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.