Lease administration software · Commercial landlords · US and Canada
Commercial lease management software, to the date and to the cent.
For landlords and property managers of retail, office and light-industrial buildings in the US and Canada, on NNN and base-year leases. Each lease holds its rent and how it rises, its options and notice dates, its deposit and its tenant’s insurance, and a daily list called Today flags each date before it costs money.
No sign-up for the demo · Lease administration in every plan, from $169/month billed yearly · Connects to QuickBooks Online
For the landlord’s side of the lease. Tenants accounting for their own leases under ASC 842 or IFRS 16 need lease accounting software, which this is not.
Rent · CPI escalation
- Jul 1, 2024Base rent
- $10,000.00
- Jul 1, 2025CPI +2.63%, inside the 2% to 5% band
- $10,263.07
- Jul 1, 2026CPI +1.41%: the 2% floor applies
- $10,468.33
- Jul 1, 2027CPI +5.83%: the 5% cap applies
- $10,991.75
- If May 2027 is not enteredThe July 2027 rent waits; Today asks for the index
- Awaiting index
A worked case: CPI escalation with a two-month lag (each July reads May’s index), floor 2%, cap 5%. Index values are examples, not published CPI.
The job
What lease administration software does for a landlord
Lease administration software keeps each commercial lease’s money and dates in one place: base rent and how it escalates, renewal and termination options with their notice dates, the security deposit, the tenant’s insurance against what the lease requires, and the contacts. Good software works the figures out from the clauses and warns you before a date passes.
A lease can span several units; its area is the sum of its units, never typed. Leases, billing, maintenance and the CAM reconciliation are all part of one commercial property management software, so a date or a rent entered on the lease is the one every other screen reads.
Lease management software built for commercial leases: each lease is one screen, nine tabs.
- The leasedates, units and recovery clauses
- Rentthe base rent and every change, worked out
- Accountinvoices, credit notes, payments and the balance
- Maintenancethe requests for this lease
- Optionsrenewal, termination, expansion, purchase
- Depositcash, letters of credit, guarantees
- Insurancethe tenant’s certificates
- Recipientswho receives statements and the portal link
- Historywho changed what, and when: the lease’s audit trail
Rent
Rent escalations worked out from the lease, never typed
You enter the rent clause as the lease writes it; the software works out the rent in force on every date and the amount of every month, and shows how. Base rent is stated monthly, or per square foot per year (area × annual rate ÷ 12, rounded once).
Four kinds of rent escalation clause
| Kind | The lease says | How it is worked out |
|---|---|---|
| Fixed steps | A schedule of dates and rents | The rent of the latest step that has started. |
| A percentage | +3% each lease year | Each anniversary, applied to the previous published rent, rounded to the cent. |
| CPI, year over year | May CPI against the May before, floor 2%, cap 5% | The index change, held between the floor and the cap, applied to the previous rent. |
| CPI from the base | CPI against the base month, up to 4% a year | A target from the base rent and base index, held within the annual cap, so a capped year can catch up later. |
Per square foot, +3% a year
2,400 sq ft at $30.00 a square foot a year is $6,000.00 a month. Then $6,180.00, $6,365.40 and $6,556.36, each year on the previous published rent.
Three months free, then half rent
$12,000.00 a month from January 1, 2026. January to March bill $0.00, April bills $6,000.00, May bills $12,000.00. The rent in force stays $12,000.00 throughout.
An anniversary in mid-month
$9,000.00 a month from April 16, 2025, +3% a year. April 2025 bills $4,500.00 (15 of 30 days). April 2026 bills $9,135.00: 15 days at $9,000.00 and 15 at $9,270.00.
A capped CPI year that catches up
$5,000.00 a month, CPI from an October 2023 base, capped at 4% a year. In 2026 the index points to $5,444.13 and the cap holds the rent at $5,335.10. In 2027 the index barely moves, and the rent catches up to $5,460.38. Index values after 2024 are examples.
