# 4× More Reports on Time: Automating a Valuation Firm’s Back Office

A property valuation firm was turning down work because its back office couldn’t keep up with its field team. Sixth Gear automated report production around the valuer’s judgement. In a four-week pilot, the time from site visit to approved draft fell from 6 days to under 1.

- **Client:** Owner-led property valuation firm · small team
- **Clients served:** Banks, public bodies and individuals
- **Scope:** Report production, site capture, management dashboard

## The pain points

- **Turnaround missed what clients expected.** Banks wanted reports in 3 days. The firm averaged 6, and some jobs ran past 3 weeks.
- **Every report was retyped by hand.** A preparation team rebuilt each report from documents, paper site notes and a spreadsheet into fixed bank formats that can’t be changed.
- **The office capped growth.** Site engineers could visit more properties than the office could turn into reports.
- **High cost per report closed off a market.** Some banks pay fixed rates below the firm’s production cost, so that work was declined.
- **One error could end a career.** A valuer’s signature backs loans worth many times the firm’s revenue, so speed could never come at the cost of accuracy.
- **Software had failed them before.** Past IT projects cost money and never delivered, so trust mattered more than price.

## What we built

The system does the typing and the arithmetic. The valuer keeps every decision that needs a professional.

- **Job workspace.** One page per job with property details, documents, site data, drafts, review status and full history.
- **Guided site capture on a phone.** Measurements, construction details, GPS and photos, with areas calculated on the spot and gaps flagged before the engineer leaves.
- **Valuation engine.** Applies the firm’s own approved rules for land, building, depreciation and every value a report needs. The valuer sets the judgement inputs.
- **Reports in any client format.** Generates a draft in any bank, public-sector or private template from the job data, photos and standard wording.
- **Management dashboard.** Active, due, delayed and pending-review jobs by person and stage, so nobody has to chase.

Nothing is signed or sent automatically. Every report stays a draft until a qualified valuer reviews and approves it.

## Results from the pilot

The system ran alongside the old process on 85 live jobs over four weeks, so every output could be checked against the manual version.

| Pain point | Before | Pilot | Improvement |
|---|---|---|---|
| Site visit to approved draft | 6 days | under 1 day | 6× faster |
| Reports delivered within 3 days | 18% | 74% | 4× more |
| Typing time per report | 3.5 hours | 25 minutes | 8.4× less |
| Owner review time per report | 40 minutes | 12 minutes | 3.3× less |
| Calculation differences vs. manual reports | — | 0 of 85 | Zero errors |
| Projected monthly capacity | ~140 reports | ~280 reports | 2× more |

Across 85 live jobs there were zero calculation differences against the manual reports. Projected monthly capacity doubles from ~140 to ~280 reports with the same team, and owner review time falls from 40 to 12 minutes per report.

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