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Real estate · NPL servicer

From Excel and personal WhatsApp to a sales and documentation system that runs itself

NPL portfolios managed in Excel and personal WhatsApp, with case files of over 1,500 pages read by hand. In six weeks, a system that organises the documentation, extracts data with a confidence score, prepares the drafts and keeps the pipeline live. The team approves; the system does the work.

Team5 usersCityMadridDuration6 weeksStatusIn production since July 2026 · Compound active
1 week → automaticorganising a portfolio
40 min → 1 minper contract
≈ €11,000/monthcapacity freed (€7,300–14,600)
Month 2investment recovered

Before / after

Organising a portfolio1 week, 8–10 h/dayAutomatic on arrival in Drive
Case file data1,500+ pages by handExtracted with % confidence
Contracts and dossier40 minutes1 minute
Daily follow-up5 h/day on the phoneDraft ready → approve
Field updatesIn each person's memoryProposed with citation and approval
KPIs and pipelineNoneLive priorities and reporting

System agents

01Document classifierSorts, renames and files the portfolio in Drive, with review and undo.
02Case file extractorExtracts key data with a confidence percentage; validated once only.
03Drafter with approvalWhatsApp and email drafts with the investor and asset context.
04Document generatorOffer letter, deposit agreement, NDA and dossier from the client's templates.
05Business copilotAnswers questions about the portfolio with source citations; every change is traced.

Starting point

  • One week to organise the documentation for an 11-asset portfolio.
  • 5 hours a day on the phone per person for follow-up, measured on their own handsets.
  • Case files of 1,500+ pages; 40 minutes per contract; 3 hours to locate land registry extracts.
  • No CRM, no KPIs.

Business case

2–4 h/day × 5 people × 18.3 days × €40/h≈ €7,300–14,600/month (midpoint: €11,000).
Payback: €15,000 ÷ (€11,000 − monthly fee)≈ 1.5 months.
With only 25% of the hours converted into productive work, it pays for itself in year 1.
The same team can process three portfolios a year instead of one.

Figures from the project closing deck.

«Nobody has the time to read a whole case file. It's impossible.»Client team, diagnostic session

How the human decides

No message goes out without approval. Every extracted data point is validated once and anchored to its source. Every change is logged with who approved it and can be undone.

What keeps improving

  • Formulas, NPL glossary and playbooks live inside the system and are edited by the client.
  • Approved facts stay anchored to the asset or investor, with their source.
  • Every edit to a draft teaches the system how the team writes.

Integrations: Gmail and Google Drive · WhatsApp Business API · PostgreSQL on EU hosting · Claude · Gemini · Own web application, no per-seat licences. Client published anonymously.

Have a similar process?

In two weeks we tell you how much margin is leaking and which system recovers it.

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