Pain Points - Case studies

A Quick Service Restaurant (QSR) client with over 400 branches nationwide struggled to manage lease data and invoices efficiently. Their reliance on Excel spreadsheets caused disorganization in accessing lease details, calculating variable rents, and processing invoices. Operating under a revenue-sharing model at 50% of their prime location outlets complicated invoice management further.

Challenges Faced

Decentralized Data Management: The client struggled to access lease data in an organized and centralized manner, slowing down decision-making processes.

Complex Invoice Management:

- Segregating leases with fixed and variable rents.

- Calculating revenue share for leases in prominent locations.

- Managing landlord expenses and payment responsibilities.

- Manual Errors and Delays.

Solution Provided by Lease Portfolio 365

After assessing their needs, the client chose Lease Portfolio 365 for its robust, automated lease invoice management solution.

Centralized Lease Data Management:

- Leases were categorized into fixed and variable rent models.

- Revenue-sharing leases automated the calculation of variable rents based on predefined revenue share percentages.

Automated Invoice Management:

Expense Grouping: All tenant-responsible expenses were grouped and scheduled for invoicing.

Automated Notifications: An automated email was sent during the payment month to confirm expenses.

Matching Process: The submitted data was matched with system data, and invoices were automatically labelled as "Matched" or "Mismatched" based on the results.

Status Automation: The dashboard included filters such as “Below Three Months,” “Three to Six Months,” and “Six Months or More” to simplify tracking and managing expiring leases.

Upcoming Events Tab: The lease status updates dynamically based on actions taken, ensuring real-time payment tracking.

Streamlined Workflow for Accounts Team:

- Matched invoices could be approved and sent for payment with a single click.

- The system highlighted mismatched invoices for review, significantly reducing the workload for the accounts team.

Results Achieved

Increased Efficiency: Automating invoice management saved time, eliminated manual errors, and improved efficiency.

Streamlined Revenue Sharing: Automated calculations for revenue-sharing leases ensure accuracy and transparency in rent payments.

Improved Accounts Workflow: The accounts team could focus on resolving mismatched invoices rather than processing all invoices manually.

Centralized Access to Lease Data: Lease Portfolio 365 offers a centralized database for accessing lease details, enhancing control and visibility.

Conclusion

Lease Portfolio 365 improved the QSR client's lease invoice management by automating key processes, enhancing accuracy, and reducing administrative burdens. It handles both fixed and variable rent models while automating landlord communications and invoice approvals for over 400 branches. This allows the client to scale their business without lease-related inefficiencies.

Simplify your lease invoice process—discover how automated rent calculations and one-click approvals save time and effort.