Key Takeaways

The operating cadence: renewals, expirations, and rent reviews

Lease renewals

Create a repeatable cadence so nothing slips. For commercial leases, begin 180 days out. For residential, begin at 120 days.

• Day 180: Alert fires. Run market analysis and review tenant performance. Begin outreach.
• Days 150–180: Confirm intent. Scope terms (rent, term, TI). Log communications.
• Day 120: Issue a formal offer. Route approvals. Capture e-signatures on acceptance.
• Day 90: If declined, trigger make-ready and marketing. If accepted, prepare the execution package.
• Day 60: Finalise documents. Schedule effective date changes. Update billing and escalations.
• Day 30: Last call for undecided tenants. Initiate move-out workflows if no renewal.

Lease expirations

When there is no renewal, reduce downtime with a templated path:

• Send non-renewal notices per jurisdiction and lease terms.
• Review holdover risk to avoid tenancy at sufferance.
• Define make-ready scope, schedule vendors, and approve budgets.
• Launch marketing with availability date and pricing strategy.
• Complete pre-move-out and final inspections and deposit accounting.

Rent reviews

Codify when and how you will apply CPI-based escalation, fixed/graduated increases, and market rent reviews.

• CPI-based escalation: Select the correct index (often CPI-U All Items). Set the base month, apply caps/floors, and time notices to data releases. Automate calculations and tenant notices.
• Fixed/graduated/hybrid: Pre-schedule adjustments. For “greater of” logic, compute both paths automatically and document results.
• Market rent review: Maintain comps (transactions, asks, adjustments). Quantify property factors and keep a defensible workpaper trail for negotiations or third-party processes.

The tech stack that makes it work

AI lease abstraction (accuracy with human-in-the-loop)

AI lease abstraction ingests PDFs and scans, then extracts terms, options, dates, and escalation logic. Accuracy exceeds 95% when paired with review workflows. Clean, structured data reduces re-keying and errors.

Automated lease tracking and event detection

Once abstracted, event detection tracks renewals, lease expirations, rent reviews, break options, and notice windows. Alerts fire at 180/120/90/60/30 days and initiate workflows automatically. Calendar integrations align the team. Advanced engines parse hybrid escalations and conditional options from the lease text.

Workflow automation and integrations

Route approvals by thresholds, generate templated notices, and sync documents and billing. Robust integrations connect PM, CRM, document management, maintenance, and accounting/ERP, creating a single source of truth.

Dashboards and predictive analytics

Dashboards surface renewal probability, expiration cliffs, rent review pipelines, and arrears. Predictive analytics forecast cash flow and renewal outcomes using history and market signals. That timing improves offers, staffing, and risk response.

Risk-based segmentation to prioritise effort

Tenant risk bands and actions

Segment tenants by credit indicators, payment history, and income-to-rent ratios. Apply objective, non-discriminatory criteria. Teams that formalise risk bands report fewer late payments and higher retention.

Run earlier outreach for high-risk tenants. Increase check-ins and tighten approvals on concessions. Document consistent application to support fairness and audits.

Revenue prioritisation and upside targeting

Overlay rent value, renewal probability, and market upside. Focus on leases with the highest financial impact. Provide concierge service to high-value/high-likelihood renewals. For low-probability/high-upside, plan early, data-backed negotiations.

Predictive models and portfolio balancing

Use machine learning to forecast renewals, price sensitivity, and vacancy duration. Stagger terms during renegotiations to smooth “expiration cliffs.” This improves staffing, marketing lead times, and downtime risk.