PropTech Platform Case Study | Kawach Technology

Client Overview

Sequoia Peak Realty Group

Sequoia Peak Realty Group had grown to more than 40 offices and 2,000 agents largely through acquisition, which meant it had also inherited more than 40 different ways of doing the same basic job. Listings were updated manually across the MLS, the public website, and an aging internal CRM — three separate systems that were supposed to show the same information but routinely didn't, because nothing...

Industry

Real Estate / PropTech

Business Size

40+ offices, 2,000+ agents nationwide

Location

San Francisco, California, USA · Software development in the USA

Business Model

Real Estate Brokerage & Property Management

Project Duration

6 months

Existing Challenges

Listings were updated manually across MLS, the website, and the internal CRM, leading to stale and mismatched data.
Leads captured on the website often sat unassigned for a day or more before reaching an agent.
The property management arm tracked leases and maintenance requests in spreadsheets that varied office to office.
Regional managers had no centralized view of agent performance or listing velocity across offices.
Client document signing for offers and disclosures still relied on printed, hand-signed, and scanned PDFs in many offices.

The Challenge

What We Were Up Against

Sequoia Peak Realty Group had grown to more than 40 offices and 2,000 agents largely through acquisition, which meant it had also inherited more than 40 different ways of doing the same basic job. Listings were updated manually across the MLS, the public website, and an aging internal CRM — three separate systems that were supposed to show the same information but routinely didn't, because nothing kept them in sync.

That data drift had a real cost on the sales side. Leads captured through the website often sat unassigned for a day or more before reaching an actual agent, by which point plenty of prospective buyers had already called a competitor. On the property management side of the business, leases and maintenance requests were tracked in spreadsheets that varied office to office, making it nearly impossible for regional managers to get a consistent view of occupancy or renewal risk.

Client-facing paperwork hadn't caught up to the times either — offers and disclosures in many offices still relied on emailed PDFs printed, signed by hand, scanned, and emailed back, adding days to transactions that should have taken hours. And because none of these systems talked to each other, regional managers had no reliable way to see agent performance or listing velocity without calling each office individually and asking.

Our Solution

How We Built It

The fix had to start with data, not features: we built a unified listing sync engine that treats one system as the single source of truth and pushes updates out to the MLS, the public website, and the internal CRM automatically. Once that was live, an agent updating a listing's price or status in one place saw it reflected everywhere within minutes, not whenever someone remembered to update the other two systems.

For lead handling, we built automated routing rules based on property type, location, and agent availability, so a new web lead reaches an assigned agent's phone within minutes of being submitted rather than sitting in a shared inbox. The property management side got its own tenant and lease portal, giving both tenants and managers a shared view of lease terms, renewal dates, and maintenance requests — no more spreadsheet reconciliation across offices.

We integrated DocuSign directly into the offer and disclosure workflow, cutting a process that used to take days down to same-day turnaround in most cases. On top of all of this, we built regional performance dashboards pulling live data from every connected office, so managers finally had real numbers instead of anecdotes when evaluating listing velocity or agent performance.

We piloted the full system across three offices of varying size before the national rollout, deliberately choosing offices with different existing workflows to surface edge cases early — a decision that caught several data-mapping issues in the MLS sync we would rather have found in three offices than forty.

Key Modules Delivered

Unified Listing Sync Engine

A single source of truth that pushes listing updates to MLS, website, and CRM automatically.

Automated Lead Routing

Routes new leads to an available agent based on property type, location, and workload.

Tenant & Lease Portal

A shared view of lease terms, renewal dates, and payment status for tenants and managers.

Maintenance Request Tracking

Digital submission and status tracking for property maintenance requests.

E-Signature for Offers & Disclosures

DocuSign-integrated signing for offers, disclosures, and lease documents.

Regional Performance Dashboards

Live listing velocity and agent performance data across all connected offices.

Goals & Objectives

What Success Looked Like

Unify Listing Data

Make MLS, website, and internal CRM listing data agree, always.

Speed Up Lead Response

Route new leads to an available agent within minutes of submission.

Digitize Lease Management

Give tenants and property managers a shared, real-time view of lease and maintenance status.

Give Managers Real Visibility

Replace office-by-office phone calls with live regional performance dashboards.

Features Developed

What We Built

Unified Listing Sync

One source of truth pushed automatically to MLS, website, and CRM.

Automated Lead Routing

New leads reach an available agent within minutes.

