Lease management is no longer just a back-office function - it’s a strategic lever.
While outsourcing lease management may seem like a convenient solution, more commercial tenants are bringing this function in-house. Internal control over lease data, compliance, and decision-making is proving to be a smarter, more strategic move. It can also be a significantly cheaper solution if implemented properly.
The unique demands of commercial lease management
Commercial leases are inherently more complex than their residential counterparts. They often include:
- Multi-party agreements
- Variable rent structures (e.g. base rent plus operating expenses)
- Maintenance and repair obligations
- Regulatory compliance requirements (such as IFRS 16)
- Long-term financial commitments
Managing these intricacies requires more than spreadsheets or generic property tools. It demands a system that understands the commercial context, and a team that’s empowered to act quickly and strategically.
A generic tool or spreadsheet isn't capable of delivering strategic insights into your commercial lease data.
With a platform like LOIS, those insights are at your fingertips at all times.
Top challenges for commercial tenants
1. Complex lease structures
Commercial tenants must navigate detailed lease terms, including escalation clauses, service charges, and shared maintenance responsibilities. Without a clear system in place, these details can easily be overlooked, leading to financial leakage or compliance issues.
2. Compliance and risk exposure
From zoning regulations to health and safety standards, commercial properties are subject to a wide array of legal obligations. In-house teams are often better positioned to monitor and respond to these requirements in real time.
3. Cross-functional dependencies
Lease decisions often involve finance, legal, operations, and facilities teams. Internal management and proper systems foster better collaboration, ensuring lease terms align with broader business strategies.
4. Financial oversight
Accurate tracking of all financial data is critical. Transparency is easier and in-house control allows for better forecasting, budgeting, and audit readiness.
The role of technology: How LOIS supports in-house lease management
This is where LOIS can be a game-changer for your business.
LOIS is designed specifically for enterprise tenants, offering a centralised platform to manage lease data, critical dates, financial obligations, and compliance requirements. Here’s how it helps:
- Centralised lease repository: All lease documents, clauses, and contacts in one secure, searchable location.
- Automated alerts: Never miss a renewal, rent review, or compliance deadline again.
- Custom reporting: Generate insights on occupancy costs, lease expirations, and portfolio performance.
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- Audit-ready compliance: Stay ahead of regulatory changes and ensure accurate lease accounting.
By integrating LOIS into an in-house lease management strategy, tenants gain the tools and visibility needed to make proactive, data-driven decisions.
Why in-house management is the future
Bringing lease management in-house isn’t just about cutting costs, it’s about gaining control. With the right systems and processes in place, tenants can:
- Respond faster to market changes.
- Optimise lease terms and reduce liabilities.
- Improve landlord relationships through direct communication.
- Align real estate strategy with business goals.
In a commercial environment where agility and precision are paramount, in-house lease management supported by purpose-built tools like LOIS offers tenants a clear competitive edge.