Commercial real estate
Automate the admin and legals behind every letting
A deal tracker for commercial real estate asset managers. Built for UK teams, it replaces error-prone tracking in Excel, drafts licences and leases from your Heads of Terms, and works deep inside Microsoft 365. Customised to how your team works and collaborates.
Built by the team behind AI delivery for
Deal tracker
See every deal, and what each one is waiting on
Every letting, renewal and licence across the portfolio in one list: the steps done, the one thing each is waiting on, and who is on it. Deals that have sat too long at a stage turn red on their own.
Each stage has a gate: the documents and sign-offs that must be in hand before the deal moves on. Notes, files and emails live on the deal, not in one person's inbox, so a colleague can pick it up exactly where it stands when someone is away or moves on.
Heads of Terms to lease or licence
Turn agreed Heads of Terms into a draft lease or licence
The terms agreed on the deal are mapped into your own precedent, clause by clause, to produce the first draft. Each clause links back to the Heads of Terms it came from. Licences for commercialisation, concessions and short-term occupation are issued straight from the deal.
When the other side's draft comes back, it is checked against the Heads of Terms and your playbook. A full repairing covenant where an internal one was agreed, a break that has quietly moved, a missing rent-free period: each deviation is flagged before engrossment. Your team issues licences and first drafts itself, and a lawyer's time goes only on the points that need one. Fewer turns on the draft means a smaller legal bill for your client.
Analytics and client reporting
See the whole portfolio without opening a spreadsheet
Occupancy, WAULT, rent against plan and letting velocity across every mandate, live, because they are calculated from the same deals and leases your team is working on. See which schemes are ahead of the business plan and which deals are holding the quarter back.
Quarterly client packs are produced from that data in your house style: budget against actual, leasing activity with commentary, tenant concentration, plan against achieved. The asset manager reviews and sends, instead of spending the last week of the quarter assembling it.
Vacant units
Know which voids cost the most and fill those first
One portfolio-wide list of every vacant unit: size, months void, ERV, business-plan target and empty-rates exposure, sorted by the cost of leaving it empty. A void with a live pre-approval deal stays on the list with a marker rather than vanishing the moment somebody opens a deal.
Start a new deal straight from a void, tenant pre-filled from the contact database. A unit goes under offer at board approval, not at deal open, because until the board has approved terms there is nothing to take it off the market for.
| Unit | Void | ERV | Rates | Status |
|---|---|---|---|---|
| Riverside · Unit 4 | 14 mo | £72,000 | £31,400 | Not marketed |
| Eastgate · Unit 22 | 9 mo | £54,000 | £22,900 | Marketed |
| Eastgate · Unit 14 | 7 mo | £46,000 | £19,600 | Deal open |
| Maltings · Kiosk 2 | 3 mo | £9,500 | £2,100 | Marketed |
See how the deal tracker would fit your team and your process.
Book a walkthroughLease-event diary
Never miss a break, a review or an expiry
Expiries, breaks and rent reviews are derived from the lease terms, never re-keyed. A break is recorded as what it is: who may exercise it, when it falls, the notice period, the penalty, the rent free that falls away if it is not taken. The diary reads it back as "TBO, 24 Jun 2028, 6 months' notice".
Reminders go to the right people at the intervals you choose, by email and in the product, and a renewal deal can open itself as an expiry approaches. How far ahead, who is told and what triggers a new deal are all configured to how your team works.
Letting report
Board and client approvals built from the deal, not retyped
The letting report your client or board approves is pre-filled from the Heads of Terms, not retyped from them. Proposed terms against market evidence, the income effect, comparable lettings and the covenant check, dated to when it was made, in the format your client expects.
Generate the PDF, send it for approval, and the approval satisfies the gate. The covenant score the client approved on stays on the file, because it is a dated record, not a field that gets overwritten.
| Proposed terms | Market evidence | |
|---|---|---|
| Proposed tenant | Kettleworth Coffee Ltd | Independent café, 4 stores |
| Rent | £48,000 pa (£38.71 psf) | ERV £46,000 pa |
| Term | 10 years, tenant break year 5 | Market 5 to 10 years |
| Incentives | 6 months rent free | 6 to 9 months typical |
| Repair | Internal, schedule of condition | Standard for unit size |
| Comparables | 3 lettings, 2025 to 2026 | £35.10 to £39.80 psf |
Tenancy schedule
A tenancy schedule that updates itself when a deal completes
Import each property's schedule from Excel once. From then on, completing a deal writes the new lease to the unit: tenant, rent, dates, breaks and reviews, with an audit entry. Nobody re-keys anything.
