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Real estate & facilities / APPLICATION BLUEPRINT

Commercial Leases & Rent Review

Manage executed lease terms, options, incentives, obligations, rent reviews and approved receivable schedule changes.

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12 workspace menus · 12 business workflows · 5 role profiles

Application blueprint only. This is a proposed design, not a deployed or production-tested system. Screens and sample figures are illustrative; workflows, business rules, approvals, permissions and integrations require confirmation before build.

Designed for Commercial property owners and lease administration teams

Commercial Leases & Rent Review workspace interface preview; illustrative records and figures.
Commercial Leases & Rent Review — operational workspaceIllustrative interface · Sample dataView full interface →

Explore an illustrative interface.

Illustrative workspace and record review. Select a concept screen to inspect it in full.

Commercial Leases & Rent Review workspace interface preview; illustrative records and figures.
Commercial Leases & Rent Review — operational workspaceIllustrative interface · Sample dataView full interface →
Commercial Leases & Rent Review record interface preview; illustrative records and figures.
Commercial Leases & Rent Review — record and workflow reviewIllustrative interface · Sample dataView full interface →

Operational dashboards and work queues.

Operational views

Review work, evidence, exceptions and authorised decisions within a defined operating scope.

Property / facilityPeriodAssigned teamReview state

Dashboard measures

  • Active control records
    Count of all records in the selected workspace.
  • Review queue
    Records at the third stage of the business workflow.
  • Needs attention
    Records with an assigned review requirement.
  • Final-stage records
    Records in the fourth business workflow stage.

Business workflow and operating scope

Manage executed lease terms, options, incentives, obligations, rent reviews and approved receivable schedule changes. A lease carries obligations and review dates that can be missed when commercial terms remain in documents while billing runs elsewhere. The system turns reviewed terms into accountable tasks and retains the evidence behind a negotiated rent position or an approved amendment.

Operations

Operational overview

Review the work position and priority actions.

Executed lease register

Coordinate executed lease register with assigned responsibilities, linked records and review history.

Obligation calendars

Coordinate obligation calendars with assigned responsibilities, linked records and review history.

Options and incentives

Coordinate options and incentives with assigned responsibilities, linked records and review history.

Rent review preparation

Coordinate rent review preparation with assigned responsibilities, linked records and review history.

Valuation evidence

Coordinate valuation evidence with assigned responsibilities, linked records and review history.

Negotiation and approval

Coordinate negotiation and approval with assigned responsibilities, linked records and review history.

Receivable schedule handover

Coordinate receivable schedule handover with assigned responsibilities, linked records and review history.

Insights

Reports and saved views

Review the reporting scope and export agreed operational views.

Governance

Approvals and exceptions

Review delegated decisions, exceptions and recorded conditions.

Audit history

Trace accepted changes, decisions and accountable actions.

Access and configuration

Manage the agreed role permissions and configurable operating rules.

The end-to-end business journey.

From intake to authorised completion, with evidence at each decision.

01

Register executed terms

Register executed leases and rent review provisions.

02

Track obligations

Track options incentives and landlord obligations.

03

Review rent positions

Complete reviewed rent assessments and tenant negotiations.

04

Approve schedule changes

Approve lease changes and update receivable schedules.

Business workflows

Select a workflow to review the steps, responsibilities, approval and exception handling.

01 · Coordinate executed lease register

Coordinate executed lease register within Commercial lease obligations and rent review.

Trigger
Executed lease register requires a new record, an agreed review or a controlled change.

Responsible role
Lease administrator

  • Register executed lease register and its operating scope
  • Assign the accountable owner and required actions
  • Review the relevant evidence and unresolved conditions
  • Confirm the accepted outcome and retain its history

Approval
Commercial approver records the decision when the action changes an accepted commitment or requires delegated authority.

Exception handling
Required information or responsibility is missing, or an operating condition changes.

Outcome
A completed operating record with its linked evidence and remaining obligations.

02 · Coordinate obligation calendars

Coordinate obligation calendars within Commercial lease obligations and rent review.