The index lag decides which month counts
A July anniversary with a two-month lag reads May’s index, because June’s is not yet published on July 1.
You enter the CPI as it is published
Up to three decimals, as the statistics office prints it, so an auditor can redo every figure.
A missing index holds the rent
The rent from that anniversary waits, with no amount, and Today asks for the index. It is never guessed from the last known value.
Refused at entry
A zero or negative rent outside an abatement, a per-square-foot rate with no area, a floor above the cap, two steps on one day, an abatement over 100% or ending before it starts.
The same rent goes on the monthly invoice, prorated by the day in a partial month. The rent cases were checked to the cent before the code was written, and the calculation is broken on purpose, one rule at a time, to prove each break turns a test red. See also rent escalation clauses, worked out and base rent and CAM, explained.
What it does not calculate yet
Percentage rent on tenant sales is not calculated yet. A renewal at fair market rent is an option date until the new rent is agreed; then you enter the new rent on the lease.
In the demo, the largest lease steps from $36,000.00 to $37,080.00, then $38,192.40 a month.
See a lease’s rent in the demoCritical dates
Lease tracking: critical date alerts before they cost money
Today is one list of what needs a person, across the buildings you can see. Each kind of date comes onto it at its own distance:
| Date | On Today |
|---|---|
| Option notice date | 90 days before; overdue once it passes, until the option is decided |
| Lease expiration | 180 days before, saying whether a renewal option is open |
| Rent change | 60 days before, with the new monthly amount |
| Rent waiting for an index | Within those 60 days, and it blocks |
| Tenant insurance certificate | 30 days before it expires; at once if expired, below requirement, or the landlord not named |
| Letter of credit or guarantee | 30 days before it expires |
Renewal options and their notice dates
Each option (renewal, termination, expansion, purchase or other) records its notice-by date, the date it takes effect and its terms, and is open, exercised, waived or lapsed. A decided option leaves Today and stays on the lease.
Whatever is overdue, blocking or due within 30 days also goes to the bell, and to a daily email each person can turn off. Nobody hears about a building outside their access.
Pro + AI Ask the portfolio in plain words, such as “Which leases expire in Q1 2027 with a renewal option?” The assistant turns the question into one the product knows how to ask; the answer is read from your data, never written by the model.
An illustration of the rules
- A renewal option with notice due Jun 1, 2027 comes onto Today on Mar 3, 2027, 90 days before, and turns overdue on Jun 2, 2027.
- A lease ending Dec 31, 2027 appears on Jul 4, 2027, 180 days before.
- A rent step on Jan 1, 2028 appears, with its new amount, on Nov 2, 2027, 60 days before.
Tenant insurance
Tenant insurance, checked against what the lease requires
Certificate of insurance (COI) tracking for the tenant side, on the lease itself rather than in a separate list. Each certificate records its coverage (general liability, property, umbrella, workers’ compensation, auto or other), insurer, policy number, limit, the limit the lease requires, start and expiry, and whether the landlord is named as additional insured.
Tenants file certificates from their portal, as a PDF or an image, with no account. A filing counts for nothing until a person accepts it, and the screen first says if it falls short on any of the points listed here. Accepting stays your call. New to the form? Here is how to read a tenant’s ACORD 25.
- Expired, or expiring within 30 days.
- Below requirement. A certificate that shows no limit counts as not meeting it.
- Landlord not named as additional insured.
- A gap: a renewal that starts after the old policy ends shows the days with no cover, instead of quietly replacing the old certificate.
Pro + AI The assistant reads an ACORD 25 certificate and proposes each coverage. Every amount must appear on the page with its label, such as EACH OCCURRENCE, and it never proposes “no” for additional insured: that is yours to decide.
Vendors’ certificates are tracked as well, and the screen warns before work goes to a vendor whose certificate is expired or missing.
