Managed Real Estate Back Office Services
Stop drowning in paperwork. Start closing more deals.
We provide expert, secure, and scalable back-office teams so you can focus on growth.
Is Your Back Office Holding Your Real Estate Business Back?
For ambitious real estate brokers, property managers, and investment firms, growth is the goal. But growth brings complexity: more paperwork, more transactions, more tenant requests, and more administrative chaos. Your expert agents and deal-makers end up buried in non-core tasks, slowing down momentum and capping your potential. The very operations meant to support your business become the bottleneck that stifles it. This operational drag doesn't just cost time; it costs opportunities and eats into your profits.
LiveHelpIndia offers a strategic alternative. We provide specialized, managed back-office teams that integrate seamlessly with your operations. By outsourcing your administrative, financial, and marketing support tasks to us, you liberate your core team to focus on what they do best: closing deals, managing properties, and driving revenue. It's not just about cost savings; it's about building a scalable, efficient foundation for sustainable growth.
Our Comprehensive Real Estate Back Office Services
We offer a full spectrum of back-office solutions, from transaction management to property accounting, all designed to streamline your operations and fuel your growth. Our services are powered by domain experts and augmented by AI for maximum efficiency and accuracy.
Transaction Coordination
We manage every detail from contract to close, ensuring compliance, meeting deadlines, and facilitating smooth communication between all parties, so your agents can focus on clients, not paperwork.
- Ensure 100% document compliance and accuracy.
- Reduce average closing time by up to 30%.
- Improve agent satisfaction and retention.
Listing Management (MLS)
Our team handles the entire listing lifecycle, from initial data entry and photo uploads to status updates and marketing remarks, ensuring your properties are presented professionally and accurately across all platforms.
- Guarantee faster, error-free MLS entries.
- Maintain consistent branding across all listings.
- Free up agents' time for prospecting and showings.
Commission Management
We provide accurate and timely commission processing for your agents. Our meticulous calculations and transparent reporting eliminate disputes and ensure your agents are paid correctly and on time, every time.
- Eliminate commission calculation errors.
- Ensure timely and accurate agent payouts.
- Provide clear, auditable commission statements.
Agent Onboarding & Support
Streamline the process of bringing new agents into your brokerage. We handle the paperwork, system setup, and initial training, providing a professional onboarding experience that gets them productive faster.
- Reduce agent ramp-up time significantly.
- Provide a consistent and professional onboarding experience.
- Offer ongoing administrative support to your entire team.
Closing & Post-Closing Support
We ensure a seamless final stage of the transaction by coordinating with title companies, lenders, and attorneys, and managing all post-closing file management and compliance requirements.
- Facilitate smoother, on-time closings.
- Ensure all post-closing documentation is complete and archived.
- Enhance your reputation with clients and partners.
Document Management & Compliance
Maintain impeccable, audit-proof records. We organize, file, and manage all transaction-related documents in your system, ensuring you are always compliant with state and local regulations.
- Create a secure, centralized, and easily accessible digital filing system.
- Guarantee audit-readiness and regulatory compliance.
- Reduce risks associated with missing or incomplete paperwork.
Lease Administration & Abstraction
We manage your entire lease portfolio with precision, from abstracting critical data points to tracking key dates and financial obligations, ensuring you never miss a deadline and maximize portfolio value.
- Achieve 99.9% accuracy in lease data abstraction.
- Automate critical date and renewal notifications.
- Provide clear portfolio insights for strategic decisions.
Property Accounting & Bookkeeping
Our dedicated team handles all aspects of property accounting, including AP/AR, bank reconciliations, CAM reconciliations, and financial reporting, giving you a clear and accurate picture of your financial performance.
- Deliver timely and accurate monthly financial reports.
- Streamline rent collection and vendor payment processes.
- Ensure compliance with real estate accounting standards.
Rental Application Processing
Accelerate your leasing cycle with efficient application processing. We handle applicant screening, background checks, and reference verification, providing you with a complete package for quick decision-making.
- Reduce vacancy periods with faster tenant screening.
- Ensure consistent and fair application of your criteria.
- Improve the quality of tenant selection.
Tenant & Owner Communication
Serve as the first point of contact for routine inquiries from tenants and owners. We handle questions, provide information, and escalate issues appropriately, enhancing satisfaction and freeing up your property managers.
- Improve response times for tenant and owner inquiries.
- Provide professional and consistent communication.
- Allow property managers to focus on high-value tasks.
