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Lease administration

Use Surfaice for lease abstraction, amendment review, rent schedules, and lease data quality across a retail portfolio.

Lease administration teams use Surfaice to turn long lease PDFs and amendment stacks into reviewable, source-backed fields, without re-keying everything into Lucernex (or another lease admin platform) by hand.

Hugo is the in-app agent that runs these workflows. New here? Start with What is Surfaice?.

Common workflows

New lease abstraction

When a store lease or amendment is executed:

  1. Provide the lease PDF (and amendments in order) to Hugo or the lease-abstraction skill.
  2. Review extracted fields: commencement, expiration, options, rent steps, co-tenancy, use restrictions, CAM language.
  3. Correct errors with citations visible.
  4. Save the accepted abstract or export to your lease admin workflow if enabled.

See the step-by-step guide: Lease abstraction.

Amendment and LOI review

Before execution or during renewal:

  • Compare new language to the prior abstract
  • Flag non-standard termination, default, or exclusive-use clauses
  • Extract notification deadlines and option exercise windows

Rent roll and escalation verification

For portfolios with complex rent schedules:

  • Parse base rent tables and escalation triggers
  • Cross-check percentage rent and breakpoint language
  • Validate landlord work letter and allowance references against exhibits

Lease data quality

When lease admin data drifts from source documents:

  • Reconcile abstract fields against the executed PDF
  • Identify missing expiration dates, notice periods, or option records
  • Produce a gap list for remediation before audit season

Scanned lease corpora

Many retail tenants work from image-only PDF scans. Surfaice supports OCR and abstraction on scans, but:

  • Start with one known store before asking for portfolio-wide maps or rollups
  • Ask Hugo how many files it read and which were skipped
  • Use ocr-transcription when you need text search before field extraction

See Agent limitations and Working with Hugo.

What you need connected

SourceWhy
SharePoint / DMSAuthoritative lease PDFs and amendment folders
Lease admin (e.g. Lucernex)Compare or write back accepted fields
Email (user-granted)Amendments and landlord correspondence not filed in the DMS

Example prompts

Abstract this lease and list all renewal options with notice deadlines and page citations.

Compare this amendment to our last abstract for store 1842, what changed in CAM and co-tenancy?

Which stores in the Midwest region have expiration dates missing from the rent roll?

Related skills

SkillUse when
lease-abstractionAbstract or re-abstract a lease PDF via document-abstraction App
cam-dispute-detectorLandlord CAM statement arrives
key-dates-digestPortfolio critical-dates scan
lucernex-portfolio-qaAd-hoc questions over Lucernex data

Full catalog: Lease & portfolio skills

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