Minutes, not days
One upload reads around 90 terms across nine sections. Management confirms the terms instead of typing them in.
AI Contract Intelligence
Read the whole lease once. Populate the whole estate.
EstateOS reads a full retail lease, cites every clause, rates risk against your standard positions and sets up the records that follow, with a person confirming every detail before it is approved.
Every answer cited
Each term records the document, clause and page it came from, plus a confidence score. Low-confidence or missing terms are flagged, never guessed.
Rated against your playbook
Each clause is marked standard, watch or adverse against your own standard positions, with a one-line reason.
One lease, whole system
Confirmed details set up the property, payments, key dates, tasks, service charge checks, the dilapidations baseline and the lease accounting inputs in one save.
How it works
From signed PDF to approved record.
- 01
Upload in Add property
Upload the signed lease, plus supporting papers such as a Schedule of Condition, side letters or licences. Files are stored privately in document control before anything is read.
- 02
AI reads the documents
Two readings run together: the core property and lease fields, and the full retail lease abstract. Supporting documents are read alongside the lease, and any change they make to the lease is reported with its source. It takes about a minute.
- 03
Governing law identified
The reader identifies whether the lease is English and Welsh, Scottish or Northern Irish law, and uses the matching terms (for example irritancy, tacit relocation and LBTT for Scotland). No 1954 Act renewal right is assumed where none applies.
- 04
You confirm before saving
The proposed values are shown with their evidence and can be edited. A checklist shows the payments, key dates and tasks that will be set up, and you can untick anything you don't want.
- 05
One save, nothing half-done
The property, lease, documents, abstract and set-up records save in a single step. If any part fails, nothing is saved, so you never get a half-created property.
- 06
Validate and approve
In Contract intelligence, reviewers confirm or correct each term. Corrections need a note. The abstract can only be approved once every term is confirmed, and the approval records who approved it and when.
- 07
Stays in step afterwards
If a key term is confirmed with a different value from the one read, a dated reconcile task is raised showing both values. Re-reading the lease keeps every term a person has already confirmed.
What it reads
91 terms across 9 sections.
Built for UK retail leases. Each term is compared with a standard position you set; the default positions are shown below.
Parties & premises · 11 terms
- Landlord
Standard position: Named entity with company number
- Landlord address for notices
Standard position: Stated UK address
- Tenant
Standard position: CCHG Ltd or a group company
- Guarantor
Standard position: No parent guarantee
- Premises description
Standard position: Clearly identified unit with plan
- Title number
Standard position: Recorded where registered
- Floor area
Standard position: Stated net internal area
- Demise plan
Standard position: Plan annexed
- Rights granted
Standard position: Access, loading, services and signage rights
- Rights reserved
Standard position: Landlord entry on reasonable notice only
- Governing law
Standard position: Identified
Term & options · 11 terms
- Date of lease
Standard position: Recorded
- Term commencement
Standard position: Fixed date
- Contractual expiry
Standard position: 5–10 year term
- Term length
Standard position: 5–10 years
- Tenant break date(s)
Standard position: Tenant break at year 3 or 5
- Break notice period
Standard position: 6 months or less
- Break conditions
Standard position: Only rent paid up to break date
- Landlord break / redevelopment
Standard position: None
- Renewal / security of tenure
Standard position: Statutory renewal rights retained (E&W) or tacit relocation understood (Scotland)
- Option to renew or extend
Standard position: Tenant option if offered
- Holding over
Standard position: Tacit relocation or periodic tenancy on same rent
Rent · 15 terms
- Passing rent (per annum)
Standard position: Within agreed heads of terms
- VAT on rent
Standard position: Opted property disclosed
- Payment frequency
Standard position: Quarterly or monthly
- Payment dates
Standard position: Usual quarter days
- In advance or arrears
Standard position: Quarterly in advance or monthly
- Rent-free / concession
Standard position: Rent-free period documented
- Rent-free conditions
Standard position: Unconditional
- Rent review dates
Standard position: No more than every 5 years
- Rent review basis
Standard position: Open market or none
- Upward-only
Standard position: Upwards/downwards or none
- Index cap and collar
Standard position: Cap 4% or less, collar 0–1%
- Review assumptions & disregards
Standard position: Standard; tenant's improvements and rent-free disregarded
- Turnover rent
Standard position: None
- Late payment interest
Standard position: 3–4% over base
- Rent deposit
Standard position: None, or 3 months and returned on conditions
Service charge & insurance · 14 terms
- Service charge liability
Standard position: Fair proportion, budget disclosed
- Apportionment basis
Standard position: Floor area weighted
- Service charge cap
Standard position: Capped
- Service charge exclusions
Standard position: Excludes improvements, initial costs, vacant units, other tenants' defaults
- Sinking / reserve fund
Standard position: None or limited
- Year-end certification
Standard position: Certified accounts within 6 months, RICS code
- Who insures
Standard position: Landlord insures
- Insurance premium recovery
Standard position: Fair proportion, commission disclosed
- Insured risks
Standard position: Standard insured risks including terrorism
- Loss of rent cover
Standard position: 3 years or less
- Rent suspension
Standard position: Suspension for insured and uninsured risks
- Termination after damage
Standard position: Mutual right if not reinstated in 2–3 years
- Business rates & outgoings
Standard position: Tenant pays rates on own unit only
- Utilities
Standard position: Separately metered
Trading & use · 10 terms
- Permitted use
Standard position: Includes vape / e-cigarette retail
- Use class
