- 📍 Location: USA
- 🏭 Industry: Commercial Real Estate Brokerage and Advisory
- 💼 Domain: Brokerage Operations and AI Automation
Challenge
Brokers at a US commercial real estate advisory firm were spending the bulk of their day on operations instead of deals:
- Site photos, business cards, and signed pages sat in phones and inboxes waiting to be typed into the CRM.
- LOIs, NDAs, and proposals lived in Dropbox with no link back to the deal record.
- Follow-up threads slipped because nobody had time to scan the inbox for silence.
- Every deal touched five disconnected tools: Slack, REthink+ on Salesforce, Smartsheet, Outlook, and Dropbox.
Solution
We built Claude as the orchestration layer across the entire brokerage stack, using a hub-and-spoke pattern where every tool is an input, an output, or both. The build consists of 12 versioned Claude Skills grouped by broker activity (deal pipeline, document handling, outreach drafting, reporting) and 3 automated Routines that fire them.
Routine 1: image-driven CRM updates. A broker drops a site photo, business card, or signed page into Slack. Claude extracts names, emails, addresses, and context, decides where the data belongs, and updates the REthink+ contact or activity record in Salesforce plus the Smartsheet tracker row. Photo to fully updated CRM in seconds, without leaving Slack.
Routine 2: document loop. Claude pulls the source document from the correct Dropbox deal folder, runs the right Skill (summary, redline, proposal draft, or extraction), files the output back with correct naming, and writes the link to the Salesforce deal record so nothing gets lost.
Routine 3: outreach catch-up. Claude scans Outlook on a schedule, flags threads with no broker reply past a threshold, re-reads the thread plus deal context from Salesforce, and stages a reply in the broker's own voice in the drafts folder. Brokers start the morning with ready-to-send follow-ups instead of missed threads.
On top of the three Routines: daily and weekly pipeline summaries, stuck-deal alerts with next-step prompts to deal owners, and per-broker performance rollups.
Stack
Claude (Skills and Routines), Salesforce with REthink+ CRM, Slack, Outlook, Dropbox, Smartsheet.
Outcome
- Designed to reduce daily operations work per role from roughly 8 hours to under 20 minutes.
- Zero manual data entry from photos, business cards, and signed documents into the CRM.
- Every generated document automatically filed and linked to its Salesforce deal record.
- No follow-up thread left unanswered past the set threshold.