Tenant & Lease Portal

Shared lease and maintenance visibility for tenants and managers.

E-Signature Workflows

DocuSign-integrated signing for offers and disclosures.

Regional Dashboards

Live listing velocity and agent performance across offices.

Maintenance Tracking

Digital submission and status tracking for property requests.

Technology Stack

Built With the Right Tools

We selected every technology based on this project's real requirements: compliance obligations, scalability needs, and long-term maintainability. No trend-chasing, only battle-tested solutions.

Backend

Laravel 10 MySQL 8

Frontend

Vue.js 3 Tailwind CSS

Integrations

MLS RESO Web API DocuSign API Twilio

Infrastructure

AWS EC2 RDS S3

Development Process

How We Delivered It

Agile delivery with regular demos and continuous deployment. Full transparency at every stage.

Total Timeline

6 months

Started → Ongoing

1

01

Multi-Office Discovery

Surveyed workflows across offices of different sizes to map every variation before designing the unified system.

2

02

Listing Sync Architecture

Designed the single-source-of-truth data model feeding MLS, website, and CRM automatically.

3

03

Lead Routing Rules Design

Built routing logic based on property type, location, and agent availability, tuned with the sales team's input.

4

04

Tenant Portal Build

Developed the shared lease and maintenance portal for the property management arm.

5

05

Pilot Across 3 Offices

Rolled out to three offices of varying size and workflow maturity to surface edge cases before going national.

6

06

National Rollout

Deployed to all 40+ offices in stages, with dedicated onboarding support for each region.

Security & Compliance

Built for the Strictest Standards

Fair Housing Act Alignment

Listing and disclosure workflows were reviewed to align with Fair Housing Act disclosure requirements.

ESIGN Act Compliant Signatures

All e-signatures captured through the platform meet U.S. ESIGN Act legal requirements.

Secure Document Storage

Signed offers, disclosures, and leases are stored encrypted with role-based access.

Results / KPIs

Measurable Impact

Numbers measured at 6 months post-launch, independently verified by the client's operations team.

18 hrs → 12 min

Lead Response Time

99%+

Listing Data Accuracy

+19%

Lease Renewal Rate

-40%

Agent Onboarding Time

Before vs. After

Before	After
Listings updated manually across 3 separate systems	One source of truth synced everywhere automatically
Leads unassigned for a day or more	Leads auto-routed to an agent within minutes
Paper-based offers and disclosures	Same-day e-signature turnaround via DocuSign
No cross-office visibility for regional managers	Live regional performance dashboards

"

Growing through acquisition meant we'd inherited 40 different ways of running a real estate office. Kawach didn't try to force one rigid system on everyone — they built something flexible enough to unify our data while still fitting how each office actually worked. Our lead response time alone probably justified the whole project.

DI

Diane Castellano

Chief Operating Officer, Sequoia Peak Realty Group

★★★★★

Key Achievements

Why This Project Matters

Beyond the numbers: what this project changed day-to-day for Sequoia Peak Realty Group and the people who rely on what we built.

Rolled Out to 40+ Offices in 6 Months

The full national rollout across all offices and 2,000+ agents completed within the original 6-month timeline.

Lead Response Cut from Hours to Minutes

Automated routing brought average lead response time down from roughly 18 hours to about 12 minutes.

Double-Digit Lease Renewal Improvement

The tenant portal and proactive renewal reminders lifted lease renewal rates by 19%.

FAQ

Common Questions

Have more questions? Book a call with our team.

How complex was integrating with the MLS across different regional boards?

Each regional MLS board has its own data quirks, so we built the sync engine with a mapping layer per board rather than assuming one schema fits all — that flexibility was validated during the 3-office pilot before national rollout.

How did you get 2,000+ agents across 40 offices to adopt a new system?

We piloted with offices of different sizes and workflow styles first, refined the interface based on their feedback, then rolled out nationally with dedicated onboarding support for each region rather than a single company-wide training day.

Are e-signatures collected through the platform legally binding?

Yes — the DocuSign integration meets ESIGN Act requirements for legally binding electronic signatures on real estate documents.

How was existing CRM data migrated without loss?

We ran the old and new systems in parallel during each office's transition window, reconciling listing and contact data before fully cutting over, rather than a one-shot migration.

Related Case Studies

Building a Unified Listings & Tenant Management Platform for Sequoia Peak Realty Group