Connects
One record per location shared by property, finance, contracts, operations and growth. Each fact is entered once and used everywhere.
How it flows
From first deal pack to month-end report, on one connected record.
Follow a retail unit through EstateOS. At every step you can see what connects, what runs on its own, what a person decides and what is kept on record.
Automates
AI reading, set-up from a single save, reminders, exceptions, risk scores and daily rule scans do the repetitive work.
Keeps people in charge
AI only proposes. Approvals, accounting judgements and legal positions stay with named people with the right role.
Documents everything
Fingerprinted files, kept versions, sealed decisions and a tamper-evident audit history checked every night.
The journey
Nine steps. One history.
AcquireOnboardAccountRunChangeReport
- 01Acquire
Open a property case
Heads of terms, draft lease and plans go into one deal pack for the proposed site.
- Connects
- The case later becomes the property, so nothing is retyped.
- Automates
- Each file (PDF, Word, Excel, image or text) is fingerprinted on upload. AI checks the pack against your Golden Rules and the governing law.
- Person decides
- Confirms or rejects each AI finding. Raises queries to the landlord or solicitor.
- On record
- Every file version is kept and can be proven unchanged. Findings are never deleted, only replaced with a reason.
- 02Acquire
Appraise and decide
Two scores (deal quality and evidence), true occupancy cost and market range sit on one decision page.
- Connects
- Queries become owned tasks. Missing evidence becomes a STOP gate.
- Automates
- Compound risks are spotted across findings. A revised document flags affected findings for recheck.
- Person decides
- An approver with the right role records the decision. The system refuses approval while STOP gates are open.
- On record
- The decision is sealed as a permanent snapshot of the case at that moment.
- 03Onboard
Add the property from the lease
Upload the signed lease and up to five supporting papers: signed PDFs, Word drafts, Excel schedules, scans or photos in Add property. AI reads 91 retail lease terms across nine sections, citing the clause and page for each, with a confidence score. Later changes come through Upload lease change (step 08).
- Connects
- One save creates the property, lease, documents, abstract, payment schedule, key dates, tasks, break options, dilapidations baseline, service charge check and lease accounting inputs.
- Automates
- Governing law identified, playbook risk rating per clause, low-confidence terms flagged. If any part of the save fails, nothing is saved.
- Person decides
- Reviews proposed values with their evidence and unticks anything not wanted.
- On record
- Files are stored privately and linked to the record they came from.
- 04Onboard
Approve the lease abstract
Reviewers confirm each term in Contract intelligence, then approve the abstract.
- Connects
- Where a confirmed term differs from what was saved, a dated reconcile task shows both values.
- Automates
- Re-reading the lease keeps everything a person has already confirmed.
- Person decides
- Corrections require a note. Approval is blocked until every term is confirmed.
- On record
- Approver, date and every correction are recorded and the abstract is locked.
- 05Account
Lease accounting (FRS 102)
Opening liability, asset, interest and depreciation calculated from the confirmed lease and rent steps.
- Connects
- Rent steps feed both the payment schedule and the calculation, so they cannot disagree.
- Automates
- Calculation exceptions are raised, such as a missing discount rate or a break needing a judgement.
- Person decides
- Finance sets the discount rate, decides whether breaks are reasonably certain and makes policy elections.
- On record
- Each month-end close is kept as a review record that can be reproduced.
- 06Run
Pay rent and check invoices
Scheduled rent and actual cash are tracked separately.
- Connects
- Scheduled rent posts to lease payables; only recorded cash reaches the bank journals.
- Automates
- Payment reminders 30 days before due dates. Invoices that differ from the approved schedule are raised as exceptions.
- Person decides
- Finance records the actual date, amount and bank reference.
- On record
- Recorded payments cannot be edited. Mistakes are corrected with a reversing entry.
- 07Run
Maintain, comply, recover
Planned maintenance, compliance certificates, service charge reviews and contractor work.
- Connects
- Maintenance links to the asset; compliance gaps link to an owned fix.
- Automates
- A daily scan creates notifications, tasks or approvals according to your rules. Completing a task updates its source record.
- Person decides
- Contractors use secure links, with no account needed. Managers approve work and signatures.
- On record
- Certificates and signed documents are versioned; each e-signature stores consent and an evidence fingerprint.
- 08Change
Handle a lease change
Upload a variation, side letter or rent memorandum.
- Connects
- Approved changes flow to accounting and the linked operational records together.
- Automates
- AI compares the old and proposed terms with citations.
- Person decides
- Property confirms, then Finance approves. AI never decides accounting judgements.
- On record
- Original lease, old terms and cash history are kept untouched alongside the change.
- 09Report
Property, group and estate view
Rent, liability, risk, compliance gaps, data quality and next key dates, at every level.
- Connects
- Property, group and estate totals are calculated the same way from the same records.
- Automates
- Red and amber risk ratings and data-quality scores update as the records change.
- Person decides
- Leaders group the estate by region, landlord, expiry year or owner and act on what's red.
- On record
- Month-end snapshots are permanent and can be compared with any earlier month.
Why the record can be trusted
- Every change is written to the audit history by the system itself; it cannot be skipped or back-dated from the browser.
- Each audit entry is chained to the one before, and the full chain is re-checked every night.
- Documents are never overwritten or deleted. Each new version keeps the earlier ones retrievable.
- Deleting a property never deletes its history.
- Who can read or change what is enforced in the database itself, not just hidden on screen.
Current limits — for reviewers
- The 6% discount rate in the demonstration is a placeholder, not an approved rate.
- Records retention length and handling of data-deletion requests are awaiting business decisions.
- Lease reading at onboarding is one property at a time; bulk upload covers the spreadsheet details.
- These features are not accounting or legal approval. Finance and auditor validation remain go-live steps.
See it with your own lease.
Start with one property and follow it through every step.