In competitive urban markets, brokerages drown in offers arriving as PDFs, emails and portal forms. An OCR pipeline parses every bid into one standardized comparison grid, with a live link the seller watches update in real time.
Typical results
5 days
To accepted offer
-79%
Seller status calls
100%
Offers captured
Figures reflect typical results for this kind of automation.
The challenge
Hot listings drew eight or ten offers in a weekend, each in a different format — lawyer letters, portal forms, email threads. Agents retyped terms into ad-hoc spreadsheets for hours, sellers compared apples to oranges over the phone, and twice a strong offer expired unnoticed while the summary was still being assembled.
Before and after
Offer summary turnaround
−94%Time to accepted offer
−58%Seller status calls
−79%The automation
We built a Make pipeline that watches the offers inbox and portal feeds. Every incoming bid is OCR-parsed — price, deposit, financing, contingencies, closing timeline — and normalized into a standardized comparison grid, one row per offer. The seller receives a live link that updates the moment a new or revised bid lands, and the listing agent gets a WhatsApp ping with the delta. Expiring offers are flagged with countdown timers so nothing lapses silently.
How it works
- 01
Offer lands
An email attachment or portal submission drops into the intake — any format, any hour.
- 02
OCR parse
Price, deposit, financing, contingencies, and closing timeline are extracted automatically.
- 03
Grid built
Each offer becomes a standardized row in the comparison sheet — apples to apples at last.
- 04
Live link
The seller gets one link that updates the moment a new or revised bid lands.
- 05
Alert
The listing agent gets a WhatsApp ping with the delta, and expiring offers show countdown timers.
Starts from
- Offers by email
- Portal submissions
Delivers
- Standardized offer grid
- Live seller link
- New-bid alerts
The impact
Offer summaries reach sellers about ten minutes after a bid arrives instead of the next day. Time from listing to accepted offer typically drops from twelve days to five, seller status calls fall by almost eighty percent, and offers stop expiring unread.
Questions about this automation
Which offer formats can the automation read?
Offers arriving as email attachments, lawyer letters, scanned PDFs or portal submissions all go through the same intake. OCR and parsing pull out the price, deposit, financing terms, contingencies and closing timeline, then normalize them into one row per offer, so every bid is compared on the same fields.
What does the seller see?
The seller gets a single link to the comparison grid. It updates the moment a new or revised bid arrives, each offer shows its key terms side by side, and offers close to expiring carry a countdown. The listing agent still leads the conversation with the seller about which offer to accept.
How is the listing agent kept informed?
Each new or revised bid triggers a WhatsApp message to the listing agent showing what changed, such as a higher price or a dropped contingency. Offers nearing expiry are flagged so none lapse unread. The flow runs on Make, and simple automations like this are usually live within days.