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Property agent

Lease abstraction

Every new lease and amendment turned into a clean record, with every option, escalation and notice date tracked and on the calendar.

Built from our Contract obligations agent, set up for leases and their amendments.

  • $12,500 fixed
  • Live in 3 to 6 weeks
  • Yours to keep
Let’s build your agent How it works
The review screen for Lease abstraction: four items, three done, and one (Clause unclear) waiting for the lease administrator, who is asked: The renewal notice window reads two ways. Rely on the amendment’s 90 days?
How it works

Thirty-eight pages of lease, every key date on the calendar.

Here’s a typical run, step by step: what automation handles, what the agent does, and the calls that stay with your team.

The workflow for Lease abstraction, in 5 steps. It starts with “Lease documents come in” and ends with “An abstract and a calendar”. Each step lists what automation, the agent and your team do there.
Lease abstractionA typical run
Starts withLease documents come inRetail B’s ten-year lease and its two amendments land in the document store, 38 pages in all.
Automation: Collects the original lease, both amendments and any side letter filed for Retail B, and puts them in date order.
~6h/mo

Step 1 of 5Gather the documents

  • Automation

    Collects the original lease, both amendments and any side letter filed for Retail B, and puts them in date order.

    Documents filed under a suite and a property can be found by a search, not by reading.

Reads
  • Document store
Writes
  • Lease record

~6 hours a month back

The agent: Finds the rent and its 3% step from month 13, both 5-year renewal options, the notice window and the CAM cap, each linked to its page.
~48h/mo

Step 2 of 5Read all 38 pages

  • The agent

    Finds the rent and its 3% step from month 13, both 5-year renewal options, the notice window and the CAM cap, each linked to its page.

    The renewal option is on page 31 in one lease and buried in an exhibit in the next. Nothing sits in a fixed spot.

Reads
  • Document store
Writes
  • Lease record

~48 hours a month back

Where teams differMost firms track twenty or so terms. Retail owners add co-tenancy, exclusives and percentage rent.

The agent: Sees the amendment cuts renewal notice from 180 days to 90 without saying if that covers both options, and flags it.
IfYour team: Reads both clauses side by side and records which notice window applies, or sends the question to counsel.
~10h/mo

Step 3 of 5Check the amendments

  • The agent

    Sees the amendment cuts renewal notice from 180 days to 90 without saying if that covers both options, and flags it.

    Amendments often restate a term in new words instead of naming the section they change, so a gap is easy to miss.

  • Your teamIf a clause reads two ways

    Reads both clauses side by side and records which notice window applies, or sends the question to counsel.

    A wrong notice date can cost the renewal. Someone has to own which reading you rely on.

Reads
  • Document store
Writes
  • Lease record

~10 hours a month back

Automation: Writes each settled term into your abstract template in the property system, with a link to the page and clause it came from.
~14h/mo

Step 4 of 5Write the abstract

  • Automation

    Writes each settled term into your abstract template in the property system, with a link to the page and clause it came from.

    The terms are settled and the template has a box for each. It’s copying, done carefully.

Reads
  • Lease record
Writes
  • Property system

~14 hours a month back

Automation: Adds the rent step, the renewal notice deadline and the CAM cap review, each with its reminders set well ahead.
The agent: Drafts a short list of what falls due in the next 90 days and what each one asks of the team, like Suite 400’s option to renew.
~8h/mo

Step 5 of 5Watch the dates

  • Automation

    Adds the rent step, the renewal notice deadline and the CAM cap review, each with its reminders set well ahead.

    A date and a reminder rule are all a calendar entry needs.

  • The agent

    Drafts a short list of what falls due in the next 90 days and what each one asks of the team, like Suite 400’s option to renew.

    A bare date says “Sep 15”. The list says whose option it is and what the team has to decide before then.

Reads
  • Lease record
Writes
  • Calendar

~8 hours a month back

Where teams differHow far ahead to warn is a house habit: a year out for renewals at some firms, 90 days at others.

Ends withAn abstract and a calendarEvery term saved with a link to its page, and every critical date set with its reminders.
Total~86h/mo

What changes

Every term in a new lease lands in the record with its page linked, and every date gets a reminder. When two clauses clash, a lease administrator decides which stands.