Trigger
Obligation calendars requires a new record, an agreed review or a controlled change.

Responsible role
Lease administrator

  • Register obligation calendars and its operating scope
  • Assign the accountable owner and required actions
  • Review the relevant evidence and unresolved conditions
  • Confirm the accepted outcome and retain its history

Approval
Commercial approver records the decision when the action changes an accepted commitment or requires delegated authority.

Exception handling
Required information or responsibility is missing, or an operating condition changes.

Outcome
A completed operating record with its linked evidence and remaining obligations.

03 · Coordinate options and incentives

Coordinate options and incentives within Commercial lease obligations and rent review.

Trigger
Options and incentives requires a new record, an agreed review or a controlled change.

Responsible role
Lease administrator

  • Register options and incentives and its operating scope
  • Compare options, dependencies and operating constraints
  • Review the selected option with its accountable owners
  • Accept the plan and track its delivery conditions

Approval
Commercial approver records the decision when the action changes an accepted commitment or requires delegated authority.

Exception handling
An assumption changes, prerequisites are missing or stakeholders cannot accept the proposed commitment.

Outcome
An approved operating plan and owned actions for its accepted conditions.

04 · Coordinate rent review preparation

Coordinate rent review preparation within Commercial lease obligations and rent review.

Trigger
Rent review preparation requires a new record, an agreed review or a controlled change.

Responsible role
Valuation reviewer

  • Register rent review preparation and its operating scope
  • Collect the linked records and qualified evidence
  • Assign the responsible reviewer and record findings
  • Accept the outcome or assign corrective follow-up

Approval
Commercial approver records the decision when the action changes an accepted commitment or requires delegated authority.

Exception handling
Evidence is incomplete, disputed, expired or outside the reviewer’s authority.

Outcome
A review finding, its accepted evidence and any accountable corrective actions.

05 · Coordinate valuation evidence

Coordinate valuation evidence within Commercial lease obligations and rent review.

Trigger
Valuation evidence requires a new record, an agreed review or a controlled change.

Responsible role
Valuation reviewer

  • Register valuation evidence and its operating scope
  • Collect the linked records and qualified evidence
  • Assign the responsible reviewer and record findings
  • Accept the outcome or assign corrective follow-up

Approval
Commercial approver records the decision when the action changes an accepted commitment or requires delegated authority.

Exception handling
Evidence is incomplete, disputed, expired or outside the reviewer’s authority.

Outcome
A review finding, its accepted evidence and any accountable corrective actions.

06 · Coordinate negotiation and approval

Coordinate negotiation and approval within Commercial lease obligations and rent review.

Trigger
Negotiation and approval requires a new record, an agreed review or a controlled change.

Responsible role
Lease administrator

  • Register negotiation and approval and its operating scope
  • Gather the relevant evidence and review options
  • Route the case to the delegated decision owner
  • Record the outcome, conditions and follow-up obligations

Approval
Commercial approver records the decision when the action changes an accepted commitment or requires delegated authority.

Exception handling
The case exceeds delegation, contains a conflict or has disputed evidence.

Outcome
An authorised decision or escalation with accountable resolution actions.

07 · Coordinate receivable schedule handover

Coordinate receivable schedule handover within Commercial lease obligations and rent review.

Trigger
Receivable schedule handover requires a new record, an agreed review or a controlled change.

Responsible role
Lease administrator

  • Register receivable schedule handover and its operating scope
  • Identify continuing obligations and dependencies
  • Obtain receiving-owner acceptance
  • Record the authorised transfer and follow-up

Approval
Commercial approver records the decision when the action changes an accepted commitment or requires delegated authority.

Exception handling
The receiving team declines an obligation or a dependency remains open.

Outcome
Accepted responsibility, transfer evidence and retained follow-up obligations.

08 · Register the operating requirement

Coordinate operating requirement within Commercial lease obligations and rent review.

Trigger
Operating requirement requires a new record, an agreed review or a controlled change.

