How a New Zealand real estate agency prepares ten offers in 15 minutes instead of three hours
A New Zealand real estate agency, which asked not to be named, runs 5–10 property transactions a week and prepares more than 250 offer forms and appraisal documents a year. Its agents fill a residential agency agreement before each listing and an Agreement for Sale and Purchase for every offer. With Instafill.ai filling them from the client's own message, a sale and purchase agreement that took about 20 minutes now takes 1–2, and ten offers on one property take 15 minutes instead of more than three hours.
At a glance
- Company New Zealand real estate agency, under NDA
- Industry Real estate: appraisals, listings and offers
- Location New Zealand
- Forms Residential agency agreements, Agreements for Sale and Purchase
- Volume 250+ offer forms and appraisal documents a year
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Results
1–2 min per sale and purchase agreement, down from about 20
15 min for ten offers on one property, down from 3+ hours
95% less time on each form - Form categories Real estate forms, Purchase and sale forms, Listing agreement forms
The challenge
Before a property can be listed, the agency needs a market appraisal and an agency agreement, each about 10 pages. Every buyer's offer then needs its own sale and purchase agreement of about 20 pages, 3–4 of them filled in, and competing offers are common: a listing sometimes draws more than ten. Only a small part of each form changes from one offer to the next, but the whole document had to be worked through every time.
Key agents spent more than 20 minutes per form on that typing instead of with clients. Client details arrived as unstructured text messages and emails and had to be entered again by hand. Offers often came in on evenings and weekends, when the admin staff were not working. With growth planned for the following year, the agency had to cut this paperwork first.
The solution
The agency uploaded each blank contract once. Instafill.ai found the fields, gave them plain names such as Purchaser Name, Deposit Amount and GST Option, and grouped them with the rules between them: if Yes is selected for GST registration, Schedule 1 must be completed. Flat documents with no fields go through flat-to-fillable conversion first. The agency's own details, agent names, commission structure and marketing packages, sit in a reusable profile and fill in on every form.
To fill a contract, an agent pastes the client's message or email, or attaches the client's spreadsheet or Word document, as a filling source. Instafill.ai picks out the names, the purchase price, the deposit, the settlement date and the finance conditions. Agents can also forward the client's email to a dedicated address and get the completed contract back by reply.
When a property draws several offers, the agent uploads a spreadsheet with one row per buyer, and batch filling produces a completed sale and purchase agreement for each row. A field that comes out wrong or needs a set format, such as a phone number or a legal name, is flagged by the agent, and Instafill.ai's team adjusts the form so later fills come out right. During onboarding, Instafill.ai checked field placement to bring accuracy close to 100%.
The results
| By hand | With Instafill.ai | |
|---|---|---|
| An agency agreement | 10–15 minutes | About 1 minute |
| A sale and purchase agreement | About 20 minutes | 1–2 minutes |
| Ten offers on one property | More than 3 hours | 15 minutes, in one batch |
| Evening and weekend offers | Waited for admin staff | Prepared by the agent |
Time spent on each form fell by 95%. Copy-and-paste mistakes and inconsistent formatting have all but disappeared, agents spend the time on clients, appraisals and negotiations, and the agency can take on more transactions in 2026 without a matching rise in admin work.
New Zealand's Real Estate Authority, the government agency that regulates the profession, explains what an agency agreement contains and what an agent must tell a seller before it is signed in the New Zealand Residential Property Agency Agreement Guide, on the Real Estate Authority's resources page.
