Office building management software for leases, charges and tenants
Every lease of the building on one register: floors and units, rent steps, indexation, critical dates and the service charge year from budget to settlement, with the occupancy of the building from the same platform. Built for the owners and managers of multi-tenant office buildings and business parks.
A 30 minute demo with a local Vemco team. Company email, no commitment.
What an office landlord keeps in VemLease
An office building has many tenants on different floors, each with its own lease, its own rent review date and its own share of the running costs. VemLease keeps all of it on the building and on the lease, where the property and finance teams can see it.
The building, floor by floor
The building with its address and floors, and every lettable unit on it: offices, storage rooms and parking spaces, each with its area, its status and its start and end date.
Units that change
When a tenant takes half a floor, or two units become one, the units are split or merged from a date. The old units are ended, never deleted, so the lease and invoice history stays readable.
Leases with critical dates
Expiries, renewal options, break options and rent review dates are tracked on the lease, with alerts before they fall due.
Rent steps and indexation
Rent steps and indexation are set on the lease in one flow, so the rent of every floor is known for every year of the term.
Service charges on the building
The cost budget of the building, the allocation keys, the quota invoices and the year-end settlement, run on the building and billed to each lease.
Companies and portfolios
Leases are kept per company and per management file, so an owner with several buildings, several legal entities or several markets runs them in one system.
The service charge year of an office building, from budget to settlement
In a multi-tenant office building the running costs are where most of the questions come from. This is how the year runs when the building is in VemLease.
1. The budget is set on the building
The expense budget for the year is entered per cost line: cleaning, security, utilities, insurance, maintenance and administration.
2. The budget is split by allocation keys
Each cost line is split between the units by an allocation key: a coefficient per unit, or a direct charge to one unit. As many keys as the building needs, defined once on the building.
3. Quotas are invoiced and costs are followed
The quotas are invoiced to the tenants monthly or quarterly and collection is followed. Supplier invoices are recorded through the year and compared with the budget.
4. The year is settled
At year end the budget is settled against the actual costs and each tenant's share is compared with what was billed, so the amount due or the credit follows from the year, not from a spreadsheet built in January.
What a lease may or must say about recoverable costs, caps and vacant space is for your legal adviser; VemLease keeps what was agreed and bills it as agreed.
The lease, next to how the building is used
VemLease is built on the Vemco platform that counts visitors and measures occupancy in offices, public buildings, retail and shopping centres. The lease of a floor and the use of that floor sit side by side.
Occupancy from VemSpace
Occupancy and space use for the floors, meeting rooms and areas you manage, from the same platform as the leases.
Visitors from Vemcount
Visitors per entrance and floor, from the platform that counts 60+ million people a day.
Your ERP and CRM
Connectors for SAP, Microsoft Dynamics, Sage and Salesforce, and a REST API for the rest.
One lease system behind the building
Each part of the work has its own page.
CAM and service charges
The charges of each lease, reconciled next to the lease they come from.
Lease tracking and critical dates
Renewals, options, reviews and expiries, with alerts before they fall due.
Shopping centres and retail chains
The same system for retail property: from the landlord side and from the chain side.
A lease system with a company behind it
The software is most of the decision. The rest is who stands behind it.
More than 20 years of lease management
VemLease was tbGold365 for more than 20 years. Today it is part of Vemco Group, and 1,500+ properties are managed with it.
A local team
Your demo and your support come from Vemco Group’s local offices. VemLease is cloud based: as a shared service on AWS, in a separate AWS account for your company, or installed in your own Azure, Google or AWS cloud.
A platform buildings already use
Vemco Group has 55,000+ installations in 98+ countries and counts 60+ million people a day, in offices, public buildings, retail chains and shopping centres.
Office building management software: common questions
What is office building management software?
Office building management software keeps the leases, tenants and charges of an office building in one system: the units on each floor, the lease of each tenant with its rent, dates and clauses, the service charge budget and its settlement, and the invoices that follow from them. VemLease is that lease, charge and tenant side of running a building, for one building or a portfolio. It is also called commercial property management software or lease administration software.
Can one tenant lease several floors, or half a floor?
Yes. One lease can hold several units, each with its own end date, and a unit can be an office floor, a storage room or a parking space. When a tenant takes half a floor, the unit is split from a date; when two units become one, they are merged. The old units are ended, never deleted, so the history of contracts, invoices and occupancy stays readable.
How are the service charges of the building split between tenants?
By allocation keys defined on the building: for each cost line a coefficient per unit, or a direct charge to one unit, with as many keys as the building needs. The budget is split by those keys into quotas, the quotas are invoiced monthly or quarterly, and at year end the budget is settled against the actual costs. What a lease may or must say about recoverable costs and vacant space is for your legal adviser.
How does VemLease handle rent reviews and indexation?
Rent steps and indexation are set on the lease when it is created, in one flow, so the rent of each floor is known for the years ahead. In several markets government indexes can be read automatically and applied through the lease clause. Review dates are tracked with the other critical dates, with an alert before they fall due.
Does VemLease work for a business park or a portfolio of office buildings?
Yes. A building in VemLease can be an office building, a business park, a shopping centre or a residential property, and leases are kept per company and per management file. An owner with several buildings, several legal entities or several markets runs them in one system, with the rent roll and the critical dates reported across the portfolio. VemLease covers commercial, residential and special-purpose real estate, with 1,500+ properties managed.
Which systems does VemLease connect to?
VemLease has connectors for SAP ERP, Microsoft Dynamics, Sage and Salesforce, a REST API, and a SQL Server data cube that any BI tool can read, next to customisable reports and dashboards.
See VemLease on your own building
A 30 minute demo with a local Vemco team. Company email, no commitment.