Custom Commercial Real Estate Software

Every commercial lease is held as a structured record with the full set of key dates: rent commencement date, rent review dates, break option dates, lease expiry, and option to renew deadline. Indexed and stepped rent schedules are modelled directly in the system so the correct rent amount is calculated and billed at each review without manual intervention. Rent review calculations are generated automatically based on the index or formula defined in the lease -- open market review, RPI-linked, or fixed uplift. Break clause monitoring triggers a workflow alert at a configurable notice period before each break option date so the property manager has time to prepare a strategy. Lease abstracts are searchable and filterable across the whole portfolio.

Service charge budgets are set at the start of each service charge year and broken down by cost category: building insurance, management fees, cleaning, utilities, repairs and maintenance, and any property-specific heads of expenditure. Actual costs are posted against each category as invoices are received throughout the year. The system calculates each tenant's apportionment based on their demised area as a proportion of the total lettable area, applying any cap or exclusion defined in their lease. At year-end, the system produces the annual service charge reconciliation statement for each tenant automatically -- showing the budget, the actual, the variance, and the balancing charge or credit. This removes the weeks of manual spreadsheet work that year-end service charge reconciliation typically requires.

Commercial tenant profiles hold company details, key contacts, trading name, registered address, and guarantor information. Communication history is recorded against each tenant record -- emails, calls, formal notices, and meeting notes. Fit-out management tracks the scope of any tenant-approved alterations, the landlord consent given, and the reinstatement obligations agreed at the time of fit-out approval. At lease expiry, the reinstatement schedule is surfaced automatically so the property manager and tenant both know what work is required before handback. Contact records are maintained for multiple contacts per tenant -- the finance contact who handles rent queries, the facilities contact who deals with maintenance, and the legal contact for lease negotiations.

Asset-level dashboards give a live view of each property's key performance indicators: gross and net passing rent, estimated rental value, occupancy rate, weighted average unexpired lease term, and void cost expressed as both a capital figure and an annualised rate. Portfolio-level aggregation rolls these figures up across all assets so the asset manager sees total portfolio performance in a single view, with drill-down to individual properties and individual tenancies. Capital expenditure tracking records planned versus actual spend on refurbishment, fit-out contribution, and major repairs by asset. Void tracking monitors empty units with void duration, estimated business rates liability, and service charge shortfall flagged for each void period.

Quarterly rent bills are generated automatically in advance of each quarter day based on the rent schedule in each lease. Tenants receive an invoice with a payment reference and the due date. Payment reconciliation is automated against the expected billing schedule so the property manager can see which tenants have paid and which are outstanding without manually checking a bank statement. Arrears escalation follows a configured workflow -- a payment reminder at a defined number of days overdue, a formal letter at a second threshold, and a flag for legal action at a third. Forfeiture procedure tracking records each step taken and the dates, creating an audit trail for any subsequent legal process. Guarantor records are linked to the relevant tenancy so the guarantee can be called upon if required.

Commercial tenants access a branded self-service portal where they can view their current rent account, download rent statements and receipts, review their service charge budget and year-to-date actuals, access their lease documents and correspondence, and submit maintenance requests with supporting photos and descriptions. The portal reduces the volume of routine queries to the property management team -- tenants find the information they need directly rather than calling or emailing. Maintenance requests submitted through the portal feed into the maintenance workflow, where jobs are assigned to contractors, status updates are made at each stage, and the tenant can track progress without chasing the property manager. All activity in the portal is logged against the tenant's record.