ESR
Year:
2025
Service:
Workflow Automation
Industry:
Real Estate
Size:
500+ employees
Client Website:
"RULR is an easy-to-use platform that has assisted with streamlining business approvals whilst providing document management for our business".
Emma Foley - CoSec ESR
How ESR Cut Deal Closure Time by 75% and Eliminated Compliance Risk with Intelligent Workflow Automation
Introduction
ESR, a real estate fund manager with approximately 400 staff, was experiencing the growing pains that come with scaling operations while relying on manual processes. Despite their size and sophistication, their deal approval workflows were holding them back from operating at the speed and precision their business demanded.
Like many growing organizations, ESR found themselves trapped between two competing pressures: the need to move quickly on investment opportunities, and the requirement to maintain rigorous compliance and approval standards. The tools they were using simply weren't built for the complexity of their operations.
Challenge
ESR's deal approval process was built on a foundation of paper-based document execution forms and emails. When a new deal required approval, staff would circulate documents via email, collecting digital signatures from various stakeholders and executives across different platforms.
This fragmented approach created serious operational and compliance risks:
Deals falling through the cracks. Without a centralized system, documents would get lost in email threads or WhatsApp chats. Deals sometimes moved forward without securing all necessary approvals, creating significant liability exposure.
Version control nightmares. Multiple versions of the same document would circulate simultaneously. Staff couldn't be certain they were reviewing or signing the most current version, leading to outdated clauses or terms being included in final agreements.
Investment mandate violations. Clauses that didn't align with ESR's investment mandates would accidentally slip into contracts because there was no systematic checkpoint to catch these errors before execution.
Audit preparation paralysis. When audit time came around, ESR's team faced a six-week scramble to piece together approval trails from scattered emails and messages. The lack of centralized documentation made it nearly impossible to quickly demonstrate compliance.
Investor confidence concerns. Without transparent, auditable processes, ESR struggled to convincingly demonstrate to their investors that proper due diligence and approval protocols were being followed consistently.
The bottom line: ESR's manual processes were costing them time, exposing them to unnecessary risk, and preventing them from scaling their operations confidently.
Solution
We designed and implemented a comprehensive digital workflow platform tailored specifically to ESR's operational reality. Rather than forcing them to adapt to a one-size-fits-all solution, we built intelligent systems around how their business actually works.
Customized workflow logic. We created specific approval workflows for each deal type and jurisdiction ESR operates in. The system automatically routes documents to the right approvers based on deal characteristics, ensuring nothing moves forward without the proper sign-offs.
Centralized digital platform. All deal documentation and approvals now flow through a single application that every staff member accesses. No more hunting through email threads or WhatsApp messages. Everyone works from the same source of truth, with real-time visibility into where each deal stands in the approval process.
Built-in compliance checkpoints. The system includes automated validation rules that flag clauses or terms that don't align with ESR's investment mandates before documents reach final approval stages. This turns compliance from a reactive scramble into a proactive safeguard.
Complete audit trails. Every action taken in the system is automatically logged with timestamps and user details. Approvals, rejections, document revisions, and comments all create an immutable record that can be accessed instantly.
Automated document registers. The platform automatically maintains organized registers of all executed documents, eliminating manual data entry and ensuring nothing gets misfiled or forgotten.
The implementation focused on making the transition seamless for ESR's team, with workflows designed to feel intuitive rather than adding complexity to their day-to-day operations.
Result
The impact of moving from fragmented manual processes to an intelligent automated workflow system has been transformative for ESR:
75% reduction in deal closure time. What previously took four weeks from initial approval request to executed contract now takes less than one week. Deals move through the approval chain efficiently, with automated routing eliminating delays.
98% reduction in audit preparation time. ESR's audit preparation dropped from six weeks to just one day. With complete digital records and audit trails available at the click of a button, the team can instantly generate comprehensive compliance reports.
Zero compliance incidents. Since implementing the system, ESR hasn't had a single deal proceed without proper approvals or with non-compliant clauses. The automated checkpoints catch issues before they become problems.
Eliminated manual document administration. Automated document registers mean staff no longer spend hours updating spreadsheets or filing systems. The platform handles documentation automatically.
Dramatically reduced liability exposure. With systematic approval enforcement and complete audit trails, ESR has significantly lowered their risk of regulatory issues or disputes over whether proper processes were followed.
Enhanced investor confidence. ESR can now demonstrate to their investors with crystal-clear documentation that every deal follows rigorous, consistent due diligence and approval protocols. The transparency the system provides has become a competitive advantage in investor relations.
Scalability for growth. The platform supports ESR's continued growth without adding administrative burden. As they take on more deals across more jurisdictions, the system scales effortlessly.
ESR transformed from an organization held back by manual processes into one that operates with the speed, precision, and transparency that modern real estate investment demands. Their team now spends time analyzing opportunities and creating value rather than chasing approvals and preparing for audits.esr