Responsible role
Lease administrator

  • Register operating requirement and its operating scope
  • Compare options, dependencies and operating constraints
  • Review the selected option with its accountable owners
  • Accept the plan and track its delivery conditions

Approval
Commercial approver records the decision when the action changes an accepted commitment or requires delegated authority.

Exception handling
An assumption changes, prerequisites are missing or stakeholders cannot accept the proposed commitment.

Outcome
An approved operating plan and owned actions for its accepted conditions.

09 · Resolve operating exceptions

Coordinate operating exceptions within Commercial lease obligations and rent review.

Trigger
Operating exceptions requires a new record, an agreed review or a controlled change.

Responsible role
Lease administrator

  • Register operating exceptions and its operating scope
  • Gather the relevant evidence and review options
  • Route the case to the delegated decision owner
  • Record the outcome, conditions and follow-up obligations

Approval
Commercial approver records the decision when the action changes an accepted commitment or requires delegated authority.

Exception handling
The case exceeds delegation, contains a conflict or has disputed evidence.

Outcome
An authorised decision or escalation with accountable resolution actions.

10 · Verify completion and follow-up

Coordinate completion and follow-up within Commercial lease obligations and rent review.

Trigger
Completion and follow-up requires a new record, an agreed review or a controlled change.

Responsible role
Valuation reviewer

  • Register completion and follow-up and its operating scope
  • Collect the linked records and qualified evidence
  • Assign the responsible reviewer and record findings
  • Accept the outcome or assign corrective follow-up

Approval
Commercial approver records the decision when the action changes an accepted commitment or requires delegated authority.

Exception handling
Evidence is incomplete, disputed, expired or outside the reviewer’s authority.

Outcome
A review finding, its accepted evidence and any accountable corrective actions.

11 · Review controlled operating changes

Coordinate controlled operating changes within Commercial lease obligations and rent review.

Trigger
Controlled operating changes requires a new record, an agreed review or a controlled change.

Responsible role
Valuation reviewer

  • Register controlled operating changes and its operating scope
  • Collect the linked records and qualified evidence
  • Assign the responsible reviewer and record findings
  • Accept the outcome or assign corrective follow-up

Approval
Commercial approver records the decision when the action changes an accepted commitment or requires delegated authority.

Exception handling
Evidence is incomplete, disputed, expired or outside the reviewer’s authority.

Outcome
A review finding, its accepted evidence and any accountable corrective actions.

12 · Prepare scoped operational reports

Coordinate scoped operational reports within Commercial lease obligations and rent review.

Trigger
Scoped operational reports requires a new record, an agreed review or a controlled change.

Responsible role
Lease administrator

  • Register scoped operational reports and its operating scope
  • Assign the accountable owner and required actions
  • Review the relevant evidence and unresolved conditions
  • Confirm the accepted outcome and retain its history

Approval
Commercial approver records the decision when the action changes an accepted commitment or requires delegated authority.

Exception handling
Required information or responsibility is missing, or an operating condition changes.

Outcome
A completed operating record with its linked evidence and remaining obligations.

Governance and control

  • Financial transactions require approved coding and accountable ownership.
  • Approval thresholds must be configurable by amount and authority.
  • Material adjustments or write-offs require separate approval.
  • Posted transactions may be corrected only through auditable reversal or adjustment.
  • Reconciliation must identify unmatched balances and transactions.
Operating rules by business workflow
  • For executed lease register, the record retains an accountable owner, its supporting evidence and accepted outcome.
  • For obligation calendars, the record retains an accountable owner, its supporting evidence and accepted outcome.
  • For options and incentives, the accepted plan records assumptions, rejected alternatives, dependencies and conditions.
  • For rent review preparation, evidence, reviewer authority and acceptance conditions are visible before a reviewed outcome is accepted.
  • For valuation evidence, evidence, reviewer authority and acceptance conditions are visible before a reviewed outcome is accepted.
  • For negotiation and approval, a decision retains its authority, reason, supporting evidence and resulting obligations.
  • For receivable schedule handover, a receiving owner, evidence of acceptance and unresolved obligations are recorded before a handover closes.
  • For operating requirement, the accepted plan records assumptions, rejected alternatives, dependencies and conditions.
  • For operating exceptions, a decision retains its authority, reason, supporting evidence and resulting obligations.
  • For completion and follow-up, evidence, reviewer authority and acceptance conditions are visible before a reviewed outcome is accepted.
  • For controlled operating changes, evidence, reviewer authority and acceptance conditions are visible before a reviewed outcome is accepted.
  • For scoped operational reports, the record retains an accountable owner, its supporting evidence and accepted outcome.

