This Template Demonstrates How To Automate Sending Real Estate Research Reports.

Use cases are many: send recurring market updates to investors, distribute new listings context to buyers, or push periodic area snapshots to your client base — all without touching it manually after the first setup.

Good to know

• Exa AI charges per search query. Check Exa AI Pricing for the latest rates before running at scale.
• Instantly AI has rate limits on lead uploads. The workflow handles this with a built-in wait node between batches, but check your plan limits before sending to large lists.
• PandaDoc document generation is asynchronous the workflow polls for completion before moving forward, so generation time will vary depending on template complexity.

How it works

PHASE 1: RESEARCH

• A Schedule Trigger kicks off the workflow on your chosen cadence.
• A research task is created and submitted to Exa AI, which pulls market data, listings context, and pricing signals from the web.
• The workflow polls Exa AI until the task is complete. An If + Wait loop handles this — once confirmed, the structured data moves to Phase 2.

PHASE 2: REPORT GENERATION

• The structured research data is sent to PandaDoc via API. It fills directly into your pre-built real estate template — fixed layouts, brand rules, section structure already in place.
• The workflow polls PandaDoc until the document is fully generated. Another If + Wait loop ensures nothing proceeds with an incomplete report.
• The result is a clean, consistent report every time — no manual formatting or cleanup needed.

PHASE 3: SEND VIA INSTANTLY AI

• The finalised report is sent to a Slack channel for human approval before anything goes out to clients.
• Once approved, the workflow fetches your client or investor list from Google Sheets.
• Contacts are batched, uploaded to Instantly AI, and each one receives a personalised report email — no manual sending, no individual copy-pasting.
• Send status is written back to your Google Sheet so you always know who's been contacted.
• A final Slack message confirms the full distribution is complete. Closed loop, fully hands-off.

How to use

• The Schedule Trigger is used as the default starting point. Replace it with a webhook or form trigger if you want to run reports on demand instead.
• Set up your PandaDoc template with your preferred layout and branding before connecting. The workflow fills data in — it won't generate a layout for you.
• Configure Google OAuth via Google Console. Create a project, apply your Client ID and Secret in the Google Sheets node credentials.
• Set up your email sequences and sender accounts inside Instantly AI before the first run.
• Create a dedicated Slack channel or DM for approval routing and completion notifications.

Requirements

• Exa AI — web research
• PandaDoc API — report template and document generation
• Google OAuth — client and investor list via Google Sheets
• Slack API — approval routing and completion notification
• Instantly API — personalised email delivery at scale
• n8n instance (self-hosted or cloud)

Customising this workflow

• Swap Google Sheets for a CRM like HubSpot, Airtable, or GoHighLevel as your contact source — just replace the Fetch Contact node with your preferred integration.
• Replace the Slack approval step with an email approval flow if your team doesn't use Slack.
• This pattern works beyond real estate — try it for fund updates, commercial property briefs, or any recurring report where the structure stays fixed but the data changes.
• Add an AI summarisation node before PandaDoc to condense the Exa research output further before it fills into the template.