Real Estate Deal Management Software: 5 Features and 5 Benefits that will Reignite your CRE Investment Process

In the fast-paced world of commercial real estate (CRE), achieving operational efficiencies and maintaining a competitive edge is a must. However, the industry has traditionally been slow to embrace technological advancements, even as proptech firms and innovative solutions continue to emerge. The adoption of real estate deal management software has proven to be a game-changer for investment managers, especially when handling extensive portfolios and serving multiple clients. By leveraging these software solutions, investment managers can save time, reduce costs, optimize personnel resources, and gain access to invaluable communication, streamlining, and data analysis capabilities. As the CRE industry evolves, real estate acquisitions software is expected to play an increasingly significant role, transforming the way real estate professionals operate and ensuring they remain competitive in a rapidly changing landscape.

What is CRE deal management software?

Commercial real estate deal management software is a powerful tool that encompasses a range of features and functionalities designed to streamline work processes and enhance collaboration, ultimately improving efficiency in deal sourcing and project management. In the context of commercial real estate (CRE), deal management (or workflow) software plays a vital role in optimizing operations and ensuring smooth execution of deals. Here are key features and benefits of CRE deal management software:

1) Feature: Task Management – commercial real estate deal management software enables users to create and assign tasks, track their progress, and set deadlines. This feature promotes accountability and provides visibility and accessibility across all levels of an organization. It helps teams stay organized, ensures that tasks are completed on time, and facilitates effective communication and collaboration among team members.

Benefit: Streamlining – Workflow software simplifies complex workflows by breaking them down into traceable steps and processes. This streamlining eliminates unnecessary manual tasks, reduces bottlenecks, and ensures a consistent and efficient flow of work. By introducing automation, employees can focus on strategic decision-making and high-value activities, resulting in improved productivity and faster project completion.

2) Feature: Document Management – Managing documents related to deals is a crucial aspect of CRE acquisitions. Workflow software offers a structured and organized system for storing, organizing, and accessing documents. With all relevant files in one centralized location, it becomes easier to find and retrieve information quickly. Additionally, the ability to filter documents by deal allows for efficient document management and ensures that the right documents are easily accessible to the relevant stakeholders.

Benefit: Collaboration/Communication – Workflow software serves as a centralized platform for employees to collaborate, share ideas, and work together across departments and workstreams. It facilitates seamless communication, enabling teams to coordinate tasks, exchange feedback, and track progress in real-time. This enhanced collaboration strengthens teamwork, improves transparency, and fosters a culture of knowledge sharing within the organization.

3) Feature: Data Centralization/Automation – A key advantage of workflow software is its ability to centralize data. By providing a centralized database, the software ensures that information related to deals, properties, contacts, and other important data points is stored in one accessible location. This data centralization makes it easier to analyze information, identify patterns, and gain insights that can inform decision-making processes. With a software platform like AtlasX, for example, you can drill in on an asset and see things like rent roll/tenant abstracts, expenses, loan abstracts, and property performance indicators such as occupancy and NOI.

Benefit: Data Accuracy/Accessibility – Manual data entry is prone to errors, which can have severe consequences for business operations. Workflow software minimizes these errors by automating data entry processes, ensuring consistency and accuracy. Additionally, workflow software provides data accessibility, allowing authorized personnel to access information from anywhere at any time. This enables timely and data-driven decision-making, leading to better insights and improved business outcomes.

4) Feature: Automated Workflows – Workflow software can automate repetitive tasks, such as data entry and report generation. By automating these manual and time-consuming processes, employees are freed up to focus on more strategic and high-value activities. Automated workflows not only save time but also reduce the risk of errors, improving overall efficiency and accuracy in CRE operations.

Benefit: Scalability/Growth – Workflow automation allows managers to efficiently handle larger portfolios without the need for significant increases in personnel. By leveraging workflow software, businesses can scale their operations while maintaining accuracy and effectiveness. This scalability promotes sustainable growth and enables organizations to take on more projects without compromising quality or increasing resource requirements exponentially.

5) Feature: Integration Capabilities  – Commercial real estate deal management software often offers integration capabilities, allowing it to seamlessly connect with other software systems used in the industry, such as accounting and customer relationship management (CRM) software. This integration ensures a cohesive system of operations, eliminating the need for manual data transfer and promoting data consistency across different platforms. It enables real-time data synchronization and enhances overall productivity and effectiveness in managing CRE workflows.

Benefit: Compliance/Risk Management – Manual processes are more susceptible to errors, which can result in compliance violations and increased risk exposure. Workflow software ensures standardized processes and enforces compliance requirements by automating tasks and workflows. By reducing human error and maintaining consistent procedures, organizations can mitigate risks, adhere to regulations, and enhance overall compliance management.