Deposits
Security deposits, letters of credit and guarantees
Each lease keeps a deposit register: cash, letter of credit or guarantee, with its amount, the day it was received, the issuer and reference, and its expiry. A letter of credit or guarantee comes onto Today 30 days before it expires.
At move-out the settlement is itemized: what was held, less each deduction, is the refund. If the deductions pass the deposit, it shows what the tenant still owes instead. Neither figure is ever negative.
Cash of $10,000.00 received January 1, plus a $25,000.00 letter of credit that expired June 30, 2026. On the rent roll (Pro) for August 15, 2026:
Deposit held$10,000.00
Letter of credit expired Jun 30, 2026.
Beyond the lease
The same lease bills the tenant and syncs to QuickBooks Online
The lease that holds the rent and the dates is the one that bills the tenant, keeps their account and is reconciled at year end. Your general ledger stays in QuickBooks.
Billing and the tenant’s account
One invoice per lease each month, rent and CAM estimate, by the day in a partial month. Credit notes, payments, the tenant’s account and aging.
The tenant portal
Tenants open their account, invoices, statements and maintenance requests by link, under your letterhead. They can pay online by card or bank debit (ACH in the US, pre-authorized debit in Canada) straight into your own Stripe account; we take no fee and never hold the money.
QuickBooks Online
For US QuickBooks Online companies today: each lease becomes a customer, and invoices, credit notes and payments go across as they happen, each checked to the cent. Canadian sales tax sync is not yet verified on a live Canadian company. See the QuickBooks Online integration.
The CAM reconciliation
The same lease’s share, exclusions, gross-up, base year, cap and administrative fee are reconciled at year end, and a year that does not balance to the cent cannot be finalized. More on CAM reconciled to the cent.
ReportsPro
Rent roll, expiry schedule and lender pack
A rent roll on any date: a line per lease in force and per vacant unit, with monthly rent before any abatement, rent per square foot per year, the CAM estimate, the next change, the deposit held and the tenant’s balance, and occupancy by area and by units. It prints under your letterhead and exports as CSV. A rent awaiting its index shows no figure, and the footer says so.
The lender pack adds the lease expiry schedule by year, the weighted average lease term remaining (WALT) by rent and by area, the five largest leases and the last twelve months’ NOI. In the worked case beside, with lease B ending June 30, 2027 and lease A December 31, 2028: 45.9% of the rent ends in 2027 and 54.1% in 2028; the WALT is 1.69 years by rent, 1.63 by area. Each figure is worked out in what goes on a commercial rent roll.
Starting from a spreadsheet? The free rent roll template follows the same rules on the same worked case.
Owner statements with NOI, and read-only access for owners and investors, are Pro too.
Rent roll · Aug 15, 2026
| Lease | Units | Sq ft | Monthly | $/sq ft/yr |
|---|---|---|---|---|
| Tenant A | 101, 102 | 2,000 | $5,000.00 | $30.00 |
| Tenant B | 103 | 2,000 | $4,250.00 | $25.50 |
| Vacant | 104 | 1,000 | ||
| Leased | 4,000 | $9,250.00 | $27.75 |
Occupancy 80.0% by area, 75.0% by units (3 of 4).
A worked case, not a customer’s rent roll: Maple Commons, four units, 5,000 sq ft.
The assistantPro + AI
AI lease abstraction that shows its source
Upload a lease PDF and the assistant proposes the lease form’s fields: the tenant; the commencement, expiration and rent commencement dates; a fixed pro-rata share; and the recovery clauses (gross-up standard, administrative fee rate and base, cap kind, rate, scope and reference year, base year, exclusions). Lease abstraction software that proposes; you decide.
Abstracting by hand? Start from the free lease abstract template (Word and Excel).
Each proposal shows its page and sentence
The sentence must really be on that page of the PDF, or the proposal is refused and shown with the reason.
A figure is kept only if it is written in figures
“Fifteen percent (15%)” gives 15. “Fifteen percent” alone is refused: “The figure is not written in the quoted sentence. Type it yourself.” A date that has to be worked out, such as the last day of the sixtieth month, is refused too.
