In this guide 6 sections
A commercial property developer loses rent and CAM money through missed escalation dates, CAM shared on a drifting area, renewals opened late and deposits nobody reconciles. A lease register with billing tied to it shows each leak. GullySystem builds that register beside its Real Estate CRM.
Escalation dates that pass unbilled
Most agreements name a date on which rent steps up. The date sits in a scanned copy, and the invoice keeps going out at the old rate.
The loss is quiet. Nobody sees a missing payment, because the tenant pays exactly what was billed. Only a comparison with the agreement shows the gap.
- Escalation date and new rent on every lease record
- A monthly list of steps falling due
- Invoices raised from the lease, not retyped
CAM shared on a drifting area
Common area maintenance is usually shared by leased area. When a tenant takes more space or hands some back, the sheet that shares the charge is rarely updated.
Every tenant then pays a slightly wrong share, and the developer absorbs the difference. Disputes start when one tenant checks the maths.
Read the clause for the basis. Your lawyer or adviser tells you how it applies, and the register applies the basis you give it.
Renewals opened after notice
A lock-in ends, a tenant gives notice, and the leasing team hears when the floor is already emptying. By then the next tenant is not lined up.
A list of leases by expiry and lock-in end, reviewed each month, moves that conversation earlier. Renewal terms can be drafted while the tenant is still in occupation.
- Lock-in end and expiry on one list
- Renewal option and notice period per lease
- A named owner for each renewal talk
Deposits, advances and dues in separate files
Security deposits sit with accounts, advance rent in the bank statement, and unpaid CAM in a sheet. A tenant’s full position has to be assembled by hand.
One ledger per tenant brings these together. It shows what was paid, what is due and what is held, so a statement goes out without a search through folders.
See the leak before choosing software
Take five leases and compare each agreement with the last invoice. Mark every difference in rent, CAM area and dates. The pattern tells you which leak is yours.
Our Real Estate CRM covers enquiries, holds, bookings and payment schedules for the units you sell. The lease register and the rent and CAM billing are a separate custom build.
Lease-versus-invoice check
Rows run by tenant. Columns hold the rent in the agreement, the rent on the last invoice, the CAM area in the lease, the area used on the bill, and the deposit held. Any row with a difference is a leak to look into.
Open a blank worksheet to printQuestions owners ask
Does the Real Estate CRM bill rent and CAM?
Not on its own. It covers enquiries, holds, bookings and payment schedules for units you sell. The lease register and rent and CAM billing are built beside it as custom work.
Who decides how CAM is shared?
The lease agreement does. Software applies the basis you give it, and your lawyer or adviser reads the clause for how it applies to each tenant.
Can a spreadsheet do this?
For a few tenants, yes. A sheet with dates, rent and CAM area works until escalations, renewals and several buildings arrive together.
Will it recover rent that was under-billed earlier?
Not on its own. Once old leases are loaded, it can show the gap between what was billed and what the terms say. Whether to recover it is for you and your adviser.