Prophia Integration
Documents & TransactionsWhat It Does
Prophia is a commercial real estate asset-management platform built around AI-powered lease abstraction. Its core job is to read a building's executed leases, amendments, and the documents that govern them, and turn that pile of paper into a structured, queryable system of record for the asset: a clean rent roll, lease-by-lease economic terms, options and recapture rights, co-tenancy and exclusivity clauses, and the stacking plan that shows who occupies which suite, at what rent, until when. Where a tenant-side tool tracks the obligations of an operator leasing many sites, Prophia is owner-side — it organizes the income side of an office, retail, or mixed-use asset so the people who own and manage the building can actually trust the data they underwrite, report, and make leasing decisions on.
Why Real Estate Professionals Use It
For an owner or asset manager, the lease file is the asset. Net operating income, valuation, refinancing capacity, and every leasing decision flow from the terms buried in those leases — and when the rent roll is a stale spreadsheet that disagrees with the actual documents, every downstream number inherits the error. The classic failures are quiet and expensive: a WALT (weighted average lease term) that's wrong because three amendments were never abstracted, a vacancy that's modeled at the wrong reletting assumption because the prior tenant's recapture right was missed, an investor report that overstates in-place income because a free-rent period or a step-up wasn't captured. Prophia exists to make the structured asset data trustworthy; automation exists to make that trustworthy data flow to the places that consume it without a human re-typing it each time.
AI Solutions for Documents
Ebook
CTO's Guide to AI Implementation
Security, compliance, and vendor evaluation frameworks for AI operations
Solution
AI Transaction Coordinator
Automate document collection, deadline tracking, and stakeholder updates
Solution
Commission & Pipeline Tracker
Real-time dashboard showing deal progress and expected commissions
Key Features for Real Estate
Discover how Prophia powers real estate automation workflows
1 of 6
Feature
AI Lease Abstraction with Source-Clause Linking
Reads executed leases, amendments, and related documents and extracts the structured terms — base rent, escalations, term and expiration, options, recovery method, co-tenancy and exclusivity clauses — with each abstracted field linked back to the exact clause it came from for verification.
Real Estate Impact
Abstraction is the single most expensive, error-prone task in asset management. Source-clause linking is what makes the output trustworthy enough to underwrite and report on — an automation can read the verified structured terms instead of re-abstracting, and when a number looks wrong, the governing lease language is one click away rather than buried in a 40-page PDF.
See how we automate Prophia
Get a personalized plan for your tech stack
Automation Workflows
Ready-to-deploy workflows powered by Prophia + NextAutomation
Workflow 1 of 4
Advanced
Abstracted Lease Data → Underwriting Model and Asset Dashboard
When Prophia finishes abstracting an asset's leases (at acquisition or after new documents load), the automation reads the structured rent-roll and lease terms from Prophia's outputs and maps them into the firm's underwriting model and asset dashboard — so the cash-flow tab and the dashboard are populated from verified lease data instead of hand-keyed.
Trigger: Prophia abstraction completed / rent-roll export available for an asset (detected via scheduled export pickup or partner API poll where provisioned)
Workflow Steps
1Automation picks up Prophia's structured rent-roll and lease-term output for the asset (scheduled export retrieval, or partner API read where your account is provisioned for it)
2Normalize the abstracted fields — tenant, suite, area, base rent, escalations, expirations, options, recovery method, free rent — into the firm's standard schema
3Map the normalized rent roll into the underwriting model's tenant/cash-flow tab, flagging any term that needs an analyst assumption (market reletting rent, downtime, TI/LC)
4Run an AI consistency check that compares the abstracted in-place rent and WALT against the prior version and flags material deltas for review
+3 more steps
An asset's leases become a populated underwriting model and a live dashboard in minutes rather than the days an analyst spends reading and re-keying — and because the inputs trace back to Prophia's source-clause links, the model is auditable, not just fast.
Triggers & Actions
Connect Prophia to your workflows with powerful triggers and actions
Triggers
Lease Abstraction Completed
Fires when Prophia finishes abstracting an asset's leases or a batch of new documents, making updated structured rent-roll and lease data available — detected via scheduled export retrieval or a partner API poll where your account is provisioned for programmatic access.
When an acquisition target's leases finish abstracting, read the structured rent roll and map it into the underwriting model and asset dashboard automatically.
Rent Roll or Stacking Plan Changed
Fires when the asset's abstracted rent roll or stacking plan changes — a new lease, an amendment, an expiration — detected by diffing Prophia's structured outputs against the last synced version.
When a new lease shifts in-place income, refresh the asset dashboard and flag the prior investor report section that referenced the old figure.
Lease Event Approaching
Fires when an abstracted lease event — expiration, option window, recapture or go-dark trigger, rent step — enters a lead-time horizon you define, evaluated by polling Prophia's abstracted critical dates.
When a major tenant's expiration enters the 12-month window, alert the leasing team with the rolldown exposure and the renewal-option mechanics quoted from the lease.
