01Pilot envelope
Pilot length6 weeks
First signal7 days
First ROI35 days
Team alongside5 seats · 2 colleagues
6-week lease-ops pilot; abstracted event dates and caps/collars; finance reviewed every calendar entry before activation.
Case study·Healthcare REIT
Rent-review and lease-event calendar
From a one-owner spreadsheet — to a reviewed lease-event calendar with rent reviews staged for finance
100%
Pilot leases event-mappedAll pilot leases abstracted to the reviewed calendar with citations
“The lease calendar stopped depending on one spreadsheet owner.”
UK healthcare real-estate investor·~70 leases across the pilot portfolio·6-week pilot·United Kingdom
02What it owns
Reports toFinance Lead, dotted line to the Lease Admin on workbook hygiene and the Legal Reviewer on clause interpretation.
Owns
- Lease event detection — read each lease in SharePoint and extract breaks, expiries, rent reviews and option windows with page and clause citations
- Calendar maintenance — keep the Outlook lease-event calendar aligned with the Excel rent schedule, with no drift between the two
- Rent review drafts — stage upcoming reviews with caps, collars and indexation references cited from the document for finance to approve
- Yardi cross-check — flag where Yardi's live rent record disagrees with the lease and queue the discrepancy for the asset manager
- Audit trail — every calendar entry and review task carries a page, clause and reviewer reference recorded in SharePoint
Does not do
- Trigger a rent review — the finance lead approves activation on every entry
- Write back to Yardi — the lease admin and finance lead hold the publish on rent record changes
- Send tenant or operator communications
Done looks like
The finance lead opens one reviewed calendar, not a workbook plus an inbox plus a Yardi screen. Asset managers see the next event for each property with the clause citation one click away and finance's approval on the record.
03The team
AI teammates2
HannahReads each lease PDF in SharePoint, extracts break dates, expiries, rent reviews and option windows, and keeps the Outlook calendar in sync with the workbook.
TheoSurfaces upcoming rent reviews with caps, collars and indexation references cited from the lease, and stages a review task for the finance lead to approve.
Human team5
- Finance leadFinance
- 3 Asset managersAsset
- Lease adminOperations
- Legal reviewerLegal
- AnalystFinance
04Connected stack
Excel05What it returned
100%Pilot leases event-mappedAll pilot leases abstracted to the reviewed calendar with citations
29Review tasks createdRent reviews drafted with caps, collars and indexation references cited
72%Manual lease calendar maintenance reductionTime spent reconciling the workbook, Outlook and Yardi by hand
- Day 0Co-ordinator sessionPilot lease set scoped with the finance lead and lease admin; calendar event types and caps/collars dictionary agreed with the legal reviewer.
- Day 7First reviewed extractionSharePoint, Excel and Outlook joined; Hannah drafts the first batch of lease-event entries with page and clause citations.
- Week 3Rent review queue stagedTheo surfaces the first cohort of upcoming reviews with caps, collars and indexation references; finance lead approves the task shape.
- Week 4Yardi cross-check liveDiscrepancies between Yardi's rent record and the lease are queued for the asset manager; lease admin owns the workbook update.
- Week 5Calendar handoverOutlook calendar replaces the manual mirror; lease admin signs off that the workbook and calendar agree across the pilot set.
- Day 35ROI reviewFinance lead signs off on coverage, review tasks and calendar accuracy; expansion to the rest of the portfolio agreed.
06Related templates
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Each design-partner pilot starts the same way: one workflow, the minimum useful context, and a first ROI signal measured in days.