Nothing is saved by the reading
A field it cannot find is named as not read, never guessed. You confirm field by field, which fills the lease form, and the form saves as usual.
The scope, plainly
It does not read rent schedules or options yet; you enter those on the lease. Text PDFs only, up to 7 MB and 100 pages: a scan is refused before anything is sent.
Pro + AI reads 100 documents a month (leases, certificates, vendor invoices), plus 500 drafts and answers. The demo never sends documents to the model.
Set-up
Importing your rent roll
Import the rent roll
From a CSV: suite, tenant, area, start, end and rent commencement dates, and the share. Its decimal separator, thousands separator and date format are declared, never guessed. A row whose suite and start date are already entered is refused, not duplicated.
Enter the clauses on the lease
The clauses that change money (rent steps, escalations, caps) are entered on each lease, with what they compute shown beside them, because a file column nobody can check is how a wrong number gets in.
Bring the team
Unlimited users, with admin, manager and accountant roles and two-factor sign-in. Access by building and owner read-only are Pro.
Choosing a tool
How to compare commercial lease management software
Four kinds of tool turn up when you look for commercial lease management software, built for different people. What to check first is whose side of the lease each one is on. Products vary within each kind below.
| What to check | Spreadsheet and calendar | Residential property software | Enterprise lease administration and accounting | Outsourced lease administration | ChargeRecoveries |
|---|---|---|---|---|---|
| Built for | Anyone | Apartments and small landlords, mostly | Corporate tenants, mostly | Whoever hires the firm | Commercial landlords and property managers |
| Rent steps, percentages, CPI with floor and cap | Your formulas | Often fixed increases; check CPI | Often, as rent you pay | Done by people | Calculated, shown, never guessed |
| Notice dates and expirations | Reminders you set | Usually the lease end | Usually | Their tracking | Flagged 90, 180 and 60 days ahead |
| Tenant insurance against the lease | By hand | Varies | Varies | Often | Limit, additional insured, gaps |
| Bills the tenant; CAM at year end | No | Billing usually; CAM often partial | Not their purpose | A separate engagement | Monthly invoice; CAM to the cent |
| Prices published | Not applicable | Usually | Rarely | Quoted | Yes, on the plans page |
| Try it without a sales call | Not applicable | Sometimes a trial | Demo by appointment | Consultation | The demo, no sign-up |
Software, not a lease administration service
A firm offering commercial lease administration services abstracts and tracks your leases for a fee. Software keeps the leases, dates and rent rules in your hands, entered once and worked out from then on. This is software: it does not administer your leases for you, and it gives no legal or accounting advice. Many owners have a lawyer or a lease-audit firm review what matters.
Pricing
Pricing: lease administration in every plan
From $169 a month, billed yearly. Three plans, priced by the lettable unit, vacant ones included, with the first 5 in the base. Monthly, or yearly upfront for less. Unlimited users, no cap on buildings or leases, no onboarding fee. Canceling takes effect at the end of the paid period.
Essential
$169 / month, billed yearly
$199 billed monthly. 5 units included, then $3 per unit a month.
- Leases, rent steps and indexation
- Options, deposits and tenant insurance
- Today, notifications and history
- Invoicing, tenant portal, CAM reconciliation and QuickBooks Online
Pro
$249 / month, billed yearly
$299 billed monthly. 5 units included, then $4 per unit a month.
- Everything in Essential, plus:
- Access by building
- Owner, read-only
- More than one currency
- Budget
- Simulation
- Caps register
- Supporting detail
- Rent roll, NOI, owner and lender reports
Pro + AI
$349 / month, billed yearly
$419 billed monthly. 5 units included, then $5 per unit a month.
- Everything in Pro, plus:
- AI assistant: 100 documents read a month
For example: 6 units on Essential, billed yearly, is $172 a month. At 12 units, billed yearly, Essential is $190 and Pro $277 a month. 40 units on Pro + AI, billed monthly, is $594 a month.