Standard position: Class E (E&W) / Class 1A (Scotland)
- Excluded uses
Standard position: No restriction on vape, CBD or accessories
- Keep open / trading obligation
Standard position: None
- Opening hours
Standard position: Not mandated beyond centre hours
- Exclusivity
Standard position: Tenant exclusivity where available
- Radius restriction
Standard position: None
- Centre regulations
Standard position: Reasonable, not overriding lease
- Signage
Standard position: Fascia and projecting signs permitted
- Marketing / promotion levy
Standard position: Within service charge or none
Property obligations · 9 terms
- Repairing obligation
Standard position: Internal repair limited by schedule of condition
- Schedule of condition
Standard position: Photographic schedule annexed
- Decoration
Standard position: Internal at end of term only
- Structural alterations
Standard position: Prohibited is acceptable
- Non-structural alterations / shopfit
Standard position: Permitted without consent
- Statutory compliance
Standard position: Tenant for own use only
- Landlord repair of structure/common parts
Standard position: Landlord repairs structure and common parts
- Landlord entry
Standard position: Reasonable notice, minimal disruption
- Environmental / EPC
Standard position: Landlord responsible for EPC compliance
Alienation & security · 8 terms
- Assignment
Standard position: Whole only, consent not unreasonably withheld
- Subletting
Standard position: Whole permitted with consent
- Sublease rent condition
Standard position: Not below market rent
- Group sharing
Standard position: Permitted without consent
- Concessions / franchise
Standard position: Permitted for franchise model
- Authorised guarantee agreement
Standard position: Only where reasonable
- Charging
Standard position: Permitted
- Change of control
Standard position: Not a breach
Exit & enforcement · 7 terms
- Yield up / reinstatement
Standard position: Reinstatement only of tenant alterations, on notice
- Dilapidations exposure
Standard position: Limited by schedule of condition
- Forfeiture / irritancy
Standard position: Statutory protections; long notice
- Notice before irritancy / forfeiture
Standard position: 21 days or more for rent, 28 for other breaches
- Landlord costs recovery
Standard position: Reasonable and proper only
- Tenant indemnities
Standard position: Limited to tenant's negligence and breach
- Landlord covenants
Standard position: Quiet enjoyment and repair of retained parts
Notices & admin · 6 terms
- Notices
Standard position: Recorded delivery to registered office
- Registration requirements
Standard position: Tenant registers, costs agreed
- SDLT / LBTT / registration costs
Standard position: Tenant pays own
- Legal costs on grant
Standard position: Each side bears own
- Side letters & variations
Standard position: All personal concessions recorded
- Other unusual provisions
Standard position: None
Connected set-up
One save fills every connected area.
Estate register
Property name, address, landlord, floor area, lease start, expiry, break, review, rent, service charge, rates and 1954 Act status
Payments
Rent schedule on the lease's quarter days, rent-free period, deposit, and a payment task 30 days before each due date
Key dates & tasks
Break notice deadlines (90 days ahead), rent reviews, decorations, registration and expiry
Lease accounting (FRS 102)
Payment frequency and timing, rent-free months, first payment date, covenants and linked agreements, with the discount rate clearly marked as a placeholder until approved
Break options
Recorded for the accounting calculation, with the "reasonably certain" decision left to a named person
Exit & dilapidations
Starting position at expiry: repair obligation, Schedule of Condition and yield-up terms
Service charge
Annual check listing the basis, apportionment, cap and exclusions, so landlord demands can be checked against them
Review tasks
Approve the abstract, review the FRS 102 inputs, decide on breaks, send adverse clauses to legal review and, for Scottish leases, decide the end-of-lease position
Worked example
A Scottish shopping-centre unit.
Read from the lease
5-year term, 10 Jun 2026 to 9 Jun 2031. £18,000 a year plus VAT, paid quarterly in advance. 9 months rent free. No rent review or break. Repairs limited by a Schedule of Condition. Service charge as a floor-area share, with exclusions.
Set up automatically
£4,500 quarterly payments with reminders, first payment 10 Mar 2027 after the rent-free period. Decoration and expiry dates. The Schedule of Condition linked as the repairs baseline. A service charge check listing the exclusions.
Flagged for people
Scottish law, so no 1954 Act renewal right: the end-of-lease position needs a decision. The lease can be ended (irritancy) 21 days after unpaid rent, so payments can never slip. No cap on service charge demands.
Controls built in
- AI output is always proposed data. Nothing becomes an approved term without a person confirming it.
- The reader is told never to follow instructions found inside documents, and to return "not found" rather than invent a value.
- Terms below 70% confidence, missing terms and adverse clauses start as "Needs attention".
- Documents are stored privately and opened only through short-lived links. Each new file keeps the earlier versions.
- Every change is written to the audit history automatically and cannot be skipped from the browser.
- Only the property team can run extraction or add properties. Only finance can set the accounting inputs. These rules are enforced in the database itself, not just hidden in the screens.
- Accounting judgements (discount rate, reasonably-certain options, impairment) are never assumed by the AI.
Current limits — for reviewers
- Scanned leases with poor image quality may give lower-confidence readings that need more checking.
- The discount rate used for demonstration is a 6% placeholder, not an approved rate.
- Confirming an abstract raises reconcile tasks but never rewrites the lease record or accounting inputs on its own. This is deliberate.
- Legal interpretation remains with your advisers. The risk ratings help prioritise review, not replace it.
- Up to six documents per reading: the lease plus five supporting documents, 30 MB in total.
Feedback welcome.
Reviewers: tell us which terms, standard positions or set-up rules should change for your estate.