How Automated Lease Alerts Reduce Risk, Save Time, and Keep Your Team Aligned

Managing leases across multiple locations means juggling dozens of critical dates, payments, and obligations. Renewal windows, tax bills, insurance certificates, percentage rent deadlines, the list is endless.

Without automation, it’s only a matter of time before something slips through the cracks. That’s why automated lease alerts aren’t just a nice-to-have, they’re an operational safeguard.

At Property Works, our Alert Report brings everything into one weekly snapshot (emailed every Wednesday morning at 10am EST) and can also be generated on-demand in SiteHub. Each report is tailored by role, so accounting sees what accounting needs, real estate sees what real estate needs, and so on.

Here’s how it reduces risk, saves time, and keeps your team aligned:

1. Reduce Risk by Tracking What Really Matters

The Alert Report isn’t generic—it surfaces the exact obligations that operators struggle to keep track of. Just a few examples include:

• Lease expirations and option windows (so you never miss a renewal opportunity).

• Percentage rent deadlines (certifications, payments, reconciliations, statements).

• Insurance certificate expirations (a common source of compliance penalties).

• License and permit renewals (alcohol, health, or business licenses).

• Franchise agreement expirations (critical for multi-brand operators).

• Tax bills and assessments (pending, missing, or due).

• Rent escalations and abatements (flagging changes well in advance).

Missing just one of these deadlines can cost thousands—or jeopardize a location altogether. Automated alerts make sure that never happens.

2. Save Time with Automated Delivery

Instead of digging through spreadsheets or relying on calendar reminders, the Alert Report delivers upcoming obligations directly to your inbox. Each item includes the critical date, how far in advance it’s flagged, and who it applies to.

That means:

• Accounting doesn’t waste hours reconciling late charges.

• Operations doesn’t scramble to renew a license at the last minute.

• Real estate isn’t blindsided by an unexpected termination window.

Automation means your team is proactive, not reactive.

3. Keep Every Department Aligned

One of the biggest advantages of automated lease alerts is that they cut across silos. Each department sees only what’s relevant to them, but everyone stays in sync.

• Real Estate: Alerts for renewals, terminations, options, or critical landlord obligations help your team stay proactive in negotiations and site strategy.

• Accounting: Alerts for rent escalations, percentage rent deadlines, and tax bill due dates ensure accurate payments and prevent late fees.

• Development: Project-related alerts, like construction milestones or turnover dates, keep remodels and new builds on track.

• Legal: Alerts for franchise agreement expirations, rights, or lease obligations give the legal team visibility before risks become disputes.

• Facilities: Alerts for insurance certificates, maintenance responsibilities, and landlord compliance protect against unnecessary repair costs.

• Executive: High-level reporting on all upcoming critical dates provides leadership with the clarity needed for confident decision-making.

With automated alerts, each department has the foresight to act before issues become expensive problems, while leadership gains a unified view of portfolio health.

The Bottom Line

Lease administration isn’t just about storing documents—it’s about staying ahead of deadlines, obligations, and costs. Property Works’ Alert Report gives you the confidence that every critical date is captured, communicated, and acted on.

Whether you’re running 20 locations or 2,000, the Alert Report is one of the simplest ways to protect margins, reduce risk, and free your team from tedious tracking.