Data, interfaces and operating requirements.

Core records

Account / partyContract / policyTransactionCodingApprovalSettlementAdjustment / disputeReconciliation record
Record fields and linked information
  • Record identifier — Stable reference for the operating transaction.
  • Property / facility — Business scope used for responsibility and reporting.
  • Operating subject — The request, commitment or work item being handled.
  • Accountable owner — Named responsibility for the next action.
  • Workflow stage — Current position in the agreed business journey.
  • Review requirement — Required review and outstanding decision.
  • Due or review date — Agreed action window or review trigger.
  • Linked evidence — Source records supporting the operating decision.
  • Decision authority — The delegated authority relevant to the accepted outcome.
  • Accepted outcome — Recorded decision and its business consequences.
  • Follow-up obligation — Remaining responsibilities after an accepted action.
  • Revision history — Trace of accepted changes and their evidence.
  • Executed lease register reference — Link the relevant executed lease register to the operating transaction and its decision evidence.
  • Obligation calendars reference — Link the relevant obligation calendars to the operating transaction and its decision evidence.
  • Options and incentives reference — Link the relevant options and incentives to the operating transaction and its decision evidence.
  • Rent review preparation reference — Link the relevant rent review preparation to the operating transaction and its decision evidence.
  • Valuation evidence reference — Link the relevant valuation evidence to the operating transaction and its decision evidence.

Systems and interfaces

  • Executed lease documents
  • Property and finance records
  • Approved receivable schedules

Interface scope, data mapping and testing are agreed for each engagement.

Implementation requirements
Executed lease terms and qualified valuation advice.

Mobile and tablet access

View key obligations and approve permitted lease actions away from the office.

Access approved workflows through the Dalfin mobile app. Device tasks and permissions are confirmed for the deployment.

Apple App Store ↗Google Play ↗

AI extensions

Extract draft lease dates and obligations for administrator confirmation against the executed document.

AI extensions are scoped around the required data, business outcome and review controls.

Engineered with Genesis.

Structured application engineering

Connect requirements, roles, records, workflows and interfaces through the agreed Genesis engineering process.

Controlled changes

Review dependency impact and validation requirements. Context Memory supports governed changes and accepted application revisions.

Deployment and support

Agree customer cloud or on-premises requirements, device access, implementation acceptance and ongoing engineering support.

AN EXAMPLE OPERATING SCENARIO

What to validate in a scoped demonstration.

A lease reaches a rent review date. The administrator identifies missing valuation evidence, obtains the reviewed position and records the tenant negotiation. The approved change updates the receivable schedule while preserving the prior terms.

What to review

  • A saved end-to-end transaction
  • An exception and its authorised resolution
  • Different operator, approver and reviewer permissions
  • Final records, history and the relevant report
Discuss this solution

Questions before implementation.

How is this system adapted to our organisation?

Roles, approval authority, business rules, records and reporting are configured around your operating model. Scope definition connects the required business outcome to workflows, interfaces and acceptance criteria.

How are approvals and responsibilities defined?

Operators, reviewers and authorised decision makers have defined responsibilities. Approval limits, exception handling and access permissions are agreed with your business owners and tested against the selected workflows.

Can it connect with our existing systems?

Interface requirements cover your existing business systems, data ownership, mapping and authentication. Connection design and testing form part of the agreed implementation scope.

What will we review in a solution walkthrough?

Start with a relevant business transaction, then review its approvals, an exception, role permissions and final records. Discuss the integrations, reporting and operating requirements that matter to your organisation.