Lease Renewal Tracker

Lease Lifecycle
Management
Platform

Manage your entire lease portfolio — properties, tenants, leases, amendments, and acknowledgements — in one unified platform. Automated expiry tracking, approval workflows, and real-time notifications help reduce lease liabilities by 20%+.

10K+ Leases Managed

99.9% Uptime SLA

< 2s Second Search

13+ Years Delivering

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Tenant A Metro Tower

45 days $1.2M

Tenant B Central Plaza

28 days $890K

Tenant C Heritage Center

14 days $2.1M

Tenant D Tech Campus

67 days $560K

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Inc. 5000 #749 Inc. Regionals #57 3x Microsoft Partner 557% Growth 100% Client Retention

Complete Lifecycle

End-to-End Lease Document Management

From upload to renewal — manage every stage of the lease lifecycle with automated workflows, approvals, and tracking.

Upload

Upload existing lease documents

Review

Document verification & indexing

Approval

Multi-level approval workflow

Active

Ongoing lease management

Tracking

Expiry & renewal tracking

Renewal

Renewal or termination

Portfolio Management Auto Workflows Smart Alerts Full Compliance

Property Hierarchy

Organize properties with multiple tenants and leases

Tenant Management

Track tenant details, contacts, and lease history

Advanced Search

Find any lease, tenant, or property in seconds

Portfolio Dashboard

Bird's eye view of your entire lease portfolio

Bulk Upload

Upload and organize leases, amendments, and acknowledgements

Version Control

Complete version history with diff comparison

Amendment Tracking

Track all amendments linked to parent agreements

Secure Storage

Centralized document repository with encryption

Approval Chains

Configurable multi-level approval paths

Task Assignment

Automatic reviewer and task allocation

Rejection Handling

Mandatory comments and rollback to previous stages

Power Automate

End-to-end workflow automation integration

Expiry Alerts

30/60/90 day advance expiration warnings

Assignment Notices

Instant notification on task assignment

Approval Updates

Real-time status on approval progress

Milestone Reminders

Critical date and deadline tracking

Audit Trail

Complete action history with timestamps

Access Logs

Track who viewed and modified documents

Compliance Reports

Generate compliance documentation instantly

Data Retention

Configurable retention policies by document type

Role-Based Access

Granular permissions by role and region

Regional Handling

Region-specific lease rules and workflows

Delegation

Temporary access delegation for approvers

SSO Integration

Azure AD single sign-on authentication

20%+ Liability Reduction Average reduction in lease liabilities

85% Renewal Success Leases renewed before expiration

< 24h Approval Time Average multi-level approval cycle

99.9% Audit Compliance Complete audit trail coverage

Power Automate Integration

Automated Approval Workflows

Drive end-to-end workflow automation with Power Automate. Configure multi-level approval chains, automatic task assignments, and controlled rejection handling with mandatory comments.

Sequential & parallel approval paths
Value-based approval thresholds
Rejection rollback with mandatory comments
Delegation and escalation rules

Document Submitted

Manager Review

Legal Review

Final Approval

Platform

Built on Microsoft Power Platform

Leverage your existing Microsoft 365 investment with enterprise-grade security, seamless integration, and familiar tools.

SharePoint Document Platform

Power Automate Workflow Engine

Power Apps User Interface

Power BI Analytics

Azure AD Authentication

Dataverse Data Storage

Frequently Asked Questions

How does the lease lifecycle management work?

Our system manages leases from upload through renewal or termination. Users upload existing lease documents, organize them by property and tenant, route through configurable approval workflows, track amendments and renewals, and maintain complete audit history. Each stage has automated notifications and task assignments to ensure nothing falls through the cracks.

How do I organize properties and tenants?

The portfolio hierarchy allows you to organize your entire lease portfolio. Each property can have multiple tenants, and each tenant can have multiple leases, amendments, and acknowledgements. Search, filter, and view your portfolio by property, tenant, lease status, expiry date, or any custom field. Dashboards provide a bird's eye view of your entire portfolio.

What approval workflow options are available?

The system supports configurable multi-level approval chains. You can set up sequential or parallel approvals, define approval thresholds by lease value or type, handle rejections with mandatory comments and stage rollback, and delegate approval authority when approvers are unavailable.

How far in advance does the system alert for renewals?

Configurable alerts trigger at 30, 60, and 90 days before expiration by default. You can customize these thresholds per lease type or value. Critical high-value leases can have extended notification periods of 180+ days to ensure adequate negotiation time.

Can we handle region-specific lease requirements?

Yes. The system supports region-specific configurations including local regulatory requirements, regional approval chains, and localized notification rules. Each region can have its own workflow while rolling up to enterprise-wide reporting.

How does version control work for lease documents?

Every document change creates a new version with timestamp, user attribution, and change summary. You can compare any two versions side-by-side, restore previous versions if needed, and maintain complete history for audit purposes. Amendments are automatically linked to their parent agreements.

What security and compliance features are included?

Enterprise-grade security includes role-based access control, Azure AD integration, document encryption at rest and in transit, complete audit trails, configurable data retention policies, and compliance reporting. All actions are logged with user, timestamp, and IP address for regulatory requirements.

Client Stories

What Our Clients Say

100% Client Retention

“Al Rafay Consulting was an outstanding partner in developing our internal pipeline tracker. They took a detailed upfront inventory of the team's existing tools and processes, as well as areas our overall system could improve. ARC was extremely communicative throughout the development process and instrumental in the successful launch.”

Adam Goldblatt

Director, Investments

BioMed Realty

“BioMed Realty engaged ARC 7 years ago originally to kick start an internal SharePoint campaign with the goal of increasing productivity through workflow automation. We've now grown our work with SharePoint into a full blown Business Intelligence platform that has created tremendous efficiency and value for our organization.”

David Hsiao

Senior Vice President, CIO

BioMed Realty

“When we were looking to design and implement our new website, ARC was an invaluable partner. ARC assisted us in selecting a flexible platform and implementing our design ideas into a website that we can easily manage and update as we grow our business.”

Catherine Hastings

Chief Financial Officer

Innovative Industrial Properties

“Al Rafay Consulting went above and beyond to give us the Event Management tool that we needed to take our organization to the next level. Ali and his team developed an events management platform for San Diego Theatres, sat side by side with us while learning our industry and business model, and through it all exhibited patience, collaboration, and resolve to get it done.”

Kelly Bargabos

CFO/COO

San Diego Theatres

“Working with ARC over the past 3 years has been nothing short of exceptional. The team has everything that you would look for in a consultant and then some. A vast knowledge of their core business as well as a hunger to learn new industries and skills has proven to be a critical aspect of our partnership.”

Mark Zikra

Director of Technology

CA Ventures

Let's Build Something Great

Ready to Streamline Your Lease Renewals?

See how our lease lifecycle management platform can reduce liabilities, automate workflows, and ensure compliance across your portfolio.

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No obligation Response within 24 hours Inc. 5000 #749

Lease Lifecycle Management Platform