Anna Peter
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RealServ - Lease Abstraction Tool
PRODUCT DESIGN
INTRODUCTION
As part of the RealServ 2.0 upgrade, the lease abstraction tool was developed to simplify and automate the tedious process of extracting key details from leases. Designed for real estate professionals, this tool aimed to save time, reduce errors, and streamline workflows within the RealServ platform, making lease management faster and more efficient.
MY ROLE
Research, Conceptualization, Product Design, User Testing
THE TEAM
1 designer, 1 product manager, 4 engineers
TIMELINE
July 2023 - January 2024
OVERVIEW OF THE DESIGNS
Log In screen
Dashboard
Document details pop-up
Document abstraction screen
BUSINESS CHALLENGE
MARKET CONTEXT
Adamsbridge’s clients, primarily real estate service providers, manage complex lease portfolios often exceeding hundreds of leases. The manual process of lease abstraction consumed valuable time and resources, delaying decision-making and increased operational risks. While competitors using third-party services and standalone tools faced integration issues, which only added to the delays. Clients demanded automated, integrated solutions for speed and accuracy. By introducing the abstraction tool within RealServ, Adamsbridge aimed to streamline operations and align with the industry's push toward digitization and efficiency.
REVENUE IMPACT
Manual lease abstraction was creating substantial financial strain for Adamsbridge’s clients, impacting profitability across multiple critical areas:
Increased Operational Costs
Clients spent an average of 6 hours per lease on abstraction, with one client dedicating 40-50 hours per week, leading to higher staffing costs or reliance on expensive third-party services.
Missed Revenue Opportunities
Delays in extracting lease data led to missed chances for negotiations, renewals, and rental escalations, directly impacting revenue potential for portfolios worth millions.
Compliance Risks
Frequent errors and oversights in manual abstraction caused audit failures and penalties, adding to operational expenses and eroding profitability.
Transaction Delays
Inefficiencies reduced deal velocity, delaying transactions and limiting clients' ability to act swiftly on opportunities, which hurt long-term profitability.
STRATEGIC APPROACH
RESEARCH INSIGHTS
We conducted research to validate problems and understand user needs. This included interviews with 12 stakeholders—property managers, analysts, and lease administrators—and a survey of over 50 real estate professionals. The findings gave us a clear direction for solving the most pressing challenges.
"I’m stuck spending most of my week on lease data extraction, leaving little time to focus on managing my portfolio. Some days, I can’t even make it through half of my tasks. It’s draining, and I’m constantly behind."
"One mistake could cost us thousands, so I’m always second-guessing myself. It’s terrifying knowing that one missed clause could fall on me—and we’ve already faced penalties because of it."
"I spend hours just trying to find the right document, and even then, I have to sift through it to get the information I need."
"The tools we have don’t integrate with our systems, so we end up spending hours fixing things manually."
“We want to grow, but I don’t see how we can take on more leases without doubling the team or burning out.”
USER PAIN POINTS
Manual, Messy, and Draining
Property managers and analysts spent 40–50 hours a week extracting lease terms from hundreds of documents. Backlogs piled up, critical data was scattered across spreadsheets and PDFs, and high-value work got pushed aside.
High Stakes, Constant Pressure
Even a small mistake could lead to financial or legal fallout. This constant risk turned every task into a source of stress, making workflows slow and tense.
Tools That Weren’t Helping
Outdated processes and clunky tools left teams frustrated and out of control. Instead of solving problems, the tools created new ones.
Scaling? Not a Chance
As portfolios grew, teams couldn’t keep up. Burnout loomed, and scaling meant either breaking down or hiring more people just to survive.
SOLUTION FRAMEWORK & IMPLEMENTATION
Dashboard and Workflow Management
CHALLENGE:
Users need an intuitive interface that provides a clear overview and effective management of lease abstraction tasks, along with comprehensive reporting.
SOLUTION:
Real-time status tracking, search and filter options, actionable insights, customizable reports, detailed audit logs, and intuitive navigation streamline the management of lease abstraction tasks.
UX Impact: Enhances task management and efficiency while improving user satisfaction and accessibility.
Efficient Due Diligence Management
UX Impact: Provides users with clarity and control over document processing through real-time updates, reducing uncertainty and enabling smoother task management.
CHALLENGE:
Users need to upload and manage due diligence documents efficiently, with real-time OCR status updates.
SOLUTION:
Users can upload due diligence documents directly from the action column, with real-time updates on the OCR processing status of the uploaded documents.
Streamlined Lease Data Input
UX Impact: Provides a structured interface that minimizes input errors, reduces cognitive load, and ensures easy management of lease data.
CHALLENGE:
Users need to quickly and accurately input, validate, and manage key lease data from PDF documents.
SOLUTION:
A clean, intuitive interface facilitates quick and error-free manual data entry while organizing key lease details into predefined categories.
Validation and Review
UX Impact: Editable forms with highlighting data and version control ensure efficient data review and correction.
CHALLENGE:
Users need an editable form interface that highlights fields for easy validation and correction of extracted data.
SOLUTION:
An intuitive interface allows users to manually validate or correct extracted data, with visual cues (e.g., yellow highlights). Version control tracks edits during validation, ensuring a clear audit trail.
THE CHANGE WE DELIVERED :)
80%
Reduction in Errors
Automation cut down manual errors in lease abstraction by a huge margin.
60%
Faster Process
Time spent on lease abstraction tasks was cut down significantly, giving teams more time to focus on what really matters.
56%
Growth in Global Clients
Positive client feedback contributed to a substantial rise in client acquisition.
45%
Boost in Productivity
Teams kept up with growing portfolios effortlessly, all without the need to bring on extra staff.
LEADERSHIP ACKNOWLEDGEMENTS
The RealServ Lease Abstraction Tool redefined lease management for Adamsbridge’s clients, enabling faster, error-free processes and driving significant growth. By automating workflows and ensuring seamless integration, it set them up to take on new opportunities.
WHAT’S NEXT?
Looking ahead, the form builder will keep evolving, shaped by user feedback. New features like conditional logic, real-time analytics, and expanded templates are on the way, with closer alignment to RealServ workflows. As we gather more input from users, each update will refine the tool, making it even more useful for real estate professionals.
Still curious?!
Built with passion, precision and hot chocolates
© 2025 ANNA PETER