STEP 01
Send it the usual way
Staff forward a document on WhatsApp, Microsoft Teams or Slack, or drop it in the shared folder. Nothing new to learn.
Our Work
Forward it once. It's filed.
A Hong Kong commercial property leasing agency stopped re-typing listing sheets, marketing decks and market news. Staff now forward a document the way they always have, and it lands in the right place in their system, ready to search.
The challenge
A leasing agency runs on paperwork: listing sheets, landlords' marketing decks, floor plans, market news and business cards. This agency's arrived through WhatsApp, email and a shared drive holding thousands of files, and someone had to read each one and type the details in by hand. What the team knew lived in people's heads and chat threads, so answering a client's question often meant asking around first.
STEP 02
It files itself
The system recognises what arrived, whether a listing, a landlord's marketing deck, market news or a business card, and creates the record with its details and floor-plan photos. A confirmation comes back in the same chat.
STEP 03
Ask instead of searching
Staff ask an assistant in plain language, such as what is available in a district for a 20-person office, and get answers from the agency's own listings and notes.
STEP 04
Listings reach clients
The same listings feed a property website in English, Traditional and Simplified Chinese, and every website enquiry arrives in the CRM as a lead.
Works in
- Microsoft Teams
- Slack
- Shared folder
Built with
Odoo
Listings, contacts, leads and a market-news knowledge base all live in one Odoo system, with the property website on top.
AI document reading
AI reads each document, even scans and photos of printed pages, sorts it and pulls out the details the team used to type by hand.
Chat assistants
One assistant takes documents in from the chat apps the team already uses; another answers the team's property questions.
How it looks
Team chat
You
Sample Tower 5F deck.pdf
PDF · 12 pages
Assistant
Filed. Sample Tower, 5/F: office, 2,400 sq ft, HK$84,000 a month. Added to listings with 3 floor-plan photos.
Listing
Sample Tower 5/F
AvailableNegotiatingWithdrawnLeased
- District
- Wan Chai
- Type
- Office
- Size
- 2,400 sq ft
- Rent
- HK$84,000 / month
- Source
- Forwarded in chat
Floor plan
Assistant
You
Any offices in Wan Chai between 2,000 and 2,500 sq ft?
Assistant
Two match:
- – Sample Tower 5/F: 2,400 sq ft, HK$84,000 a month
- – Example Centre 12/F: 2,100 sq ft, HK$71,000 a month
Illustrations with sample data. They are not screenshots of the client's systems.
The result
More time for the business.
Time back for clients
Agents spend their time with clients and landlords instead of typing up listing sheets. A deck is filed moments after it is forwarded.
One place for everything
Listings, contacts and market news sit in one system instead of chat threads and folders, so nobody has to remember where something was sent.
Answers without asking around
New and junior staff find what they need by asking the assistant, instead of interrupting a senior colleague.
Records you can trust
Every record is filled in the same way, and a daily summary shows what was filed, so gaps are noticed straight away.
The client is not named, to protect its privacy.