  • 3steps automated
  • 3steps for the agent
  • 1call kept with your team

Pick any step to see what happens there and why it sits in that lane.

What it could be worth

~86 hours a month back

$56,800 a year in time

For a portfolio signing or amending about 25 leases a month, at $55 an hour. We work out yours from your own volumes before you sign.

Let’s build your agent
What we customize with you

One proven agent, plugged into how you work.

Every team does this job a little differently, so we set these five with the people who do it today. We’ve done this in dozens of businesses, so we know where teams usually differ and ask about those first.

The agent

Same for every client
  • Follows the same proven steps
  • A person on every exception
  • Every decision logged
  • Tested on your past work first
  • Never changes a lease term

  1. Your systems

    Where the work comes in, and where the result goes.

    For this agentLeases from your document store, abstracts into your property management system.

  2. Your rules

    The limits and exceptions it works to.

    For this agentThe terms you track, and how far ahead each reminder goes.

  3. Your team

    Who signs off, and who covers when they’re away.

    For this agentThe lease administrator for anything ambiguous.

  4. Your channels

    Where your team hears from it.

    For this agentCalendar reminders, and a monthly list of what’s coming up.

  5. Your output

    What it hands back, in the format you already use.

    For this agentAn abstract in your format, with each term linked to its page.

CAM reconciliation is its own agent in this catalog. Negotiating renewals and giving legal advice stay with your team and counsel.

What you get

The agent, and everything that keeps it working.

  • The agentRunning on your systems, under your rules.
  • The review screenWhere the exceptions land for your lease administrators.
  • Your rulebookYour limits, exceptions and who signs off, in one place, often for the first time.
  • A test reportYour past leases, run through it and checked against the number.
  • The runbookHow it works, what to check, and what to do if it stops.
  • 30 days of tuningAfter it goes live, through a full month of your real leases.
The number we agree

Critical dates missed, which should be none. We measure it before we start, and again at day 30.

How we get there

Live in 3 to 6 weeks. About seven hours of your time.

We do the building. Your side: access, twenty leases with their amendments, and a short weekly check-in.

  1. Before kickoff

    We send the access checklist.

    You, 2 hours. Access, an owner, and twenty leases with their amendments.

  2. Weeks 1 to 2

    We connect your systems and set it up.

    You, 1 hour. Walk us through your rules.

  3. Weeks 2 to 4

    We test it on your past leases.

    You, 1 hour. Review what it flagged.

  4. Weeks 3 to 6

    It runs beside your team, then goes live.

    You, 1¼ hours. Work from the review screen.

Then 30 days of tuning, with a short check-in each week, about two hours of yours. At day 30 we show you the number and hand everything over.

After it’s live

It keeps running whether or not we stay.

  • It runs in your accounts

    Your cloud, your systems, and an AI account in your name, billed by the provider at their rates.

  • Changes in the first 30 days are included

    A new rule, a changed limit, someone new signing off. That’s what tuning is for.

  • After that, your call

    Your team edits the rulebook, the care plan covers it, or a bigger change is quoted first.

Questions

About this agent.

What about old, scanned leases?
It reads scans too. Anything it can’t read clearly, like a handwritten change, goes to your lease administrator.
Does every term link back to the lease?
Yes. Each term in the abstract points to the page and clause it came from, so anyone can check it.
Our process isn’t quite like this. Will it still work?
That’s the usual case. The job looks the same in most businesses, but the details never do. We map how your team does it today, then set the rules, systems and approvals to match. That’s what most of the 3 to 6 weeks are for.
How do we agree the number?
Together, before any work starts. For this agent it’s the critical dates missed, which should be none. We measure it before we start, and again at day 30.
What does it cost to run once it’s live?
Hosting and AI, paid straight to the providers, not through us. It usually runs 5x to 25x cheaper than doing the same work by hand, and we work out your figure from your real volumes before you sign.

Want every option and notice date tracked?

Tell us how your team handles leases today. We’ll show you this agent on examples like yours, and whether it fits the fixed price.

Let’s build your agentBack to Real estate & construction
New to Switchboard Agents? How it works, what’s included, and what it costs.
  • 3 to 6 weeksto live, then 30 days of tuning
  • $12,500fixed, per agent
  • Yours to keepno license fees
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Switchboard Agents$12,500 fixed · live in 3 to 6 weeks How it works Let’s build your agent