Maintenance Coordination
We manage the maintenance workflow from initial tenant request to vendor dispatch and final invoicing. Our streamlined process ensures issues are resolved quickly, tenants are happy, and costs are controlled.
- Log, track, and manage all maintenance requests efficiently.
- Coordinate with your approved vendors for timely repairs.
- Provide detailed reporting on maintenance activities and costs.
CRM & Database Management
A clean database is a powerful asset. We manage your CRM, ensuring data integrity, segmenting contacts, and running reports, turning your client data into a reliable tool for marketing and sales.
- Maintain an accurate and up-to-date client database.
- Improve the effectiveness of your marketing campaigns.
- Provide valuable insights through data segmentation and analysis.
Marketing Support
Amplify your marketing efforts without hiring a full-time team. We create property flyers, manage social media schedules, design email campaigns, and prepare marketing materials to support your agents and listings.
- Produce professional marketing collateral at a fraction of the cost.
- Ensure consistent brand messaging across all channels.
- Enable agents to focus on selling, not designing.
Due Diligence Support
For investment firms and acquisition teams, we provide critical support during the due diligence process. We organize data rooms, review documents, abstract key information, and prepare summary reports.
- Accelerate the due diligence timeline for acquisitions.
- Organize vast amounts of information for easy review.
- Identify potential risks and opportunities through meticulous analysis.
Market Research & CMA Reports
Equip your team with the data they need to succeed. We compile market research, pull comparable sales, and prepare detailed Comparative Market Analysis (CMA) reports, providing a solid foundation for pricing and strategy.
- Provide data-backed reports for accurate property valuation.
- Save agents hours of research time on each listing.
- Identify market trends and opportunities for your clients.
Why Partner with LiveHelpIndia?
Deep Domain Expertise
We're not generalists. Our teams are specifically trained in real estate terminology, processes, and software. We understand the difference between a CAM reconciliation and a CMA report, ensuring knowledgeable and effective support from day one.
Ironclad Security & Compliance
Your data's security is non-negotiable. As a SOC 2, ISO 27001, and CMMI Level 5 certified company, we operate with enterprise-grade security protocols, ensuring your sensitive client and financial information is always protected.
Seamless Integration
Our team becomes your team. We adapt to your existing software (Yardi, AppFolio, Dotloop, etc.) and workflows. With a dedicated account manager and clear communication channels, we integrate so smoothly you'll forget we're not in the next office.
Instantly Scalable Teams
Whether you're onboarding a new portfolio of properties or expanding your brokerage, our model allows you to scale your back-office support up or down in as little as 48-72 hours, without the headaches and costs of direct hiring.
AI-Powered Efficiency
We leverage AI and automation to handle repetitive tasks like data entry and document verification. This not only increases speed and reduces costs but also ensures a higher degree of accuracy, freeing up human experts for more complex problem-solving.
Significant Cost Savings
Reduce your operational overhead by up to 60%. By leveraging our global delivery model, you gain access to top-tier talent and infrastructure without the associated costs of salaries, benefits, office space, and technology licensing.
24/7 Operational Capability
Gain a competitive edge with round-the-clock operations. While you sleep, we're processing transactions, updating listings, and preparing reports. Your US-based team starts each day with completed tasks, dramatically accelerating your business cycle.
Total Transparency & Control
Outsourcing doesn't mean losing visibility. We provide custom performance dashboards and regular reports, giving you complete insight into your team's productivity and the status of all tasks. You maintain full control and strategic oversight.
CMMI 5 Quality Guarantee
Our commitment to quality is validated by our CMMI Level 5 appraisal, the highest level of process maturity. This ensures we deliver consistent, predictable, and high-quality results that you can rely on to build and manage your business.
Our Proven 4-Step Process
We've refined our onboarding and delivery process to be simple, fast, and completely transparent, ensuring a smooth transition and immediate value for your business.
Discovery & Strategy
We start with a deep dive into your current workflows, pain points, and goals. We map your processes and identify the key areas where our team can provide the most impact, creating a customized outsourcing blueprint.
Team Assembly & Onboarding
We handpick a dedicated team of real estate specialists whose skills match your specific needs. We then train them on your software, processes, and culture, ensuring they are fully prepared to operate as a seamless extension of your company.
Integration & Operation
Your new team goes live. We integrate into your communication channels (Slack, Teams, Email) and project management tools. A dedicated account manager oversees the transition and ensures flawless execution from day one.
