Tenant Lease Abstract & Critical Date Alert System
A done-for-you commercial real estate automation built for the Asset Manager, connecting Slack, Airtable, and Google Calendar so the work below happens on its own.
What this automation does, step by step
Every tenant lease in the portfolio is abstracted into a standardized database capturing rent commencement, rent escalations, option exercise windows, lease expiration, co-tenancy clauses, and renewal notice requirements.
Reminders are sent to the asset manager at 18, 12, 6, and 3 months before each critical date, because a renewal option that must be exercised in writing 12 months before expiration can be inadvertently waived if the notice date is missed, converting a renewing tenant into a lease-end negotiation.
When a tenant exercises a renewal option, the new lease terms are automatically updated in the database and the rent schedule is recalculated for the extended term.
- Lease administration software (e.g., MRI Software, Yardi Voyager, or VTS)
- Zapier or Make.com
- Airtable (lease abstract database)
- Google Calendar (critical date entries)
- Slack or email (critical date alert system)
Using different software? We build around what you already have, so you never have to switch tools to automate.
The manual way vs. the automated way
Without automation
Left to a person, this means an asset manager re-enters the same data more than once, double-checks it by hand, and still occasionally misses something. It rarely feels urgent in the moment, but it adds up fast.
With this automation
- Expiration and renewal alerts on a 90, 60, and 30 day countdown
- Signature and document chasers that escalate on their own
- Deadline tracking for filings, permits, and inspections
- An automatic audit trail of every notice sent
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