# Know which lease items need action before they become problems.
Surfaice turns leases, amendments, emails and spreadsheets into critical dates, open questions and next actions, each one cited back to the source clause.
Works across your existing lease systems, documents, emails and spreadsheets.
**emails / day A single lease administrator can field hundreds of inbound emails a day.**
500
**days to reply Average reply time stretches across days when the context is scattered.**
3
**fields / lease Dates, options, amendments, exceptions and obligations to extract, validate and route.**
200+
The problem
## Abstraction is where the work starts. Knowing what needs action is the hard part.
Retail lease teams pull hundreds of fields, clauses, dates and obligations from dense documents, but context rarely stays in one place. Data sits in the lease system, history in email, exceptions in spreadsheets. The result: compliant systems that store the data, while teams still rebuild operational context by hand.
- Fail 01 The character-limit problem A 1,500-word co-tenancy clause becomes a 255-character field. The data is stored, but the lease logic gets lost.
- Fail 02 No one watches the outside world Anchor closures, filings, notices and landlord changes happen across hundreds of locations. Your lease system only knows when someone updates it.
- Fail 03 Rights expire while teams are busy Co-tenancy rights often run on 30, 180 day windows. Miss the window, and the right may be gone.
- Fail 04 Institutional memory doesn't last Workarounds, exceptions and lease logic accumulate over years. When people leave, the context leaves too.
- Fail 05 Conflicting data across systems Lease admin, POS, finance and planning can show three versions of the same location. Your team reconciles the truth by hand.
Every gap between systems gets filled by people.
Your team reconciles the truth manually, one lease at a time.
The real cost
## Lease data creates value only when it turns into action.
Rights, windows and CAM issues matter only when teams can find the source, trust the data and act before the deadline.
- Missed windows Rights expire while teams chase context Renewal options, co-tenancy rights and notice periods run on tight deadlines. When context is scattered, the window closes before anyone acts.
- CAM without source Charges are hard to challenge without the lease language Reconciliation disputes repeat when teams cannot tie landlord charges back to caps, exclusions and audit rights in the source lease.
- Manual reconciliation Every system shows a different version of the location Lease admin, finance, POS and planning disagree, and someone rebuilds operational truth by hand before anyone trusts the number.
The operational layer
## Keep your lease system. Add the layer that helps your team act on it.
Lease systems today
### Stores the record
- Holds lease data in fields
- Compresses long clauses into short fields
- Alerts only on dates someone entered manually
- Has limited visibility into outside signals
Stores the record, your team still manages the work.
The Surfaice layer
### Surfaces what needs attention
- Reads leases, amendments, clauses and carve-outs
- Connects documents, emails, dates and outside signals
- Surfaces the clause, deadline, source and next action
- Cites findings back to the exact lease page and clause
Turns lease data into work your team can act on.
What Surfaice does
## Abstraction is the foundation. Actionable lease work is the outcome.
Lease abstraction and re-abstraction: extracts fields, dates, clauses and obligations, validates them with confidence scoring, and cites the source page and clause.
5 capabilities on the foundation layer, all of them on this page.
### 01 Critical dates & renewals
See the windows before they close.
- Finds renewal options, notice periods and expirations
- Surfaces the source and window details
- Alerts before the action window closes
### 02 CAM audit intelligence
Find charges that need review.
- Ties caps, exclusions and audit rights to lease language
- Flags charges and clauses that may be risky
- Supports review before reconciliation closes
### 03 Co-tenancy intelligence
Find the rights. Beat the clock.
- Matches triggers, anchor changes and landlord rights to leases
- Surfaces triggers, deadlines and required actions
- Prepares context for notice and execution
### 04 Portfolio intelligence
Ask portfolio questions. Get source-backed answers.
- Answers lease questions across locations
- Cites answers back to source documents
- Highlights patterns, exceptions and exposure
### 05 Location data unification
One location, one operational truth.
- Reconciles lease admin, finance, POS and planning data
- Detects conflicts and mismatches
- Improves confidence in reporting and decisions
- Works with what you have No rip-and-replace, no data migration. It layers onto the systems already in place.
- Built for lease teams Designed for how lease administrators actually work, not a generic document tool.
- Humans stay in control Surfaice assembles the context and the source. Your team makes the call.
How it works
## An operational layer across the systems your team already uses.
1. Lease + amendments + email + signals
2. Surfaice layer
3. Source-backed packet
4. Human review
1. 01 Reads the full lease Leases, amendments, clauses, carve-outs and footnotes, not just the abstracted fields. Source lease + page + clause
2. 02 Connects outside signals Watches closures, filings, notices and market changes that may affect rights or obligations. Relevant trigger detected
3. 03 Matches triggers to leases Connects each signal to the right lease, location, clause and deadline. Trigger matched to lease
4. 04 Prepares the action packet Clause, deadline, source context, financial impact and suggested next step, before the window closes. Context + source + next action
5. 05 Keeps humans in control Surfaice prepares the work. Your team reviews, approves and makes the judgment call. Team decision, source-backed
## Increases the value of the systems you already own
- Lucernex Store lifecycle
- Tango Store lifecycle
- CoStar Store lifecycle
- MRI Software Store lifecycle
- Procore Construction
- Autodesk Construction Cloud Construction
- ServiceChannel Facilities
- Fexa Facilities
- SAP ERP & finance
- Microsoft Dynamics ERP & finance
- Oracle / PeopleSoft ERP & finance
- Monday.com Project management
- Notion Project management
- Asana Project management
- FranConnect Project management
- Smartsheet Documents
- OneDrive Documents
- Box Documents
- Dropbox Documents
- Excel Documents
- Outlook Communication
- Gmail Communication
- Microsoft Teams Communication
- Google Calendar Communication
[Request a custom integration](/demo?context=custom-integration)
Get started
## Rights won through negotiation shouldn't be lost through inaction.
Surfaice helps lease teams surface rights, renewals, CAM issues and next actions across the systems they already use.
[Book a demo](/demo?context=lease-admin)
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