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Learn what to review, where to find it, and how to submit updates during your 3-week Lease Admin Reconciliation Period.
After your lease records have been abstracted and imported into your Occupier Account and you have completed your Occupier Kick-off your three-week reconciliation period to review the data and confirm everything looks accurate will begin.
Please review the below guides to familiarize yourself with your account's data.
Overview
During the reconciliation period, we recommend:
- Reviewing the Open Items Sheet provided by our team, which includes a lease-by-lease breakdown of any questions or flags that came up during abstraction
- Submitting any necessary changes to our team. Use the Open Items Sheet to input your responses in the designated column. Once completed, either notify your Customer Success Manager or email the sheet back to the Customer Success Team for processing.
- Cross-checking data in Occupier against your previous tracking system (Excel, legacy software, internal database, etc.)
Review Open Items
You were provided an Open Items Sheet highlighting any lease-specific questions or follow-ups from the implementation process.
How to respond to Open Items:
- Excel File: Enter responses in the customer response column and email the completed sheet to our team. We’ll update the records for you.
- Google Sheet: Add your responses directly in the sheet and notify our team once complete. We’ll update the records for you.
- Directly in Occupier: If preferred, you may also make updates within the platform.
This sheet serves as part of your review checklist. After the three-week reconciliation period, any outstanding edits will be handled by your team with guidance from us.
Review Key Lease Dates
Where to check: Lease Dashboard
Make sure the following are correct for each lease:
- Possession Date
- Lease Commencement Date
- Rent Commencement Date
- Expiration Date
Use your internal records to verify accuracy.
Use your internal records or previous tracking system to verify each date. These dates often impact rent schedules, options, and reporting timelines—so accuracy here is essential.
Export Your Lease Dashboard
The simplest way to review this data in bulk is by exporting your Lease Dashboard. You can configure and filter your dashboard prior to export to include only the fields and lease types you're reviewing. This creates a clean, side-by-side view to compare against your internal lease records.
How to Export:
- Navigate to your Lease Dashboard
- Click Configure to add or remove columns (e.g., Possession Date, Commencement Date, Expiration)
- Click Filter to narrow down which records you want to review (e.g., by status, location, or Entity)
- Once your view is set, click Export on the top right corner of the table
- A .xlsx file will be sent directly to your email for download and review
Review Financials
Where to check:
- Within each Lease Record > Financials Tab
- Or via the Portfolio-level Financials Export
Confirm the following details for each lease:
-
- Base Rent amounts
- Rent Escalations and Rent Schedules
- Abated or Deferred Rent (if applicable)
- Security Deposit
- Percentage Rent or Improvement Allowance
- Fixed Additional Rent
Use your internal financial records, rent schedules, or legacy system reports to verify that all amounts and terms are captured accurately.
Export Monthly Rent Obligations
Rather than reviewing leases one at a time, we recommend exporting Monthly Rent Obligations to view all financial details across your portfolio in a single spreadsheet.
This allows for a cleaner comparison and easier identification of any discrepancies.
How to Export:
- Navigate to the Financials page from the main left-hand menu
Note: This page displays current month rent variance
- Click Export on the top right corner of the table
- Select Monthly Rent Obligations (recommended for financial audit)
- A .xlsx file will be sent directly to your email
Please Note: Any filters applied on the Financials page will be reflected in your export results only and will not affect the saved dashboard view.
This export includes all base rent and additional charges in one place, making it ideal for cross-checking against internal models or accounting schedules.
Review Critical Dates
Where to check: Critical Dates Index Page
Your Critical Dates Index provides a centralized view of upcoming and past-due lease events. During reconciliation, confirm that all time-sensitive dates have been captured and correctly categorized.
Key dates to review include:
- Extension / Renewal Options (including Auto-Renewals)
- Tenant or Landlord Termination Notices
- Security Deposit Return
- Security Deposit Burndown
- Custom Critical Dates
Cross-check these against your internal trackers or calendar reminders to ensure nothing has been missed or misclassified.
Export Your Critical Dates
To easily audit your portfolio’s key events, we recommend exporting the full Critical Dates Index.
How to Export:
- Navigate to the Critical Dates tab from the left-hand menu
- Apply any Filters you’d like (e.g., status, date range, event type)
- Click Export on the top right corner of the table
- A .xlsx file will be emailed to you with all visible critical dates
This export is ideal for spotting any missing Renewal Options, expiration alerts, or compliance-related deadlines at a glance.
Review Clauses
Where to check: Clause Index Page
Review all abstracted clauses, including any custom clauses that are not part of Occupier’s standard set.
How to Export:
- Navigate to the Clause index page from the left-hand menu
- Apply any Filters you’d like (e.g., location, clause type)
- Click Export on the top right corner of the table
- A .xlsx file will be emailed to you with all visible critical dates
Review Custom Requests
Types of Custom Fields:
- Lease-level fields: Open lease records individually or go to the Lease Dashboard > Configure > select only your custom fields (typically listed at the bottom) > export.
- Clauses: Refer to the Review Clauses section > filter by clause type > export.
- Critical Dates: Refer to the Review Critical Dates section > filter by event type > export.
- Expenses: Refer to the Review Financials section > filter by expense type > export.
What Happens After 3 Weeks?
Once the reconciliation period ends:
- You'll have full confidence in the accuracy of your lease data in Occupier.
- Your team will take full ownership of the account and be able to make updates independently.
- You'll have access to all Occupier support resources, including:
- Our Knowledge Base
- 24/7 AI-powered Live Chat
- Weekly Lease Admin Office Hours
- And, of course, our Customer Success team is always here if you need help
Questions?
Reach out to your Customer Success Manager, email customersuccess@occupier.com or jump into Occupier’s Live Chat if you need assistance or would like to schedule a refresher training session.
Still need help?
Join Our Weekly Office Hours
Ask your questions live during Lease Admin Office Hours:
Tuesdays at 2pm ET / 1pm CT / 12pm MT / 11am PT