LeaseManagement

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Simplaq product interface

In short

How do you track lease contracts and tenant obligations across a shopping mall?

Simplaq gives mall operators a single record for each tenant's lease agreements, vendor contracts and supporting documents, with live status on modifications and critical dates so renewal and expiry deadlines are visible before they are missed.

Lease paperwork lives in inboxes, shared drives and filing cabinets

A mid-size mall runs dozens of concurrent lease agreements, each with its own renewal date, indexation clause, amendment history and supporting documents. When those live across email threads, personal drives and paper files, nobody has a single view of what is coming due.

The result is missed renewal windows, disputes over which contract version is current, and finance teams reconstructing income and expense positions from scattered PDFs instead of a maintained record.

Who runs into this

Leasing manager

Needs to know, on a given week, which contracts renew, expire, or trigger an option period — without opening every tenant folder.

Mall operations/GM

Signs off on tenant requests and disputes and needs the current contract version and its terms on hand, not a search through shared drives.

Finance/accounting

Reconciles rent income against lease terms and needs revenue and expense figures tied to the correct, current contract.

Why it matters

Renewal deadlines
A missed renewal or option-exercise date can force a mall into an unfavourable position with a tenant or lose leverage in a re-negotiation.
Document version control
Disputes over which amendment or annex applies are avoidable if there is one current, shared record instead of parallel copies.
Financial accuracy
Rent, service charge and expense tracking is only as reliable as the contract data it is checked against.

How the workflow runs

Lease administration in Simplaq runs as a continuous record, not a one-time upload:

  1. 1

    Centralize the contractLeasing manager

    Lease agreements, vendor contracts and related documents are stored and organized in one location per tenant, replacing scattered files.

  2. 2

    Track modifications and datesLeasing manager

    Any change to a contract is logged with a live update, and critical dates (renewal, expiry, review) are recorded against the agreement.

  3. 3

    Route tenant requestsTenant / operations

    Tenants submit requests directly through the system instead of by letter or email; each request is registered and assigned to the right person by type.

  4. 4

    Reconcile income and expenseFinance

    Revenue and expenses are tracked against the current contract terms so budget and financial deadlines are monitored from the same data.

How Simplaq fits

  • Replaces per-tenant folders and email chains with one platform record for contracts and documents, accessible to the team that needs it.
  • Surfaces critical contract dates through automated reminders and alerts, rather than relying on someone remembering a renewal window.
  • Keeps document management and communication with tenants in one interface, so a request tied to a lease question does not require leaving the record to check the contract.

What the product actually does

Contract storage and organization

Store, organize and monitor lease agreements, vendor contracts and other essential documents in a centralized location per tenant.

Live updates on modifications and dates

Receive live updates when a contract is modified, and visibility into critical dates tied to each agreement.

Automated reminders and alerts

Automated reminders reduce the risk of missing renewal periods or other crucial contract deadlines.

Centralized document management

Upload and edit documents in one place, shareable across the team, with real-time notifications on the latest version.

Tenant request routing

Tenants submit requests directly through the system; requests are registered and assigned to the right person based on type, and can be discussed as posts tenants can reply to.

Income and expense tracking

Track revenue and expenses, manage budget, and monitor financial deadlines from the same platform used for lease administration.

Implementation considerations

Data migration from existing contract stores

Existing lease agreements and documents need to be uploaded and organized by tenant before the reminder and tracking workflow is useful; plan for this as a discrete onboarding step.

Assigning request ownership by type

Tenant requests route to the right person based on type, so request categories and owners should be defined during setup rather than left as defaults.

Access for finance vs. leasing teams

Decide who needs visibility into contract terms versus who only needs the income and expense view, and set access accordingly.

Customer evidence

The published case studies to date document loyalty, signage and wayfinding deployments; none isolates lease and contract administration as the primary outcome measured. See all published deployments.

Questions buyers ask

Can tenants submit maintenance or contract-related requests directly through the system?
Yes. Instead of a letter or email, tenants send requests directly through the platform. Each request is registered and assigned to the right person based on its type, and the mall can post updates tenants reply to.
Does the system alert us before a lease renewal or option date?
Yes. Critical dates tied to each contract carry automated reminders and alerts, so renewal or option-exercise windows are flagged before they pass.
Where are lease agreements and vendor contracts stored?
In a centralized, per-tenant location inside the platform, alongside other essential documents, rather than split across email and shared drives.
Can we track rent income and expenses against the current lease terms?
Yes. Income and expense tracking sits in the same platform as the contract record, so revenue, budget and financial deadlines are monitored against the same data set the leasing team uses.

See lease and tenant administration in your data

Walk through how your current contracts, renewal dates and tenant requests would look inside Simplaq before committing to a migration.

Book a lease management walkthrough

Our Features

TenantsManagement

Instead of a letter or email request (e.g.request for overnight repairs), tenant can send their request directly through the system. All requests are registered and are assigned to the right person based on their type. You can use the system to discuss the latest issues with your tenants. Create posts and your tenants will be able to reply to them.

Contracts Management

User-friendly solution for managing contracts, including lease agreements, vendor contracts, and other essential documents. You can conveniently store, organize, and monitor all your contracts in a centralized location, receiving live updates on any modifications and critical dates. Additionally, our app provides automated reminders and alerts, eliminating the risk of missing crucial deadlines or renewal periods.

Documents Management

Simplaq's platform simplifies your document management process by centralizing all your documents in one place, making them easily accessible and shareable with your team. Our app offers the ability to upload and edit documents, streamlining the document management process. With real-time updates and notifications, you can stay informed of the latest version of each document, ensuring you always have access to the most up-to-date information.

Our Features

Income & Expense Tracking

Our user-friendly platform simplifies financial management, enabling you to effortlessly manage your finances and monitor critical financial metrics. With our platform, you can easily track your revenue and expenses, manage your budget, and stay on top of important financial deadlines. Our app makes financial management more accessible and streamlined, ensuring your shopping mall operates efficiently and effectively.

Our Referrals

Trusted by Industry Leaders

Simplaq is trusted by TOP management companies

CBRE
Colliers
Cushman & Wakefield

Simplaq is trusted by professionals from TOP malls

Bory Mall
Avion Shopping Park
VIVO!
Olympia Plzeň
Fashion Arena Prague Outlet
Quadrio
Kotva
Šantovka
Kapolei Commons
Outlet Village
Novo Plaza
G3 Mall
Hafra Tower
Santovka
DBK Center
Lansdowne Place
Stop Shop
VIVO! Hostivař
Bory Mall
Avion Shopping Park
VIVO!
Olympia Plzeň
Fashion Arena Prague Outlet
Quadrio
Kotva
Šantovka
Kapolei Commons
Outlet Village
Novo Plaza
G3 Mall
Hafra Tower
Santovka
DBK Center
Lansdowne Place
Stop Shop
VIVO! Hostivař
Bory Mall
Avion Shopping Park
VIVO!
Olympia Plzeň
Fashion Arena Prague Outlet
Quadrio
Kotva
Šantovka
Kapolei Commons
Outlet Village
Novo Plaza
G3 Mall
Hafra Tower
Santovka
DBK Center
Lansdowne Place
Stop Shop
VIVO! Hostivař
View all customers
Pavel Urban

Pavel Urban

Head of Retail, CBRE Czech Republic

CBRE

Provided invaluable expertise and support to our digital marketing technology projects

I don't actually see Simplaq as a supplier, but as a progressive and accommodating partner with whom we can flexibly implement and process marketing-digital solutions. I also highly appreciate the innovative and open approach, thanks to which we can cooperate with each other, develop other effective tools, or even brainstorm freely.

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