How do you know which lease expires next when the answer lives in a filing cabinet?
Our client holds commercial property across the North East of England. A portfolio like that runs on dates and documents: lease expiries, rent, arrears, compliance, and the paperwork behind every one of them. Here is where all of that lived, and where it lives now.
What they had
A filing cabinet, and files scattered around it. Lease expiries, rent, arrears and compliance dates each lived wherever they'd been put — some on paper, some in documents, none of it in one place. Finding out which lease expired next meant going and looking. That works, right up until the day something is found late.
What we built
A single portfolio system. One screen shows the lease events coming up, the rent position and the compliance status across the portfolio, with the documents attached to the record they belong to — the lease sits on the lease record, not in a drawer.
A lease expiry stopped being a line in a file and became something the system knows about: it's on the record, it's visible on the screen, and it can't quietly go missing between a cabinet and a spreadsheet.
What changed
The answer to "which lease expires next?" is now a glance, not a search. The rent and arrears position is one screen, not a reconciliation. And when a document is needed, it's attached to the thing it's about, with the history alongside it.