The work is piling up, but the people aren’t. Why real estate teams are under pressure.

Transactions are up, regulations are tighter, and clients expect more, faster. But teams across the real estate industry find themselves stretched thin. Hiring is slow, and the tools many firms rely on haven’t kept pace. In essence, they are being asked to deliver more without the headcount to match.

AI is starting to change that. It can take on the tasks that usually eat into the day, from reviewing documents to pulling together client-ready information. That leaves teams free to focus on the parts of the job that need their attention most.

We take a closer look at what’s behind the pressure, and how some teams are already using AI to ease it.

The numbers tell the story

The reality is stark. Residential transactions jumped 29.5% in the first four months of 2025 compared to 2024, adding to the workload even as teams remain understaffed. 

Beyond that, regulatory requirements continue to expand. ESG compliance that didn't exist five years ago is now mandatory. Safety standards also continue to evolve, while tenant protection laws add complexity to every lease negotiation. Each new requirement means more documentation, more review processes, more time spent on compliance rather than deal-making.

The traditional response has been to work longer hours and hope for the best. But there's a limit to how much any team can stretch before something breaks.

Why real estate teams are particularly vulnerable

Real estate has always been document-heavy, but the volume has only increased. The average transaction now involves hundreds of pages that need human review. Investment committees demand deeper analysis while due diligence processes have become more rigorous. We’re at the point where each step requires expertise that can't easily be outsourced or streamlined.

The industry has also been slow to adopt technology that could help. While other sectors have found ways to automate routine tasks, real estate teams often rely on the same tools and processes they used a decade ago. Think excel spreadsheets, email chains and manual document review remain the norm, and you’re not far off.

Personal relationships matter enormously in real estate, which has, understandably, made the industry resistant to solutions that feel impersonal or automated. But focusing on relationships often means growing the team rather than improving the process.

There is a way to do both.

How AI changes the equation

Rather than replacing people, AI is helping teams handle the workload they already have with more efficiency. The technology excels at document-heavy, process-driven tasks that consume so much time but don't require human judgment.

At Proplend, AI has cut document review time by 80%. What used to take their team five minutes for insurance reviews now takes 30 seconds. Valuation analyses that consumed 20 minutes are completed in under a minute. The time savings add up, freeing the team to focus on client relationships and business development.

It’s a similar story at Hamptons, where administrative tasks that previously consumed 45 minutes can now be completed in 30 seconds. Tasks like drafting documents for clients or pulling key data from planning applications aren’t exactly glamorous. But they matter, and they used to take up a significant chunk of each day.

The practical benefits

AI excels in areas where real estate teams spend disproportionate amounts of time …

• Document processing becomes automated rather than manual. 
• Lease data extraction that used to require careful human review can now be completed with 98% accuracy in seconds. 
• Planning applications can be summarized immediately rather than after hours of reading.
• Investment memos that typically take days to compile can be generated in minutes. 

The AI gathers the right details from the data it’s fed and lays the groundwork for a solid first draft. Human experts still shape the final version, but much of the heavy lifting happens earlier.

Smaller teams don’t have to compromise on brand consistency either. Once the AI learns the company’s voice, it can stick to it across everything from internal updates to external comms.

And when senior people leave, their ways of working don’t vanish. AI can hold onto the context, such as how deals were handled and what mattered in each case. That knowledge stays in the business.

Why timing matters

What do falling birthrates have to do with a greater need for AI in real estate? On the surface, not much. But stick with us for a minute. In the UK and US, birthrates are hitting historic lows. And while that's not currently impacting your property developers of the world, in a decade or two we might want to ask who's going to contribute to tomorrow’s properties, from building to the documents. 

That's the long-term picture. The short-term reality is that teams are already stretched thin by today's demands. Waiting until the capacity crunch becomes unbearable means playing catch-up rather than getting ahead. The learning curve for implementing AI so it’s impactful takes time. The sooner teams start, the more refined their processes become.

Companies that delay adoption until workforce shortages become acute will find themselves at a significant disadvantage. They'll be scrambling to implement solutions while competitors who started early are already reaping the benefits of streamlined operations and enhanced productivity.

Human and robot, in perfect harmony

It’s not humans or AI. When you combine the two successfully, AI will handle the routine work so their people can focus on the judgment calls, relationship building, and strategic thinking that really matter. After all, real estate is all about relationships. 

So, while the work keeps piling up, and the demographic trends suggest it's only going to get worse, it doesn't mean you have to drown under it.

The teams that are adopting AI now are building advantages that will compound over time. They're already working more efficiently today while developing capabilities that will become essential as pressures continue to mount.