Enhancing Contract Management with AI and Power Platform Automation
AI contract management helps real estate teams process hundreds of leases faster and with fewer errors. By combining Microsoft Power Platform, AI Builder, and Dataverse, you can automate data extraction, streamline workflows, and scale operations with human oversight.
Manually extracting data from contracts can create delays in the real estate market. Managing hundreds of leases each month, each demanding hours of meticulous data entry, is tedious and hampers scalability. Beyond time lost, the risk of human error grows with each additional document, potentially leading to missed renewal dates, incorrect rent calculations, or compliance issues. These mistakes can ripple into financial and legal setbacks for organizations.
Integrating AI with tools like Microsoft Power Platform can remarkably streamline these processes. A presentation I watched at the AI Copilot and Agent Summit showed ways to leverage AI Builder in Power Automate to enhance contract management without deploying large language models in Azure AI Foundry. This approach is especially useful for organizations that want automation benefits without the overhead of building, training, and maintaining custom AI models. Instead, AI Builder offers pre-trained models that are quick to deploy and adapt to common business scenarios like document processing.
Leveraging Power Automate Workflows
The first step in automating this process is to design a foundational workflow using Power Automate. It goes like this: a new file is added to a Power Apps table, triggering a flow. This flow uses AI Builder to extract text from a PDF document efficiently. Variables are initialized and configured in Power Automate to ensure precise data extraction from these documents. This step is important because lease agreements vary widely in format and length, so having well-structured variables ensures the extracted data is consistent, regardless of document style. The AI Builder extracts text in an organized fashion, allowing for seamless integration into databases.
Implementing AI Builder Actions
AI Builder actions are the backbone of this automation. Custom prompts are crafted to identify and extract critical data fields from unstructured leases. The extracted data is then converted into a structured JSON format for streamlined processing. For example, fields like lease start and end dates, rental amounts, and tenant names can be isolated and validated automatically. This accelerates processing and creates a digital trail for auditing and compliance. You can refine prompts to enhance accuracy and ensure complete data extraction, minimizing errors.
Integrating with Microsoft Dataverse
Once you have the extracted data, the next step is to prepare it for integration into Microsoft Dataverse. Parsing the JSON output allows for the mapping and populating of Dataverse tables with validated contract data. This centralization in Dataverse means the information can be securely shared across different applications in the Microsoft ecosystem, such as Dynamics 365 or Power BI, supporting analytics and reporting. It also reduces silos, making data more accessible to finance, legal, and operations teams. A user-friendly Power Apps interface makes it easy to review, manage, and edit data, enhancing the overall efficiency of contract management.
The Use Case Demonstration
This use case demonstration shows how power and automation transform a tedious process into a streamlined operation. From the moment a lease document is processed to the final entry into Dataverse, every step is meticulously crafted to ensure precision. What stands out is the reduction in manual oversight needed. Teams can shift from hours of line-by-line review to spot-checking summaries and exceptions flagged by the system. That shift saves time while keeping human judgment in the loop where it matters most.
Moving Forward
If you’re dealing with large volumes of unstructured data like lease contracts, it’s time to consider AI and automation equipped with human oversight to scale your operations efficiently. This combination balances speed with accountability. The automation handles repetitive extraction, while humans provide context and decision-making. It’s an approach that scales across industries beyond real estate, from healthcare patient forms to supplier contracts in manufacturing. Book a call with me at Fusion Flow Software to talk about what AI and Automation can do for your business.
