Lease Management Software Development

Complete lease register covering all tenancies with lease dates, parties, demise details, current passing rent, rent-free periods, capital contributions, and lease classification. The data model supports residential, commercial, and ground lease structures, with tenant, unit, and lease term stored as linked records rather than flat rows -- so a multi-let building with thirty tenancies has one building record, thirty unit records, and thirty lease records, each independently searchable and reportable. Lease abstract extraction using AI-assisted NER (Named Entity Recognition) identifies key dates, rent amounts, break option clauses, and service charge obligations from uploaded PDF leases, pre-populating the register fields for review rather than requiring manual transcription. DocuSign or Adobe Sign e-signature integration allows new leases to be executed directly from the platform, with the signed document automatically attached to the lease record on completion. Document storage with executed leases, supplemental agreements, licences, and correspondence attached to each record. Portfolio summary showing total contracted rent, WAULT, vacancy, and upcoming expiry exposure by sector, location, or asset class. The lease register that is the source of truth for your portfolio -- not a spreadsheet that might have been updated last month and might not have been.

Automated alert system for every critical date in the lease -- rent review trigger dates, break option exercise windows, expiry and renewal notification deadlines, rent-free expiry, service charge deadlines, and any bespoke event defined in the lease. Lease expiry dashboard with rolling 90/60/30-day renewal pipeline view: all leases expiring within each window displayed with current passing rent, tenant name, and whether a renewal discussion has been initiated -- so no expiry passes without a deliberate decision to renew, re-gear, or remarket. Alert thresholds configured per event type -- first alert 12 months out, reminder at 6 months, final warning at 3 months, with additional escalation to the portfolio manager if the event remains unactioned within 30 days. Rent escalation notifications triggered automatically when a CPI review date arrives: the system calculates the new rent based on the applicable index -- CPI-U for US leases, RPI or CPI for UK -- or applies the fixed percentage increase, and generates a notification to the tenant with the new rent amount and effective date. Alerts routed to the responsible team member by property or by event type, not a single shared inbox where critical notices get buried. Dashboard showing all upcoming events within the next 90, 180, and 365 days with priority-ranked by financial exposure.

Rent review management covering CPI-linked reviews, fixed uplifts, open market reviews, and turnover-based rents. Rent review calendar with upcoming review dates, trigger notice deadlines, and review mechanism details. Open market review workflow where comparable evidence is recorded, negotiated position is tracked, and the agreed uplift is recorded against the lease. Upward-only and bidirectional review clauses correctly modelled. Memorandum of variation generated on completion of review. The rent review process that doesn't rely on someone's memory of which leases are due and what mechanism applies.

Break option register with exercise window start and end dates, notice requirements, pre-conditions, and penalty rents. Break notice workflow generating the required notice document with the correct served and expiry dates, routed through approval before dispatch. Expiry management covering lease end, holding over, and renewal or re-gear. Section 25 and Section 26 notice management for England and Wales commercial leases. The break and expiry management that ensures the right notice goes to the right party within the right window without someone manually calculating dates from the lease document.

CAM (Common Area Maintenance) and service charge budget and reconciliation management covering annual budget setting, on-account demand generation, year-end reconciliation, and tenant communication. Apportionment calculations based on floor area ratios or other allocation basis defined in the lease -- individual tenant's demised area as a proportion of total lettable area, or a fixed percentage where the lease specifies it. Cap and collar modelling calculates each tenant's maximum and minimum service charge liability where lease caps apply, and flags where the actual apportionment exceeds a capped amount so the recoverable shortfall is visible. Service charge audit documentation stored against the reconciliation record for each year. Reconciliation statement generated per tenant showing actual expenditure against budget, the tenant's apportioned share, the balancing charge or credit, and the supporting cost breakdown. NACHA-compliant ACH rent collection via Stripe processes both on-account service charge demands and reconciliation balancing payments, with payment status tracked in the same record as the demand. Yardi, AppFolio, MRI, and Buildium integration options allow the service charge data to sync with the accounting platform rather than requiring dual entry. The reconciliation process that recovers what you're entitled to recover without occupying your management team for six weeks every year-end.

For corporate occupiers managing a lease portfolio as IFRS 16 right-of-use assets (or ASC 842 under US GAAP), the system calculates right-of-use asset values, lease liability amortisation schedules, interest expense, and disclosure note data at each reporting date. The right-of-use asset calculation discounts future lease payments at the incremental borrowing rate applicable to the lease's currency and jurisdiction, producing the initial measurement figure and the subsequent depreciation schedule over the lease term. Lease modifications -- extensions, early terminations, rent amendments -- trigger a remeasurement event: the system recalculates the present value of the revised payment stream and updates both the ROU asset and the lease liability. Move-in and move-out inspection workflows capture unit condition at commencement and termination with timestamped photos, providing evidence for deposit deductions and dilapidations claims. Discount rate management stores the applicable rate per lease so historical calculations use the correct rate rather than the current rate. Monthly journal entry output -- debit ROU asset depreciation, credit accumulated depreciation, debit interest expense, credit lease liability -- formatted for import into SAP, Oracle, or any accounting system that accepts a structured journal upload. The IFRS 16 compliance process that removes the quarterly spreadsheet exercise from your finance team's workload and gives auditors a clean, traceable calculation rather than a complex model they have to reverse-engineer.