Prices in US dollars, excluding tax where it applies. There is no free trial: the demo and the monthly plan take its place.
Questions
Lease administration software: questions
What is lease administration software?
Software that keeps each commercial lease’s money and dates in one place: the base rent and how it escalates, options and their notice dates, the security deposit, the tenant’s insurance and the contacts. Good lease administration software works the figures out from the clauses and warns you before a date passes.
Is this lease accounting software for ASC 842 or IFRS 16?
No. It administers leases from the landlord’s side: the rent owed to you, dates, deposits, insurance and billing. It does not calculate a tenant’s lease liability or right-of-use asset, and your general ledger stays in QuickBooks Online or your accounting system.
Is commercial lease management software the same as lease administration software?
Mostly, yes: the two names are used for the same job. Lease administration is each lease’s record and dates; commercial lease management usually adds what the lease drives, the rent billed, the tenant’s account and the year-end recoveries. Here both are one product, working from the same lease.
What is the difference between lease administration and property management software?
Lease administration covers a lease’s terms, money and dates. Property management software adds billing, tenant accounts, maintenance and the link to your books. Here they are one product working on the same lease, so the rent you enter is the rent you invoice.
Which rent escalations can it calculate?
Fixed steps; a percentage each anniversary, applied to the previous published rent; CPI year over year or from a base month, with a floor, a cap and a lag; free or reduced rent; and proration by the day in a partial month. You enter each index value as it is published. Percentage rent on tenant sales is not calculated yet.
How does it track critical dates and lease expirations?
On Today, a list of what needs you: open options come up 90 days before their notice date, lease expirations 180 days before, rent changes 60 days before, and tenant certificates and letters of credit 30 days before they expire. An overdue option or a rent waiting for its index is marked as blocking. Whatever is overdue, blocking or due within 30 days also goes to the bell and a daily email.
Can it track tenants’ certificates of insurance?
Yes. Each certificate is checked against the lease: the limit against the required limit, whether the landlord is named as additional insured, the expiry, and any gap between policies. Tenants file certificates from their portal and you accept them. On Pro + AI, the assistant reads ACORD 25 certificates and proposes the values.
Can AI abstract my leases?
On Pro + AI, the assistant reads a lease PDF and proposes its dates, pro-rata share and recovery clauses, each with the page and sentence it came from. A figure is kept only if it is written in that sentence, and nothing is saved until you confirm it. It does not read rent schedules or options yet, and no amount is calculated by the model.
Can I import my existing rent roll?
Yes, from a CSV with its separators and date format declared: suite, tenant, area, start, end and rent commencement dates, and the share. Rent schedules and clauses are entered on each lease, where you can see what they compute.
Does it work with QuickBooks Online?
Yes, for US QuickBooks Online companies today: each lease becomes a customer, and invoices, credit notes and payments go to QuickBooks Online as they happen, each checked to the cent. The expense ledger can be read from it and tenant balances compared. Your general ledger stays in QuickBooks Online. Canadian sales tax sync is not yet verified on a live Canadian company.
How much does lease administration software cost?
Here, it is priced by the lettable unit, vacant ones included, in three plans: a base covering the first 5 units, then a price per unit, monthly or yearly. Unlimited users, no onboarding fee. Every plan, Essential included, has lease administration; the figures are on the plans page.
Is it for residential or apartment leases?
No. It is built for commercial leases (retail, office and light industrial) in the United States and Canada.
The demo
Open the demo building’s leases.
The demo is a complete commercial building with its leases, rent steps, options, deposits and certificates, read-only, with no account. For the year-end true-up: See CAM reconciliation.
Questions about your leases? hello@chargerecoveries.com.
Published by ChargeRecoveries · Last reviewed October 29, 2026 · Figures on this page are worked cases or the demo building’s, not customer results.