To effectively administer leases, it is important to meet critical due dates for renewals and options, validate lease responsibilities for accurate invoicing, track changes as leases are amended, and easily maintain lease detail, such as contacts and documents. The Lease Administration application enables you to maintain detailed lease information using a wizard interface or forms that present lease data in panels. You can also add lease data using templates that you define. The application includes a comprehensive dashboard that includes alerts for upcoming lease and option due dates, a tabbed interface to access lease details, a geospatially-enabled map view, and reports.
For example, you can view alerts for upcoming lease due dates and can click the alert to see option details in a pop-up window. Clicking the Filter button for the alert locates the lease in the selection list. You can select the lease, and then select any tab to access information for suites, contacts, documents, base rents (or any recurring cost entered for the lease), options, clauses, and amendments.The Lease Dashboard enables you to efficiently review, manage, and generate reports for your lease data.
Lease reports enable easy access to information by enabling you to filter and drill-down to analyze the aggregated data. For example, you can generate the Lease Reports by Month for a group of leases by geographic location, time span, or cost category. The report summarizes net income, income, commitment costs, or base rent expenses for the selected leases by month. You are then able to drill down to see the cost details for a lease for specific month or year, or for all leases for a selected month.
Optionally, you can associate leases with suites, and can depict suites graphically in your floor plan drawings. Depicting suites graphically enables you to develop accurate areas that reflect the true dimensions of your leased area.
The Suite Analysis process enables you to efficiently and economically manage your leased spaces. For example, you can generate reports that highlight vacant or soon-to-be-vacant suites. You can identify "unaccounted" space - portions of the floor that are rent-able but that are not currently being charged to any lease. A suite's measured area can be used to charge back accurately prorated building and property costs to your leases.
Reasons for Automating
Results / Reports / Charts
Whether you are an owner or a tenant, you need to estimate the financial status of each lease. How profitable is the lease? How does it compare to other leases in terms of net income? How will the lease costs impact cash flow? What are the budgeted and actual costs per building or property?
By entering your lease's regularly occurring cost information -- base rents, parking space rental, cleaning costs, utilities -- you can quickly develop a cost model that shows the impact of these costs. Once you get a handle on these recurring expenses, you can expand the system to include one-time expenses such as leasehold improvements. Because both tenants and property owners need a financial picture of their leases, the system indicates costs as expenses or income so that the system can be used by tenants, landlords, and companies both owning and occupying their buildings.
Property owners and managers need to track and manage property costs for accounting purposes and to maximize their return on investment. The Cost Administration application helps property owners and managers organize, record, manage, and analyze detailed real property costs. ARCHIBUS provides the Straight-Line Rent report that calculates and compares straight-line rent adjustments with actual rent differential analysis.
You can estimate CAM costs, analyze CAM cost performance using the Lease CM Reconciliation report that reconciles the actual rent
The application includes lease profiles for indexing, simplifying the generation of indexed rents, and profiles for CAM costs, enabling you to estimate CAM costs. The Lease CAM Reconciliation report enables you to then analyze CAM cost performance. The application also includes a wizard that guides you through the steps of entering recurring costs, scheduling these costs to create an individual occurrence of the cost, and approving these costs so that they are actual costs that you have verified. Using the wizard you can associate costs with leases, buildings, properties, or accounts.
Demo Screen - Cash Flow Report