Generate Real Estate Research Reports With Exa AI, PandaDoc and Instantly AI

This Template Demonstrates How To Automate Sending Real Estate Research Reports.

Use cases are many: send recurring market updates to investors, distribute new listings context to buyers, or push periodic area snapshots to your client base — all without touching it manually after the first setup.

Good to know Exa AI charges per search query. Check Exa AI Pricing for the latest rates before running at scale. Instantly AI has rate limits on lead uploads. The workflow handles this with a built-in wait node between batches, but check your plan limits before sending to large lists. PandaDoc document generation is asynchronous the workflow polls for completion before moving forward, so generation time will vary depending on template complexity.

How it works PHASE 1: RESEARCH

A Schedule Trigger kicks off the workflow on your chosen cadence. A research task is created and submitted to Exa AI, which pulls market data, listings context, and pricing signals from the web. The workflow polls Exa AI until the task is complete. An If + Wait loop handles this — once confirmed, the structured data moves to Phase 2.

PHASE 2: REPORT GENERATION

The structured research data is sent to PandaDoc via API. It fills directly into your pre-built real estate template — fixed layouts, brand rules, section structure already in place. The workflow polls PandaDoc until the document is fully generated. Another If + Wait loop ensures nothing proceeds with an incomplete report. The result is a clean, consistent report every time — no manual formatting or cleanup needed.

PHASE 3: SEND VIA INSTANTLY AI

The finalised report is sent to a Slack channel for human approval before anything goes out to clients. Once approved, the workflow fetches your client or investor list from Google Sheets. Contacts are batched, uploaded to Instantly AI, and each one receives a personalised report email — no manual sending, no individual copy-pasting. Send status is written back to your Google Sheet so you always know who's been contacted. A final Slack message confirms the full distribution is complete. Closed loop, fully hands-off.

How to use The Schedule Trigger is used as the default starting point. Replace it with a webhook or form trigger if you want to run reports on demand instead. Set up your PandaDoc template with your preferred layout and branding before connecting. The workflow fills data in — it won't generate a layout for you. Configure Google OAuth via Google Console. Create a project, apply your Client ID and Secret in the Google Sheets node credentials. Set up your email sequences and sender accounts inside Instantly AI before the first run. Create a dedicated Slack channel or DM for approval routing and completion notifications.

Requirements Exa AI — web research PandaDoc API — report template and document generation Google OAuth — client and investor list via Google Sheets Slack API — approval routing and completion notification Instantly API — personalised email delivery at scale n8n instance (self-hosted or cloud)

Customising this workflow Swap Google Sheets for a CRM like HubSpot, Airtable, or GoHighLevel as your contact source — just replace the Fetch Contact node with your preferred integration. Replace the Slack approval step with an email approval flow if your team doesn't use Slack. This pattern works beyond real estate — try it for fund updates, commercial property briefs, or any recurring report where the structure stays fixed but the data changes. Add an AI summarisation node before PandaDoc to condense the Exa research output further before it fills into the template.