Optimize & Scale
We continuously monitor performance through KPIs and dashboards. Through regular reviews, we identify opportunities for process improvement and work with you to scale the team as your business grows and your needs evolve.
Technology Stack & Tools We Master
Our teams are proficient in the industry-standard software and platforms you already use. We ensure zero learning curve and immediate productivity.
Including proficiency in key real estate platforms like Yardi, AppFolio, Buildium, MRI Software, RealPage, Dotloop, SkySlope, Brokermint, and various MLS systems.
Success Stories
Scaling a Mid-Sized Brokerage by 40% Without Increasing Local Headcount
Industry: Residential Real Estate Brokerage
Client Overview: A fast-growing regional brokerage with 50 agents was struggling to keep up with transaction volume. The owner and a single in-house admin were overwhelmed, leading to delays, agent frustration, and potential compliance issues. They needed to increase their processing capacity to support growth but were hesitant to take on the high cost of local administrative staff.
"We were at a breaking point. Partnering with LiveHelpIndia gave us the operational backbone we needed to grow. Our agents are happier, our closings are smoother, and I can finally focus on strategy instead of paperwork."
Problem
The brokerage's manual, inconsistent transaction coordination process was creating a bottleneck. The owner was spending over 20 hours a week on administrative tasks, pulling him away from recruiting new agents and coaching his existing team.
Key Challenges
- Inconsistent file management and compliance checks.
- Delayed closings due to administrative overload.
- High agent dissatisfaction with back-office support.
- Inability to scale operations to match sales growth.
Our Solution
We deployed a dedicated team of two experienced transaction coordinators who integrated directly with the brokerage's SkySlope system.
- Established and enforced a standardized transaction checklist for all agents.
- Managed all communication with lenders, title companies, and clients.
- Provided daily status reports to agents and the broker/owner.
- Conducted rigorous, multi-point compliance reviews on every file.
Streamlining Lease Administration for a 200+ Unit Commercial Portfolio
Industry: Commercial Property Management
Client Overview: A property management firm overseeing a diverse portfolio of office and retail spaces was struggling with inefficient lease administration and accounting. Their in-house team was using outdated spreadsheets, leading to errors in CAM reconciliations, missed renewal dates, and delayed financial reporting.
"The accuracy and efficiency LiveHelpIndia brought to our accounting and lease admin functions have been transformative. Our financial reporting is now flawless, and we've uncovered revenue opportunities we were previously missing."
Problem
The lack of a centralized, accurate system for lease data was causing significant financial leakage and operational risk. The manual processes were time-consuming and prone to human error, impacting both tenant satisfaction and owner confidence.
Key Challenges
- High error rate in manual CAM and tax reconciliations.
- Missed critical dates for lease renewals and rent escalations.
- Delayed and inaccurate monthly financial reports for property owners.
- Inability to provide portfolio-wide analytics for strategic planning.
Our Solution
We implemented a managed services team to migrate their entire portfolio into Yardi and take over key back-office functions.
- Performed a full audit and abstraction of all 200+ leases into Yardi.
- Automated the accounts payable/receivable and rent collection processes.
- Took full ownership of the monthly and annual CAM reconciliation process.
- Generated a suite of custom, real-time financial and operational dashboards for management and owners.
Accelerating Deal Flow for a Real Estate Investment Startup
Industry: Real Estate Investment
Client Overview: A newly-formed real estate investment startup needed to analyze a high volume of potential multi-family property acquisitions but lacked the resources to hire a full-time team of analysts. They required flexible, on-demand support for due diligence and financial modeling.
"As a startup, we need to be nimble. LiveHelpIndia's project-based model was perfect. They provided top-tier analytical support that allowed us to punch well above our weight and close deals faster than our competitors."
Problem
The partners were spending too much time on preliminary analysis and underwriting, which limited the number of deals they could evaluate and pursue. They were missing out on opportunities due to a lack of analytical bandwidth.
Key Challenges
- Inability to underwrite potential deals quickly enough.
- Lack of standardized models and reporting for investment committee review.
- High cost and long lead time to hire experienced analysts.
- Difficulty managing and organizing due diligence data rooms.
Our Solution
We provided a project-based team of two financial analysts who worked on an as-needed basis, directly supporting the partners.
- Developed a customized financial model for underwriting multi-family assets.
- Conducted market research and rent comparability studies for target submarkets.
- Performed detailed lease file audits and due diligence document reviews.
- Prepared comprehensive investment memorandums for each potential acquisition.
