:
- Consistency: Standardized, accurate form completion every time supports compliance.
- Reduced administrative overhead: Teams process greater transaction volumes without hiring more staff.
- Client-centered service: Agents focus on deal-making and property valuations, working evenings and weekends without additional manual paperwork.
- Growth enablement: Batch processing scales effortlessly from a single offer to multiple concurrent transactions.
Instafill.ai transformed the agency’s manual workflows into a streamlined, scalable operation, enabling time savings and accuracy gains critical to competitive real estate markets.
Real estate agencies and valuation services can modernise their workflow with Instafill.ai. Upload your agency agreement and sale and purchase agreement once, connect your lead intake via forms or email, and let AI handle the paperwork.