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TenantTrack

Module 03

TenantTrack

Transparent management of tenants, contracts and leasing relationships — contracts assignable to rooms, buildings, objects or land, with individual rent, period and ratio per space.

Background

Lease management, built around contracts — not spreadsheets

TenantTrack is a tenant-management function that sits separate from the property management module. It holds lease data as contracts — and every contract can be assigned to a room, a building, an object or even a land plot. That means a user can set a separate rent, lease period and lease ratio for every single room if needed. Leasing in ArchiPM-Nexus is not limited to real estate: it can apply to movable objects too, so the same governed lease framework covers everything from a leased office floor to a rented piece of equipment.

Main Features

What TenantTrack does today

Contracts as the single record — every lease is a structured contract, not a spreadsheet row

Assignable to any element — rooms, buildings, objects or land plots, individually or in groups

Individual rent, lease period and lease ratio per space — down to a single room

Leasing of movable objects, not just real estate — equipment and assets under the same lease framework

Rented-area tracking — which spaces are leased, by whom, and for what period

Contract indexing — automatic or manual rent adjustments tied to inflation or custom indices

Consumption data assigned to contracts — measured usage (energy, water, etc.) linked to the right lease

Cost tracking tied to lease contracts — full handling of both tenant-specific and shared operational costs

Short-term rental process setup — managing related services before and after the event

Tenant records with contact, organizational and billing details

Lease status tracking — active, upcoming, expired, terminated — with automatic timeline visibility

Custom visibility and mandatory-field rules per role

Data import and loading from external sources (e.g. Excel, ERP exports)

Audit trail on every contract change — who changed what, and when

The Problem

Lease data is scattered across spreadsheets, PDF contracts and accounting systems — and nobody can reconcile the numbers.

Rent, period and ratio live in separate files — billing is manual and error-prone.

No link between a leased space and its contract — when a room is renumbered, the lease loses its context.

Consumption and cost data are measured but never tied back to the right contract, causing chargeback disputes.

Indexing is done by hand in Excel, so expired or mis-indexed rents go unnoticed for months.

Objects and equipment leased out are tracked nowhere — or in a completely separate system from real estate leases.

Finance, operations and property teams each keep their own lease list, and the numbers never agree.

Preparatory tasks for one-off events live a separate life and are often missed.

Available Now

Already working — with the right setup

ERP & Accounting Sync

Two-way synchronization of lease, cost and invoice data with SAP, Microsoft Business Central or other ERP systems. Available once the custom integration is built.

Lease Renewal Forecasting

Predictive view of upcoming expirations and renewal risk, with suggested rent adjustments based on market data. Already live — sends notifications based on your configured conditions.

Coming Soon

Planned capabilities

Consumption-Based Billing

Soon

Direct generation of utility-cost invoices from measured consumption, allocated by contract ratio and area — planned with API integration to your ERP.

AI-Assisted Contract Extraction

Soon

Automatically extract lease terms, parties and periods from uploaded PDF contracts — no manual data entry.

Automated Indexing Engine

Soon

Rent adjustments calculated and applied automatically based on KSH inflation indices or custom contract formulas.

Tenant Self-Service Portal

Soon

Tenants view their contracts, consumption and invoices in a branded portal — reducing back-and-forth queries.

The key idea

When the building changes, the contracts follow — automatically

A renovation, a re-partition or a new floor changes the physical space. Upload the updated IFC model and ArchiPM-Nexus recalculates the leasable areas from the new BIM model — then propagates the new areas, ratios and rent bases into the linked contracts. No manual re-measurement, no stale contract data.

01

Upload updated IFC

The renovated or re-partitioned building's new IFC model is uploaded through the BIM-Bridge layer.

02

Recalculate leasable areas

The new BIM model is parsed and every room's leasable area is recalculated from the updated geometry.

03

Update linked contracts

Changed areas, ratios and rent bases flow into the contracts linked to those rooms — automatically.

04

Recompute billing base

Consumption-based and area-based charges are recomputed on the new contract data, ready for invoicing.

Lease contract — the structured record

Every lease lives as a structured contract: contract number, type, status, lessor and tenant, currency, term and area-usage phase — with tabs for leased properties, leased equipment, fees, unit prices, indexing and linked contracts.

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