What Our Clients Say
"LiveHelpIndia revolutionized our transaction process. Their coordinators are meticulous, proactive, and have become an indispensable part of our team. Our agents can now handle more volume with less stress. It's been a game-changer for our growth."
Ava Harrington
Operations Manager, Summit Realty
"The security and compliance of our data was my biggest concern. LiveHelpIndia's certifications and professional approach put those fears to rest immediately. Their team handles our sensitive financial data with the utmost care and professionalism. I trust them completely."
Thomas Lamb
CFO, Keystone Property Management
"We scaled from 30 to 100 agents in one year, which would have been impossible without the scalable back-office support from LiveHelpIndia. They handled all the agent onboarding and commission processing flawlessly, allowing us to focus on recruitment and training."
Brennan Freeman
Broker/Owner, Apex Homes
"Their lease abstraction service is incredibly accurate. They digitized and organized our entire commercial portfolio, providing us with insights that have directly led to increased revenue through better management of critical dates and clauses. Highly recommended."
Chloe Holland
Asset Manager, Sterling REIT
"The 24/7 support model is a huge advantage. Our team in the US submits marketing requests at the end of the day, and the completed flyers and social media posts are waiting for them the next morning. It's like having a team that never sleeps."
Liam Prince
Marketing Director, The Luxury Collective
"I was skeptical about outsourcing, but the 2-week trial convinced me. The team integrated seamlessly, the quality of work was exceptional, and the cost savings were undeniable. We signed a long-term contract and haven't looked back."
Mason Brock
Principal, Granite Peak Investments
In-House vs. Outsourcing: A Clear Comparison
| Feature | In-House Team | LiveHelpIndia Outsourcing |
|---|---|---|
| Cost Structure | High fixed costs (salaries, benefits, taxes, office space) | Lower variable costs (pay only for productive hours) |
| Scalability | Slow and expensive (recruiting, hiring, training) | Fast and flexible (scale up or down in 48-72 hours) |
| Talent Pool | Limited to local market | Access to a global pool of specialized real estate experts |
| Technology & Infrastructure | Significant capital expenditure required | Access to enterprise-grade technology included |
| Operational Hours | Typically 9-5, Monday-Friday | Up to 24/7 coverage, including weekends and holidays |
| Management Overhead | Requires direct supervision and HR management | Includes dedicated account management and supervision |
| Process & Quality | Dependent on individual employees | Guaranteed by CMMI Level 5 certified processes |
| Security & Compliance | Often managed in-house, can be a vulnerability | Certified (SOC 2, ISO 27001) security protocols |
Frequently Asked Questions
Security is our top priority. We are an ISO 27001 and SOC 2 certified company, adhering to the strictest international standards for data security. Our measures include encrypted data transmission, secure network infrastructure, restricted access controls, regular security audits, and comprehensive employee training on data privacy. Your information is protected by multiple layers of enterprise-grade security.
Our teams are proficient in a wide range of industry-leading real estate software. This includes property management platforms like Yardi, AppFolio, and Buildium; transaction management systems like Dotloop and SkySlope; and various MLS systems across the country. We also adapt quickly to any proprietary software you may use, with a structured training process to ensure a seamless transition.
We integrate directly into your existing communication workflows. You can communicate with your dedicated team via email, phone, and instant messaging platforms like Slack or Microsoft Teams. We also schedule regular video conferences for status updates and strategic planning. You will have a dedicated account manager as your primary point of contact to ensure smooth communication and coordination.
Our onboarding process is designed to be fast and efficient. After the initial discovery and strategy session, we can typically assemble, train, and launch your dedicated team within 1-2 weeks. For smaller teams or project-based work, we can often get started in as little as 48-72 hours. The process includes process mapping, software training, and establishing communication protocols.
Absolutely. We offer flexible scheduling to match your specific needs. While many clients benefit from our 24/7 model where work is completed overnight, we can also provide teams that work in complete overlap with your US business hours (EST, CST, MST, PST) to facilitate real-time collaboration.
Your satisfaction is guaranteed. We have a rigorous talent selection process, but in the rare event that a team member is not a good fit, we offer a free and fast replacement. We will handle the knowledge transfer and onboarding of the new team member at no additional cost to you, ensuring minimal disruption to your operations.
Ready to Scale Your Real Estate Empire?
Let's talk about how our expert back-office teams can free you from administrative burdens and unlock your firm's true growth potential. Schedule a free, no-obligation consultation today to get a customized plan and pricing.