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Real Estate · Customer story

Six property automations live for a 120-property rental portfolio, and an agent fleet in build.

Six fixed-scope automations for a US residential rental portfolio of around 120 properties, followed by an agent fleet with a control plane, decision queue and policy engine now in build.

Get this for your team See the product
Client
Ruyi Flux
Industry
Real Estate
What we built
Property operations automations and agent fleet
Built with
n8n, QuickBooks, Twilio, Zendesk
Property operations automations and agent fleet for a ruyi flux: 6 automations live

The results

In short

Ruyi Flux runs a US residential rental portfolio of around 120 properties. SBD shipped six fixed-scope automations covering mortgage reconciliation, owner tax summaries, utilities, maintenance scheduling, move-in and move-out capture and welcome letters, and is now building an agent fleet with a control plane and human approval.

The product

Real screens from what we built.

Before and after

What changed for the team.

BeforeAfter
Mortgage statements reconciled by handMortgage statements scanned and reconciled automatically
Owner tax summaries assembled at year endOwner summaries generated from the records
Utilities and maintenance tracked across inboxesUtilities tracked and maintenance scheduled twice a year
Move-in and move-out condition recorded on paperMove-in and move-out captured on a phone with photos

How we did it

How the property operations automations and agent fleet was built.

  1. 1Fixed scope

    Six automations, each scoped and priced on its own, so the client could see exactly what each one did.

  2. 2Build on n8n

    Deterministic workflows for the repeatable work, with documents read where needed.

  3. 3Then agents

    A control plane with an event log, a decision queue, a tool gateway and a policy engine, so agents act only within rules.

  4. 4Human approval

    Routine actions can be approved in bulk, risky ones always go to a person, and a kill switch stops any channel or agent.

The workflows

What runs now, and what sets it off.

  1. 01
    Mortgage scan and reconciliation

    When a mortgage statement arrives

    Then

    Read, matched to the property and reconciled

  2. 02
    Owner tax summary

    When year end

    Then

    A summary per owner generated from the records

  3. 03
    Move-in and move-out capture

    When a tenant moves in or out

    Then

    Condition captured on a phone with photos and filed

  4. 04
    Agent decision queue

    When an agent proposes an action

    Then

    Approved automatically within policy, or queued for a person

Built with

The tools behind it.

Every account was created in the client's name.

What made it work

Starting with six small, fixed builds. Trust from those made it possible to scope the agent fleet with clear rules about what agents may do alone.

For real estate teams

Reply first. Book the viewing. Track it to the keys.

The same pattern, built around your tools. Bring the one workflow your team still runs by hand and we will show you what this would look like for you.

Show us your enquiries
An estate agent showing an apartment to a couple
Real estate Photo: Pavel Danilyuk, Pexels.

Where this applies

The solutions this story proves.

How it starts

Every story on this page started with an audit.

One to two weeks. We map the work your team still does by hand, put an hours-a-week figure on each piece, and give you a costed blueprint in order of payback. The $500 is credited in full to the build.

Start with the audit See how we work
  • Week 1 to 2Audit with the people who do the work.
  • Week 3Blueprint: fixed scope, fixed price, first build chosen by payback.
  • Week 4 onTwo-week sprints, working software every second Friday.
  • After go-liveSixty days of hypercare. Accounts and code in your name.

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