Keydocs. Automating real estate workflows with AI.

Turning repetitive document tasks into scalable, AI-driven flows.

Role

Senior Product Designer

Industry

PropTech Real Estate SaaS B2B

Duration

6 months

Year

2025

KeyDocs is Keyway’s AI-powered tool for processing real estate documents. Until 2023, users could only upload files and get single outputs (like rent rolls, T12s, leases, offering memorandums, etc).

But our clients needed more: automated workflows that could process documents end-to-end, saving time and reducing repetitive tasks.

Result

Shipped 6 complete workflows (T12 Normalization, Lease Abstract, Rent Roll, OM Insights, etc.)
Analysts process documents 70% faster compared to manual steps
Reduced repetitive work by automating end-to-end flows
Built a scalable system to easily expand with new workflows

Goal

Create a scalable feature called Workflows, enabling users to:

Automate complex document processes (e.g., T12 normalization, Lease Abstracts)
Generate multiple outputs in a single run
Standardize results across their teams
Save and reuse workflows over time

The main goal was to increase efficiency, reduce manual steps, and make AI-powered document handling more accessible.

Role & responsibilities

As Senior Product Designer, I:

Led and owned the Workflows project from definition to delivery
Coordinated work with a semi-senior designer, mentoring and reviewing iterations
Collaborated with product to define and prioritize the first set of workflows
Designed wireframes, flows, and final UI for 6 workflows (T12, Lease and Loan Abstract, Rent Roll, OM Insights, etc.)
Conducted moderated usability tests with analysts on the Lease Abstract workflow
Iterated UI to improve clarity in document upload, default settings, and output visualization

Process

1. Problem definition

Interviews with clients and account managers
Identified repetitive tasks and lack of automation as key pain points

2. Research & wireframes

Benchmarked automation systems and internal client processes
Created wireframes for workflow creation, saving, and running

3. User flow & prioritization

Defined a clear flow for creating/running workflows
Prioritized the first 2 workflows: T12 Normalization and Lease Abstract

4. Design & delivery

Delivered UI for workflow creation and execution
Expanded to 4 more workflows based on client demand
Built consistent components to ensure scalability

5. User testing

Ran moderated tests with real estate analysts
Iterated based on usability issues (clarity of upload, step order, outputs readability)

Key learnings

Balancing flexibility vs simplicity was essential for adoption
Early usability testing revealed friction that internal teams hadn’t anticipated
Leading and mentoring another designer while owning delivery helped me grow as a design leader