Sarah M.
Real Estate
Before
Property managers manually chasing lease signatures, ID checks, and move-in docs across 200 units — taking up to 2 weeks per tenant.
After
A fully automated onboarding pipeline handles document collection, ID verification, and move-in coordination in under 48 hours.
The Problem
NestFlow was managing 200 rental units across three cities with a lean team of four property managers. Every new tenant triggered a manual cascade — chasing ID documents, sending lease PDFs, waiting on wet signatures, booking inspections, and coordinating utility handovers. The process averaged 12 business days per tenant, vacancies were costing thousands monthly, and the team was buried in admin instead of acquiring new properties.
What We Built
We designed an end-to-end tenant onboarding automation using Make.com, DocuSign API, and a custom AI verification layer.
Application intake — a smart form captures tenant details and triggers the entire onboarding sequence automatically on submission.
Document collection — ID upload requests, reference check forms, and bank statement requests sent and tracked automatically with reminders.
Lease generation — leases auto-populated with tenant and property data and sent for e-signature via DocuSign within minutes of approval.
Move-in coordination — inspection bookings, key handover instructions, and utility provider notifications all triggered automatically on lease execution.
Results After 45 Days
Onboarding time dropped from 12 days to under 48 hours. Vacancy rates fell as units turned over faster, and each property manager now handles twice the portfolio without additional hires.
75% reduction in onboarding time
32 hours saved per property per month
2x more units managed per property manager
75
%
Faster onboarding
32
h
Saved per month
2
x
Reply Rate