Implementation of Deal Management Software

There are several key steps to consider when implementing real estate asset management software. It is crucial to have an understanding of current workflows, objectives in implementing new workflows, and the capabilities of different softwares. Here is a step-by-step approach to guide your implementation of CRE software:

1. Identify Goals and Objectives: Define the intentions of implementing deal management software in asset management. This could include improving operational efficiency, streamlining processes, enhancing collaboration, or ensuring compliance.

2. Assess Current Workflows: Evaluate your existing deal management workflows and processes to identify areas that can be streamlined or automated. Determine the pain points, bottlenecks, and manual tasks that could benefit from workflow software.

3. Select the Right Workflow Software: Research and select a workflow software solution that aligns with your asset management needs. There are two types of CRE workflows: generic and purpose-built, both of which can applied effectively to your business processes.
   1. Generic systems are versatile platforms that can be used across various industries and organizations. These systems provide a wide range of features and functionalities that can be customized to meet different workflow management needs. Generic platforms are usually flexible, cost-effective, and easy to use. Well-known examples include Monday.com, ClickUp, and SharePoint.
   2. Purpose-built systems are designed specifically for CRE use. This industry-specification means that these workflow systems have specialized tools and built-in software to serve specifically your CRE needs. This can include compliance and regulatory alignment, expert support, and automation of CRE tasks. AtlasX is an example of a purpose-built workflow software, focusing specifically on applications in commercial real estate.

4. Define Workflows and Processes: Design and define the workflows and processes that need to be implemented within the software. Identify the sequence of tasks, approvals, and decision points involved in asset management. Customize the software to match your specific workflows, ensuring that it reflects your existing processes and incorporates any necessary modifications or improvements.

5. Configure and Customize Software: Set up the workflow software by configuring the necessary settings, user roles, permissions, and access levels. Customize the software according to your asset management requirements, including data fields, templates, notifications, and reports. Ensure that the software reflects your organization’s terminology, general ledger, and naming conventions.

6. Train Users and Promote Adoption: Provide comprehensive training to asset management teams on how to use the workflow software effectively. Familiarize users with the software’s features, functionalities, and best practices. Encourage adoption by highlighting the benefits and demonstrating how the software improves efficiency and collaboration. Offer ongoing support and assistance to address any questions or issues that arise.

7. Monitor and Continuously Improve: Regularly monitor the implementation of workflow software in investment management operations. Collect feedback from users and stakeholders to identify areas for improvement and optimization. Leverage data and analytics provided by the software to measure performance, identify bottlenecks, and make data-driven decisions for continuous improvement.

Deal Management Platforms: Understanding the Entire Market

Availability of technology has enabled the growth of the entire proptech software ecosystem, creating hundreds of options for companies looking to invest in automation. This section of our blog will outline some of the main brands that reside in the deal management landscape, as well as direct competitors and alternatives to be considered, such as Dealpath and Dealpath competitors.

Name brand: Dealpath

Dealpath is the first mover in commercial real estate deal management software. They use a comprehensive platform to help investors manage their diligence workflow, document management, and reports to industry executives. 

Dealpath competitor: 

AtlasX is a major Dealpath competitor. The AtlasX platform overlaps with the offerings but provides a Dealpath alternative that offers the latest AI technology available to automate data entry from OMs, emails, underwriting models, and more. Thus getting more ROI from your user activities.  Although a smaller company, the product and services provided by AtlasX are more personalized, allowing for a better supported and customized experience for those interested in a Dealpath competitor. 

Name brand: VTS

VTS is an industry leader in leasing management that takes pride in unifying the major stakeholders in all leasing decisions such as owners, operators, brokers, and tenants to get the most out of their properties.

VTS competitor:

Yardi Deal Manager is a direct competitor to VTS, just as AtlasX is a Dealpath competitor. Yardi offers an easy-to-use, mobile solution to centralize communication and provide comprehensive information to decision makers.

Name brand: Monday.com

Monday is one of the most famous workflow tools on the market. As a generic workflow tool, customers can use it to manage almost anything, from sales/marketing work to software development.

Competitor:

ClickUp work management software is a major competitor to Monday.com. Their service focuses on integration, and serves more than 6 million customers. Their cross-functional approach means that companies remain up-to-date and informed across departments.

With so many options on the market, it can be difficult to determine which service works best for your company. Looking beyond the major name brand services can be helpful in finding more niche products focused on your needs. 

In summary, real estate deal management software brings numerous benefits to businesses, including streamlined operations, improved data accuracy and accessibility, enhanced collaboration and communication, scalable growth potential, and strengthened compliance and risk management. By leveraging these advantages, organizations can optimize their workflows, improve productivity, and achieve greater efficiency in their operations. Not every asset management software solution is right for every CRE company however, and it is necessary to consider implementation and goals to determine what system will work best for your specific business.