New Document Loaded / Amendment Abstracted
Fires when a new lease or amendment is loaded and abstracted in Prophia, indicating that previously abstracted terms for that tenant or suite may have changed.
When an amendment changes a rent step, re-sync the structured terms to the underwriting model and recompute the affected critical-date cadence.
Actions
Read Rent Roll and Lease Terms
Retrieve the asset's structured rent roll and abstracted lease terms from Prophia's exports or partner API for mapping into models, dashboards, and reports.
Pull the current rent roll and WALT to populate the quarterly investor report's leasing section from live data.
Read Stacking Plan
Retrieve the current stacking-plan data for a building — occupancy, suite, rent, and term remaining by floor — from Prophia's structured outputs.
Embed the current stacking plan and rolling expiration schedule as an exhibit in the IC pack, sourced so the visual matches the numbers.
Read Lease Events and Critical Dates
Query the abstracted lease events for an asset or portfolio — expirations, option windows, recapture rights, rent steps — and their governing clause references.
Sweep the portfolio daily for option and recapture windows inside the escalation horizon and route each to the right leasing owner with the clause quoted.
Retrieve Source Document
Fetch the executed lease or amendment bound to a given abstracted term so an automation can assemble the supporting package behind a number or an alert.
When a recapture alert fires, attach the governing clause and the executed lease so the asset manager can act without hunting through the document repository.
Setup Guide
Get started in approximately 30-60 minutes to retrieve a first export and define the schema; half a day for the rent-roll → model + dashboard sync; 1-2 days for the lease-event alerts, reporting roll-ups, and the re-abstraction change sync
Prerequisites
- A Prophia account with your asset(s) loaded and leases abstracted, so there is structured rent-roll, stacking-plan, and lease-event data for automations to act on
- Access to Prophia's structured outputs — scheduled exports/reports at minimum, and partner/API access if your account is provisioned for it (confirm scope with your Prophia account manager)
- An n8n instance (cloud or self-hosted) with the HTTP Request node and file/export handling for pulling Prophia data
- Destination systems mapped: your underwriting model template, the asset dashboard (Airtable / Google Sheets / BI source), and your IC/investor-report templates
- Channels configured: Slack for alerts and an email distribution for digests and report drafts, plus a secrets store for any Prophia credentials
1
Confirm how you'll access Prophia's data
Talk to your Prophia account manager to confirm which structured outputs you can use — scheduled rent-roll and stacking-plan exports/reports at minimum, and whether your plan includes partner/API access for programmatic reads. Establish the retrieval path (export pickup location or API base URL and auth) and store any credentials in your secrets manager, never in workflow source.
Ask specifically which objects and fields you can read — rent roll, stacking plan, lease events, and source-clause references. Knowing the available surface up front prevents building against an output your plan doesn't expose, and the source-clause links are what make the downstream data auditable.
2
Capture a real sample and define your schema
Pull one asset's rent roll, stacking plan, and lease-event data and save the raw structure. Define the normalized schema your firm uses — field names for base rent, escalations, expirations, options, recovery method, free rent — and build the mapping from Prophia's fields to yours. This mapping is reused by every downstream workflow.
Map against a real payload, not the documentation — abstracted lease fields vary by lease type (office vs. retail vs. industrial), and the edge cases (percentage rent, co-tenancy, recapture) are where a naive mapping breaks.
3
Build the rent-roll → model + dashboard sync
Create the workflow that retrieves Prophia's rent-roll output, normalizes it, maps it into your underwriting model's tenant tab, and writes the same data to the asset dashboard. Add an AI consistency check that compares in-place rent and WALT against the prior version and flags material deltas for human review.
Flag every AI-mapped field as machine-derived and route the first runs per asset for a quick human confirmation. Once you trust the mapping on your lease formats and asset types, relax the gate — but keep the source-clause link on every number so a contested figure is always verifiable.
4
Add the lease-event sweep and alerts
Build a scheduled workflow that reads Prophia's abstracted lease events, filters to those entering your lead-time horizons by type (expirations, option windows, recapture/go-dark, rent steps), and routes each to the responsible leasing/asset owner with the clause mechanic quoted and a decision task opened.
Start with expirations and renewal options end-to-end and confirm an alert reaches the right owner before adding recapture and go-dark logic. A single reliable path beats four half-built ones, and recapture/co-tenancy clauses deserve careful clause-language handling.
5
Wire reporting and the re-abstraction sync
Add the reporting workflow that builds the IC/investor roll-ups from Prophia's current data and drafts the leasing sections for review. Then add the change-detection workflow that diffs Prophia's outputs, syncs updated terms downstream, and flags any report or model built on superseded figures.
Snapshot the portfolio roll-up each reporting cycle even when little changed — the time series is what surfaces clustering expirations and rising rollover exposure, and it gives you the audit trail of when each downstream number last matched Prophia.
Frequently Asked Questions
Common questions about Prophia integration
Related Integrations
Explore other tools that work great with your workflow
Ready to Automate Prophia?
Get a free AI roadmap showing how to connect Prophia with your existing tools for maximum impact.
Get Your Free AI Roadmap