Facilities & ESG · Module
Lease & Property Portfolio
Lease abstraction with cited clauses, critical dates, rent schedules and CAM checks
Lease & Property Portfolio abstracts leases with clause citations, tracks critical dates, generates rent and escalation schedules and reconciles CAM and landlord invoices. Accounts computes lease accounting from the data it hands off.
What it does
Lease & Property Portfolio is planned for W5 for real-estate and lease administrators who cannot afford a missed option or an unchecked escalation. The property register covers land, buildings, units and floors, owned or leased, linked to Facilities & Workplace sites and spaces, with carpet, built-up and super built-up areas and title and registration documents.
Leases you can trust
A lease record holds lessee or lessor side, parties, premises, term, commencement, rent-free and lock-in periods, renewal and termination options, notice periods, rent, escalation, deposits, CAM, fit-out, restoration, permitted use and sub-letting. AI lease abstraction reads PDF or DOCX (scans with OCR) and extracts fields with confidence and cited clause spans. A reviewer confirms field by field, and low-confidence fields cannot drive schedules. Amendments, addenda, renewals and sub-leases compose into an effective-term view.
Dates and money
Critical dates are computed for lock-in expiry, option windows, notice deadlines, escalations, rent-free end, renewal and expiry, with reminders and decision records. Rent schedules handle fixed step-ups, percentage escalations, index-linked rent and rent-free periods, and recompute on amendment. For the lessee side, payable proposals go to Accounts; for the lessor side, invoice proposals go to Billing with GST and TDS determined by the Tax Engine (to verify).
Reconciliation and decisions
CAM and service charge reconciliation checks landlord statements against lease caps and exclusions, and landlord invoice validation flags over-billing with evidence and tracks recovery. Renewal and exit decisions use utilisation, cost per seat and user-entered market inputs. Option exercise notices are generated from templates and can only be sent by a named signatory; they are treated as legally irreversible.
Lease accounting hand-off
This module hands lease term inputs, payments, discount rate input from Finance and modifications to Accounts, which computes right-of-use asset and lease liability schedules (Ind AS 116 alignment to verify). Stamp duty and registration records, property taxes and portfolio dashboards complete it.
Features
What Lease & Property Portfolio includes
Property register
Owned and leased land, buildings, units and floors linked to sites and spaces, with local area measures and documents.
Lease record
Parties, premises, term, lock-in, options, notice periods, rent, escalation, deposits, CAM, fit-out, restoration and permitted use.
AI lease abstraction
Extracts fields from PDF, DOCX and scans with confidence and cited clause spans; reviewer confirms field by field.
Critical dates
Lock-in, option windows, notice deadlines, escalations, rent-free end, renewal and expiry with reminders and decision records.
Rent schedules and escalations
Fixed step-ups, percentage and index-linked escalations and rent-free periods, recomputed on amendment.
Security deposits
Amounts, interest terms, refund conditions and exit adjustments.
Payment and invoice proposals
Payables to Accounts for lessee leases and invoices to Billing for lessor leases with GST and TDS via Tax Engine (verify).
Amendments and lease hierarchy
Amendments, addenda, renewals and sub-leases composed into an effective-term view.
Lease obligations
Insurance, maintenance, compliance, reinstatement and green-lease data-sharing obligations with owners and evidence.
CAM and landlord invoice reconciliation
Statements and invoices checked against lease caps, exclusions and schedules, with discrepancy claims and recovery tracking.
Lease accounting data hand-off
Term assessment inputs, payments and modifications to Accounts, which computes ROU and liability schedules (verify).
Renewal, exit and notices
Decision workflow at option windows and template notices sent only by a named signatory.
Stamp duty, registration and property taxes
E-stamp and registration records per state and municipal dues with payment proposals (verify).
Portfolio dashboards
Rent roll, cost per m² and per seat, occupancy vs leased area, expiry profile and deposits outstanding.
Workflow
Lease intake to schedules and hand-offs
- 1
Lease document is uploaded or synced from Contracts
- 2
AI abstracts fields with clause citations
- 3
Reviewer accepts fields one by one
- 4
Critical dates and rent schedules are generated
- 5
Payment proposals and lease accounting data go to Accounts
Workflow
Critical date to option decision
- 1
Option window approaches and reminders escalate
- 2
Decision pack shows utilisation, cost per seat and options
- 3
Decision maker chooses renew, renegotiate, exit or relocate
- 4
Notice is drafted from a template
- 5
Named signatory approves and sends the notice
AI
AI skills and Digital Employees
Lease abstraction
Extraction with clause-span citations; acceptance by a different human.
CAM and invoice discrepancy detection
Flags differences against lease terms with clause citations.
Renewal decision packs
Summarises utilisation, cost and options before option windows.
Notice and claim drafts
Drafts notices and CAM claims from templates for human sending.
Critical-date reminders
Internal reminders and escalations from templates.
Digital Employees that use this module
- Lease Administrator
- AI Obligations Tracker
- AI Contract Review Assistant
They act through the same governed Actions as people; risky steps wait for approval.
Frequently asked questions
Does this module compute lease accounting?
No. It hands lease data to One3 Accounts, which computes right-of-use asset and lease liability schedules. Ind AS 116 alignment must be verified.
Can an agent send a lease notice?
No. Notices are legally irreversible and need a named signatory's approval. Agents can only draft them.
What if the AI misreads a clause?
Every extracted field cites its clause span and a reviewer confirms field by field. Low-confidence fields are blocked from schedules.
Does it work for landlords too?
Lessor-side leases with invoice proposals to Billing are planned; fuller tenant management and portals are later items.
See Lease & Property Portfolio in your workflow
Tell us about your team and the outcomes you want. We will walk you through the apps, the Digital Employees and the plan for your industry.