Insurance certificate & document chase
Certificates and paperwork chased from vendors and subs, checked against your written requirements.
{{BRAND}} reads each of your leases and amendments and pulls out the dates and terms that cost money when they're missed: renewal options, notice deadlines, rent steps, CAM reconciliation dates and insurance requirements. We keep them in your own sheet, remind you well before every notice deadline, and chase your landlords for CAM statements and missing documents. A person checks every date against the lease.
Renewal options, notice windows and rent steps sit on page 31 of a lease, then get changed by an amendment nobody added to the sheet. The amendment that changed the date is often the one missing from the file.
Miss the window for a renewal option and the option usually lapses. Miss the one for a break clause and you stay until the next break or the end of the term. Nobody tells you a deadline is close.
Reconciliation statements arrive late or not at all, then a true-up bill lands months after you've closed the books. Chasing the property manager is the job that never gets done.
Chains with big lease portfolios hire a lease administrator whose job is exactly this: critical dates, options, CAM reconciliations. One offshore job ad we found paid $1,200–1,500 a month, and US lease administrator ads run about $45,000–86,000 a year. {{BRAND}} does the register and the chasing for a flat fee from $150 a month, with no one to hire or train.
Send each lease and every amendment as a PDF (scans are fine), plus a list of your sites and who your landlord or property manager is. Tell us who should get reminders and who decides on renewals.
Software drafts the abstract. A person then checks each date and number against the lease page, notes the clause it came from, and marks anything unclear "Confirm with your lawyer" instead of guessing.
You get a reminder at 180, 90 and 30 days before each notice deadline, with the clause attached. We ask landlords for CAM statements, signed copies and missing amendments, and log every reply in your sheet.
Short, sorted by what needs you, with the clause for every date. This sample uses made-up sites, landlords and numbers.
Sample with made-up sites and landlords. Each row links to the lease page behind every date.
| Site | Landlord | Expires | Option and notice-by date | Next rent step | CAM statement |
|---|---|---|---|---|---|
| 02 Riverside | Landlord G | 31 Mar 2029 | Renew 5 yrs · by 30 Sep 2028 (§3.1) | 1 Nov 2026: +3% | 2025 received 3 Apr |
| 03 Unit 4B | Landlord F | 30 Sep 2028 | Renew 2 × 5 yrs · by 31 Mar 2028 (§3.3) | 1 Jan 2027: +2.5% | 2025 received 8 Oct |
| 05 Canal Rd | Landlord B | 28 Feb 2030 | No option | 1 Mar 2027: +3% | 2025 overdue, due 30 Apr |
| 06 Oakfield Mall | Landlord E | 31 Aug 2029 | Renew 5 yrs · by 28 Feb 2029 (§3.2) | 1 Sep 2027: +2% | 2025 received 22 Apr |
| 07 Eastgate | Landlord A | 30 Jun 2027 | Renew 5 yrs · by 30 Dec 2026 (§3.2) | At renewal: market review | 2025 received 9 May |
| 12 Mill Lane | Landlord H | 14 Jul 2032 | Tenant break 15 Jul 2027 · by 15 Jan 2027 (§2.5) | 15 Jul 2027: +3% | 2025 received 30 Mar |
Sample with a made-up tenant and landlord. It goes from our desk address with you copied.
Hello,
I'm writing for Sample Foods LLC, tenant at 5 Canal Road. Section 6.4 of the lease provides for the annual reconciliation statement within 120 days of year end, which was 30 April 2026. We haven't received the statement for 2025, and our earlier requests of 14 May, 11 Jun and 9 Sep are still open.
Could you send the 2025 statement, with any supporting expense breakdown you can share, by 23 October?
Thank you,
{{FIRST_NAME}}, on behalf of Sample Foods LLC
Free for 2 weeks on up to 10 of your leases, usually the ones with the nearest dates. No card, no contract.
Start the free trialFor context: a lease administrator hired offshore cost about $1,200–1,500 a month in the job ads we found, and US lease administrator ads run about $45,000–86,000 a year, before the time to train and check them. Lease software such as Visual Lease or Prophia can hold the dates, but someone still has to read the leases into it and chase the landlords.
What we don't do: give legal advice or tell you whether to renew, negotiate with landlords, send lease notices for you, pay rent or move money, audit or dispute CAM charges, or sign anything on your behalf.
{{BRAND}} is run by {{FIRST_NAME}} in Dhaka, Bangladesh. Lease dates are weeks and months away, so the time difference rarely matters. The one thing it affects is phone calls to landlords in US or UK business hours, and we'll tell you if a landlord only answers by phone.
As little as possible: your leases and amendments as PDFs (a shared folder or email is fine), edit access to one sheet, and a short intro email from you so landlords know we're writing on your behalf. We never need passwords to your bank, your rent-payment system or your email.
Your leases and landlord details are used only to build your register and chase your landlords. They're kept in our Google Workspace account with 2-step login, and seen only by the person working on your account. They're never shared or sold, and are deleted within 7 days if you leave. Some leases include a personal guarantor's name and address, and some are confidential, so we're happy to sign your NDA first. If personal data reaches us we handle it as your processor and will sign a data processing agreement. Leases don't contain patient or medical information, so please don't send any. Ask for our one-page data promise.
People, with good tools. Software helps us read the lease and draft the abstract. A person checks every date and number against the lease page, and reads every landlord reply, before anything goes into your register.
We copy the clause and the date it gives. Where it says "not less than six months before expiry", we count back, show the date and how we counted, and remind you well before it. Where it depends on business days, how the notice must be delivered, or an amendment that may have changed things, we mark it "Confirm with your lawyer". We never pick a date we can't point to in the lease.
Commercial leases for shops, restaurants, offices, clinics and light industrial units in the US, Canada, the UK and Australia, if the lease is in English. CAM in the US and Canada, service charge in the UK and outgoings in Australia are all the same job for us: the reconciliation statement and its due date. We don't cover residential, equipment or vehicle leases.
Only to ask for CAM statements, signed copies and missing amendments, from our desk address with you copied, and only after you've said yes and sent the intro email. If a landlord replies about rent, a default, a change of terms or a notice, we pass it to you the same day and don't answer for you.
We aren't lawyers, brokers or insurance advisers. We don't tell you whether to renew, exit or renegotiate, interpret a disputed clause, negotiate with a landlord, or send lease notices, which usually have to be delivered in a set way by you or your lawyer. We don't audit or dispute CAM charges, pay rent, collect or move money, or sign for you. We record what your lease says, remind you in time and chase for paper.
The trial runs 2 weeks on up to 10 leases, with no card. After that, pick a plan or stop. Either way the register and every file we made are yours. If you pick a plan, we read the rest of your leases in your first month.
A monthly invoice that you can pay by bank transfer (US ACH or UK bank transfer) or by card.
Tell us roughly how many leases you have and where they're kept. {{FIRST_NAME}} will reply within one working day with a short list of what to send. The trial covers up to 10 leases, and we aim to send the first register within 5 working days of getting them.
Prefer email? {{EMAIL}}