How a Boutique real estate agency Automated Customer Onboarding with Arahi AI
See how a boutique real estate agency automated customer onboarding with Arahi AI. Results: Much faster time to first value, Significant improvement onboarding completion rate. Read the full case study.
Company Profile
Company Type
Boutique real estate agency
Team Size
25-100 agents
Industry
Real Estate
Key Challenge
Struggling with inefficient manual customer onboarding processes that were slowing growth and increasing operational costs. Their primary concern was agent productivity.
Tools Connected
The Challenge
Onboarding was this boutique real estate agency's Achilles heel. Despite having a solid real estate product and 25-100 agents, new customers were falling through the cracks during the critical first 30 days. The onboarding process relied on a patchwork of spreadsheet checklists, calendar reminders, and manual email sends that broke down at any meaningful scale.
The impact on retention was severe. Customers who completed onboarding within 14 days had a 92% retention rate at 6 months, but only 40% of customers hit that benchmark. The rest were left to figure things out on their own, with predictable results: 22% churn within 90 days. Each churned real estate customer represented $8,000-$15,000 in lost annual revenue, making onboarding failures one of the most expensive problems in the business. The team knew what good onboarding looked like — they just couldn't execute it consistently at scale.
The Solution
Arahi AI provided the automation backbone this real estate team needed. They deployed a multi-agent workflow that breaks the customer onboarding process into discrete, automated steps — each handled by a specialized AI agent. The first agent monitors triggers from MLS and HubSpot. The second agent analyzes and processes incoming requests using real estate-specific business logic. The third agent executes actions across connected tools and notifies team members via Gmail.
The beauty of the no-code approach was speed of implementation. The team had their first agent live within 90 minutes, and the full customer onboarding workflow was operational within a single afternoon. They used Arahi AI's template for real estate customer onboarding as a starting point, customized the business rules to match their specific process, and connected their existing tool stack without writing a single line of code. Within the first week, the agents had processed over 200 customer onboarding instances with high accuracy — more than the team typically handled in a month.
The Results
Measurable improvements across key real estate customer onboarding metrics.
Time to First Value
Much faster
Before
Weeks
After
Days
Onboarding Completion Rate
Significant improvement
Before
Below target
After
Near-complete
60-Day Churn Rate
Major reduction
Before
Elevated
After
Low
CS Team Time on Onboarding
Freed up for strategy
Before
Majority of capacity
After
Small fraction
Customer Satisfaction (CSAT)
Notable increase
Before
Below target
After
Above target
“What impressed me most was the setup speed. I expected a months-long implementation, but we had AI agents handling our real estate customer onboarding workflow within a single afternoon. The no-code approach meant our team could configure everything themselves without waiting on IT.”
Director of Business Operations
Boutique real estate agency
Key Takeaways
The most important lessons from this real estate customer onboarding automation project.
AI-powered customer onboarding automation dramatically reduced manual processing time for this real estate team, freeing staff to focus on high-value strategic work.
Implementation took less than a day — the no-code approach meant no IT bottleneck or months-long development cycle.
Error rates dropped significantly, improving data quality and downstream decision-making.
The ROI was realized quickly, with the solution paying for itself through cost savings and productivity gains.
Implementation Timeline
From zero to production in 90 minutes — here's how they did it.
Step 1: Mapped the existing customer onboarding workflow
Documented every step of the current manual customer onboarding process, including decision points, exceptions, and handoffs between team members. Identified which steps could be fully automated versus those needing human oversight.
Step 2: Built the automation in Arahi AI
Used Arahi AI's no-code builder to create the customer onboarding workflow: connected MLS and Follow Up Boss as data sources, configured AI decision logic for real estate-specific requirements, and set up automated actions and notifications.
Step 3: Parallel run with manual process
Ran the AI agents alongside the manual process for one week to compare outputs. The AI matched or exceeded human accuracy on the vast majority of customer onboarding instances, with edge cases automatically flagged for human review.
Setup Time
90 minutes
AI Agents
2 AI agents
Tools Connected
5 integrations
Frequently Asked Questions
Common questions about automating customer onboarding in real estate.
Related Case Studies
Explore more AI automation success stories.
More Real Estate Case Studies
Customer Onboarding in Other Industries
This case study represents a typical customer scenario. Individual results may vary.