Getting Results with Archibus
Leases module (Archibus SaaS)
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 Leases SaaS module 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 module includes a comprehensive dashboard that provides 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 Portfolio 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.
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 landlords need a financial picture of their leases, the system indicates costs as expenses or income so that it can be used by tenants, landlords, and companies both owning and occupying their buildings.
Optionally, you can use the module's Suite Analysis process to associate leases with suites, and 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. 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 rentable 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.
You can import leases from external sources and export lease data to Excel and CSV format using the Lease Portfolio Console. For example, you can quickly get started with the Leases SaaS module by importing existing lease data from another source. Likewise, you can export lease data to share it with tenants.
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Location |
Archibus SaaS
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Business Result |
Reduced errors through:
Improved access to real estate data and related cost analysis. Reduced administrative overhead through easy and intuitive data entry. Reduced costs through the ability to track lease responsibilities and to track vacant and unaccounted suite area. Reduced administrative effort by accessing a centralized repository for all lease-related documents. Ability to visualize your leased areas and provide a visual aid to brokers showing the suite, and architects developing fit-out plans. |
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Used By |
Portfolio Managers Lease Administrators |
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Reasons for Automating |
To receive alert notifications for lease and option due dates, customized by user role. To create and maintain an electronic repository of lease, property, structure, land, and building data using a simplified wizard or a tabbed interface. To easily access documentation to validate lease responsibilities. To easily examine lease change history by tracking lease amendments. To graphically depict suites in reports highlighting vacant and soon-to-be-vacant suites. To have accurate measured areas to charge back building and property costs to leases. To track base rents and other recurring costs, as well as specific costs and one-time costs. |
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Prerequisite Applications |
None |
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Reports
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Financial Reports Cash Flow / CAM Cash Flow Lease CAM Reconciliation Monthly/Annual Income, and Monthly/Annual Net Income Montly/Annual Base Rent. and Monthly/Annual Commitments Straight Line Rent Lease Financial Summary VAT Amount Balance Rent Rolls Lease Reports Lease Profile Lease Portfolio Dashboard Lease, Property, Building Abstract reports Alerts Leases / Options by Expiration Date Structure Details, Land Details, Building Details, Lease Details Property Amenities, Building Amenities, Lease Amenities Leases by Landlord / by Tenant / by Account Tenant Leases / Landlord Leases by Building Tenant and Landlord Responsibilities Unaccounted Suite Area (Smart Client) Highlight Vacant Suites Highlight Suites for Expiring Leases Highlight Suites by Lease View Suites by Building / by Floor / by Lease Lease Communications by Lease / by Contact / by Date |
See also