Managing break option windows and rent review dates in a spreadsheet that only one person maintains, with critical dates missed because the update didn't happen?
No single view of lease obligations, expiry exposure, and upcoming break options across a commercial portfolio?
Lease Management Software Development
Custom lease management software for commercial property managers and corporate real estate teams who need lease schedules, key date tracking, rent review management, and compliance reporting in one place -- not a spreadsheet someone updates inconsistently.
Built around your lease structure and portfolio. Break option windows, rent review mechanisms, service charge obligations, and IFRS 16 reporting requirements all configured to match how your leases are actually drafted.
Lease register with complete schedules, key dates, and upcoming events calendar
Automated alerts for rent reviews, break options, expiry notices, and renewal deadlines
Rent escalation modelling -- CPI, fixed uplifts, open market reviews
IFRS 16 right-of-use asset and lease liability calculations for corporate occupiers
RaftLabs builds custom lease management software for commercial property managers, corporate real estate teams, and institutional landlords -- lease schedules, key date tracking for rent reviews, break options and expiry notices, rent escalation modelling, service charge reconciliation, and IFRS 16 compliance reporting. Replaces spreadsheets and disconnected databases with a single lease register where critical dates are surfaced automatically before they lapse. Most lease management platforms ship in 10-14 weeks at a fixed cost with full source code ownership.
100+Products shipped
·24+Industries served
·FixedCost delivery
·10-14Week delivery cycles
A missed break option or a late rent review notice is a significant financial event
Commercial leases have financial consequences attached to every critical date. Miss the window to exercise a break option and you're committed to another lease period. Fail to serve a rent review notice in time and you may be locked at the current rent. Overlook a service charge reconciliation deadline and your recovery right lapses.
Most commercial property teams manage these dates in spreadsheets. One person maintains the sheet. When they're on leave, nothing gets updated. When a portfolio grows through acquisition, the new leases get added to a different version of the spreadsheet. The risk isn't that the team is incompetent -- it's that a spreadsheet is not an adequate system for managing financial obligations across a portfolio of any meaningful size.
Lease management software gives every lease its own structured record, surfaces critical dates automatically before they become urgent, and generates the notices and reports your team needs without manual compilation.
What we build
Lease register and schedule management
Complete lease register covering all tenancies with lease dates, parties, demise details, current passing rent, rent-free periods, capital contributions, and lease classification. Document storage with the executed lease, supplemental agreements, licences, and correspondence attached to each record. Lease schedule view showing every obligation, right, and date in a structured format. Portfolio summary showing total contracted rent, WAULT, vacancy, and upcoming expiry exposure. The lease register that is the source of truth for your portfolio, not a spreadsheet that might be current.
Critical date tracking and alerts
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. Alert thresholds configured per event type -- first alert 12 months out, reminder at 6 months, final warning at 3 months. Alerts routed to the responsible team member by property or by event type. Dashboard showing all upcoming events within the next 90, 180, and 365 days. The early warning system that surfaces a break option window before it's already too late to instruct solicitors.
Rent review management
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 and expiry management
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.
Service charge and reconciliation
Service charge budget and reconciliation management covering budget setting, on-account demand generation, year-end reconciliation, and tenant communication. Apportionment calculations based on floor area or other allocation basis defined in the lease. Cap and collar modelling where applicable. Service charge audit documentation storage. Reconciliation statement generation per tenant. The service charge process that recovers what you're entitled to recover without the reconciliation becoming a manual exercise that occupies your team for weeks.
IFRS 16 and corporate occupier reporting
For corporate occupiers managing a lease portfolio as IFRS 16 right-of-use assets, the system calculates right-of-use asset values, lease liability amortisation schedules, interest expense, and disclosure note data at each reporting date. Lease modifications -- extensions, early terminations, lease amendments -- reflected in updated schedules. Discount rate management per lease currency and jurisdiction. Monthly journal entry output for import into accounting systems. The IFRS 16 compliance reporting that removes the quarterly spreadsheet exercise from your finance team's workload.
Frequently asked questions
Lease management software is a structured database of lease obligations, rights, and critical dates that surfaces upcoming events automatically and generates the notices and reports your team needs. It replaces the spreadsheet most commercial property teams use to track leases -- which works until the portfolio grows large enough that one missed update creates a significant risk event. A dedicated lease management platform is appropriate when your portfolio has enough leases that managing critical dates in a spreadsheet carries meaningful risk, when IFRS 16 compliance requires lease liability tracking across a portfolio, when the team managing the leases has multiple members and the spreadsheet is a single-person dependency, or when you're acquiring or managing a portfolio where the existing lease data needs to be systematically captured and maintained.
Commercial leases have a wide range of rent review mechanisms -- upward-only open market reviews, CPI-linked escalations with collars and caps, turnover top-ups, fixed annual uplifts, stepped rents, and hybrid mechanisms. The system models the review mechanism as defined in the lease rather than forcing every lease into a standard template. CPI escalation applies the relevant index at each review date and calculates the new rent. Open market reviews trigger the negotiation workflow at the review date. Upward-only constraints are respected in the calculations. Bespoke mechanisms -- turnover clauses, revenue sharing arrangements -- can be configured with custom calculation logic where the mechanism is unusual enough to require it.
Yes. Notice generation is one of the core functions. The system holds the notice requirements for each lease event -- notice period, form of notice, and service requirements -- and generates a draft notice document at the appropriate point in the alert calendar. The document is generated from a template that pulls the correct lease details, parties, and dates automatically. The notice then routes through an approval workflow before dispatch, so the right person reviews it before it goes out. Service is recorded against the lease record. For commercial leases where the consequences of a defective notice can be significant, the generation and approval workflow is designed to ensure nothing goes out without review.
A lease management platform covering lease register, critical date alerts, rent review management, and expiry tracking typically runs $30,000--$65,000. A more complete system with IFRS 16 reporting, service charge reconciliation, notice generation, and accounting integration typically runs $65,000--$130,000. Cost depends on the number of lease types and review mechanisms to be modelled, the IFRS 16 reporting requirements, the number of integrations, and whether document generation needs to handle multiple jurisdictions with different notice requirements. We scope every project before pricing it.
Compliance Automation -- automated compliance tracking, evidence collection, and reporting
Talk to us about your lease management software project.
Tell us your portfolio size, your lease types and review mechanisms, and what the current system can't do. We'll scope the right platform and give you a fixed cost.
