A signed lease in the tenant's inbox, thirty seconds after the form

The situation

An operator with more than 115 rental units, most of them leased to housing choice voucher holders, was producing every lease by hand. A tenant’s details arrived by email, got forwarded to an assistant, and were typed line by line into the lease template. Then came the signature chase: send the document, wait, countersign, download, file. Every lease was an afternoon of careful typing where one wrong rent figure or misspelled name meant starting over, on a legally binding document.

What we built

• A one-form intake. The owner submits a short ClickUp form: tenant name and contact, move-in date, deposit, property, and the negotiated rent split between the housing authority and the tenant. That form is the entire manual workload.
• Validation that refuses to guess. The pipeline is deliberately built on deterministic code, not an AI model, so it can never invent a value on a legal document. Clean submissions go straight through; anything missing or inconsistent stops dead and emails the owner a problem list instead of a wrong lease.
• Automatic assembly and e-signature. Tenant details merge with per-property lease terms from a master property sheet, the lease end date is computed, and a DocuSign envelope goes to the tenant with the countersignature routed to the owner, typically within a minute of the form.
• Self-filing records. The executed PDF files itself into that unit’s folder in Google Drive, links are written back to the task and the master sheet, and the pipeline board moves the tenant to Leased. A safety-net workflow re-checks for missed completions every few hours.
• A one-checkbox undo. Catch a typo after sending? “Void & Restart” voids the envelope and sends a corrected lease in about thirty seconds.

The result

Lease production went from an afternoon of typing to under a minute of form-filling. The signature chase, the countersign step, and the filing all happen on their own, and the pipeline board shows exactly where every prospective tenant stands. When something is off, the system stops and says why instead of producing a plausible-looking wrong lease. The assistant who used to type leases now only reviews exceptions.