Most disputes in commercial real estate trace back to paperwork: a renewal notice missed, an expense pass-through calculated against the wrong base, an insurance certificate that lapsed. Leasebrook keeps its own paperwork current so that each building's economics match its documents and tenants can check the numbers.
Lease administration
- Lease abstracts for every tenant, covering term, options, rent schedule, expense provisions, caps and exclusions, maintenance obligations, insurance requirements, use and exclusives, assignment rights and restoration obligations, kept current as amendments are signed.
- Critical-date tracking. Option notice windows, expirations, rent escalations, co-tenancy triggers and required notices, with reminders well ahead of each date on both sides of the lease.
- Insurance compliance. Tenant certificates collected, checked against lease requirements and tracked to expiration, with a reminder before a certificate lapses.
Billing and operating expenses
- Rent and recovery billing. Monthly rent and operating expense estimates billed according to the lease, with payments applied promptly.
- Estimates. Operating expense estimates are set each year from the property budget, not carried forward from last year.
- Reconciliations. After year-end, actual expenses are totaled by category, exclusions, caps and gross-ups are applied lease by lease, and each tenant receives a statement showing categories, property totals, the pro-rata share, the estimates paid and the balance due or credit. Statements are delivered within the period the lease requires.
- Backup. Supporting invoices and ledger detail are available for review on request. We keep clean records because audits confirm them.
Why it matters
Reconciliations done late, inaccurately or without backup cost an owner twice: once in disputes and write-offs, and again in tenant relationships at renewal time. Done on time, with a statement a tenant can understand and backup a tenant can see, they recover the building's costs fully and build the trust that makes renewals easier.
Can I see the invoices behind my reconciliation?
Yes. Supporting invoices for the expense categories on your statement are available for review on request to your property manager.
How are capped and excluded expenses handled?
Caps on controllable expenses, base years, expense stops and exclusions are applied according to each lease, and the reconciliation statement shows how they were applied.