In lease administration, the signing of a lease agreement marks only the beginning of a long-term management responsibility. Over the course of the lease lifecycle, critical events such as rent reviews, renewals, and variations occur regularly and often require timely action and accurate documentation. These events are not only operationally significant; they also have a direct impact on financial reporting, budgeting, and regulatory compliance.
Yet, despite their importance, lease events are frequently overlooked or poorly managed. For many organisations, particularly those with large and complex lease portfolios, managing these events efficiently remains a persistent challenge. At Nomos One, we have designed our platform to address this issue directly. Supporting lease managers and property teams in not only tracking but confidently managing every lease event from beginning to end is at the core of Nomos One’s functionality.
Lease events as strategic milestones
Lease events are key moments within a lease’s lifecycle that trigger changes to its terms, financial conditions, or obligations. These events include (but are not limited to) rent reviews, renewal options, lease variations, terminations, and commencement or expiry dates. In addition, many businesses track operational events such as maintenance schedules, compliance inspections, or other milestones specific to their property strategies. Failure to manage these events appropriately can lead to missed financial opportunities, unexpected costs, and exposure to compliance risks, particularly under standards such as IFRS 16 (AASB 16) or IPSAS 43. Timely and accurate management of lease events is therefore essential for maintaining data integrity, optimising lease performance, and upholding reporting obligations.
Common challenges in event management
From our discussions with clients and property professionals, a recurring theme emerges - while lease events are well understood in theory, managing them in practice is often far more difficult. Lease administrators and property managers are typically involved in numerous high-value tasks, including negotiations with landlords, handling disputes, and coordinating operations across multiple locations. Given the intensity of these responsibilities, it is not uncommon for events to go unrecorded or to be actioned later than intended. In many organisations, critical updates are delayed due to manual processes, siloed information, or the absence of timely reminders. Over time, these small gaps in event tracking can escalate into larger issues, affecting data accuracy, decision-making, and compliance.
How dedicated software facilitates efficient event management
Efficient management of lease events requires more than manual reminders or static spreadsheets. It demands a dedicated system that can proactively track, notify, and guide users through time-sensitive processes. Modern lease management software plays a critical role in addressing these challenges by automating event tracking and helping ensure that key dates and obligations are not overlooked. With the right software in place, users receive timely notifications via email and within the system dashboard, covering a wide range of events such as rent reviews, renewal deadlines, terminations, and lease variations. These alerts are strategically timed to give teams adequate lead time to prepare, take action, and engage stakeholders when needed.
Nomos One also allows for the creation of custom events, tailored to operational or compliance requirements, such as periodic maintenance or inspection schedules creating a holistic lease management platform. Nomos One delivers these capabilities through a comprehensive platform designed to ensure lease events are tracked accurately and addressed in a structured, proactive manner, helping reduce risk, improve visibility, and enhance operational control across the lease portfolio.
Promoting accuracy and consistency with structured workflows
Beyond notifications, Nomos One incorporates intuitive workflows that guide users through the process of managing and recording lease events. When a lease event, such as a rent review, occurs the system provides a step-by-step interface to capture relevant changes, update the lease terms, and apply those changes to the agreement and associated records. This approach helps ensure that updates are consistently applied, reducing the risk of manual error and eliminating the need to track changes across disconnected systems. The platform automatically maintains an audit trail of each action taken—an essential feature for maintaining transparency and ensuring accountability. These workflows not only enhance operational efficiency but also contribute to stronger governance practices, particularly for organisations operating in regulated sectors or subject to external audits.
Portfolio-wide oversight and control
For organisations managing multiple properties, visibility into upcoming lease events across the entire portfolio is critical. Nomos One offers a centralised event management view that aggregates all upcoming events into a single interface. This enables property and finance teams to coordinate actions, allocate responsibilities, and prioritise tasks with confidence. Rather than relying on isolated spreadsheets or individual calendars, all team members can access real-time information, helping to improve internal coordination and reduce the risk of missed deadlines. This level of control is especially valuable for organisations with large-scale portfolios or decentralised lease management teams.
In conclusion, lease event management is a vital, yet often underappreciated, component of effective lease administration. When managed well, these events provide opportunities to improve financial outcomes, enhance operational control, and ensure long-term compliance. When overlooked, they can introduce risk and inefficiency.
Nomos One transforms the management of lease events from a manual and error-prone process into a structured, automated workflow supported by intelligent reminders and real-time visibility. Whether your organisation is managing a handful of leases or hundreds, our platform is designed to give you the confidence that no critical date or obligation will be missed.
Book a demo to see how Nomos One can help your property team optimise their lease management processes!