Corrections are explicit, audited amendments. Export the schedule to Excel whenever you like, so client reporting and your accounting system carry on as before.
| Unit | Tenant | Status | Rent | Expiry |
|---|---|---|---|---|
| Unit 3 | Harbour Pharmacy | Let | £62,500 | 24 Mar 2031 |
| Unit 7 | Northlight Books | Let | £38,000 | 29 Sep 2029 |
| Unit 9 | Fable & Thread | Let | £54,000 | 24 Jun 2035 |
| Unit 14 | Kettleworth Coffee | Deal open | Void | Board approval |
| Unit 18 | Bellweather Opticians | Holding over | £41,200 | 25 Dec 2025 |
| Unit 22 | Vacant | Vacant | Void |
Tenant finder
Find the next tenant in the deals you have already done
Ask in plain English: every food, beverage or leisure operator who could take a 2,100 sq ft unit from January. The answer comes from your CRM, your letting history and the enquiries your team has logged, with the person to call and what they last took.
Requirements that came in with no unit to offer are kept, so when a void appears the match is already waiting. Add a candidate to the deal in one step and their contact and covenant records come with them. Works with the CRM you already run, or acts as one if you do not.
Your process
Your stages, your gates, your clients' rules
Customised to how your team works and collaborates. Your stages, your gates, your clients' paperwork rules, and who needs to see what.
Settings hold the workspace default. Each client mandate can override it. Each deal snapshots its own copy at creation and can be tailored after. Editing the default never rewrites a running deal.
Stages and their order
Add, remove and reorder. A new transaction type is a new process, not a new release.
Entry gates
Which documents and confirmations must be in hand before each stage, and who is responsible.
Expected durations
Per stage. Legals can legitimately take months; a surveyor's costs should take weeks. Leave one blank and it never flags.
Per-mandate rules
"This client takes no letting report" lives on the mandate, so nobody has to remember it deal by deal.
Per-deal tailoring
Untick a stage on one deal without touching the default or any other live deal.
Roles
Admin, Editor and Viewer. Viewers see the portfolio; Editors run deals; Admins shape the process.
Fits the stack you already run
Not a rip and replace
Your accounting system stays
MRI Qube Horizon, Yardi, Propman or whatever you run for rent collection and service charge stays exactly as it is. The deal tracker is the layer on top for the transactions those systems do not cover.
Microsoft 365 is where the work happens
Sign in with your Microsoft account. Heads of Terms stay as Word documents. Emails and their attachments are filed to the deal stage they belong to, with sender, date and subject captured.
Excel is the way in and always the way out
Tenancy schedules come in by workbook with a saved column mapping per property. The schedule and the availability list export to Excel at any time, so your client reporting keeps running.
Sign in with Microsoft 365, import direct from SharePoint, and have incoming email matched to the right deal. Working with a law firm on the leases? Point them to AI for real estate lawyers.
Frequently asked questions
Does it replace MRI Qube Horizon, Yardi or Propman? +
No. Your property management and accounting system stays exactly where it is and keeps running rent collection and service charge. The deal tracker sits on top as the layer for lettings, renewals and the tenancy schedule, reconciles its schedule against the one in MRI or Yardi, and exports to Excel at any time.
Our deal process is different from the one shown. +
It will be. Stages, the documents and confirmations that gate each stage, decision prompts and expected durations are configured by your administrator, not by us. Per-client rules sit on the mandate, so a landlord who takes no letting report is a setting. Any stage can be unticked on an individual deal.
What happens to our tenancy-schedule spreadsheets? +
Each property's workbook is imported once, with a column-mapping step because columns differ between properties. After import the product is the system of record for that asset and the schedule is maintained through deals and audited amendments. You can export it to Excel whenever you like. The source workbook is never written back to.
Where is our data hosted and who can see it? +
In a UK Azure region, on your own sub-domain, hosted and managed by CompleteFlow. Access is by role, so viewers see the portfolio while editors run deals. Every stage advance, decision, generated document and amendment is on the audit trail with who did it and when.
Does it draft the lease itself? +
It produces the first draft from the agreed Heads of Terms using your own precedent, and checks any returned draft against those terms and your playbook. Licences can be issued directly from the deal. Where a lease needs a solicitor, they receive the draft and the comparison, so their time goes on judgement rather than first drafts.
What does it cost? +
Pricing depends on the size of the portfolio and the number of users. Book a walkthrough and we will give you a clear figure on the call.
See the deal tracker in action
A 30-minute walkthrough of the deal tracker, and how it would fit your process and the systems you already run.
Book a walkthrough