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Commercial lease tracker with expiry reminders

A commercial lease management portal is where a landlord or property manager keeps every tenant and lease in one list, sees upcoming lease ends on a calendar, and gets a reminder before each one expires. Lease documents sit with the lease they belong to, not in someone's downloads folder.

Pattern: Tracking

Describe it to Pory

“We manage a retail and office center with about 40 commercial tenants. We need one place for tenants and leases, a calendar of lease ends, reminders before a lease expires, and lease documents stored against each lease.”

Viewing as

Leases

Leases

Chai Point CaféG04Jan 14, 2027Renewal offered62000
Chai Point KioskK2Apr 14, 2027Active18000
Harborside Physical TherapyL1-03Oct 19, 2031Renewed46000
Kowalski LegalL2-01Jul 14, 2027Active76000
Bloom FloristG11Oct 19, 2026Vacating26000
Northside DentalL1-07Nov 21, 2026Terms agreed58000
Quayside OpticalG02Jan 14, 2027Renewal offered43000
Fenwick & Doyle ArchitectsL2-04Feb 21, 2029Active67000
Granary BakehouseG07Apr 14, 2028Active53000

Showing 1–9 of 9

Renewals by status

Active4
Renewal offered2
Terms agreed1
Renewed1
Vacating1
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In plain English

How Pory sets it up

Pory gives every leasing manager and tenant a sign-in of their own. Each tenant sees only their own leases. It covers tenants & renewals. Leases, lease documents, rent and CAM charges, key dates, maintenance requests and center management live in Pory's own database, so there's no spreadsheet to keep in sync.

What it does

01

Every tenant, suite and lease end in one searchable list

Lease details lived in a spreadsheet one person understood, with tenant contacts in someone else's phone. The leasing manager keeps each lease as a row (tenant, suite, lease end, status, contact and rent) and filters by status or searches by name. Nobody digs through a spreadsheet with four tabs called Leases to find out when the florist's lease ends.

Tables to manage recordsDone by: Leasing manager
02

Lease ends laid out by month, so renewals never arrive as surprises

Renewal dates were buried in PDFs, so the first sign of an expiring lease was often the tenant's own email. Every lease sits on a month view by its lease end, colored by status: renewal offered, terms agreed, renewed, vacating. Click a date to open the lease behind it and start the conversation weeks ahead instead of days.

CalendarDone by: Leasing manager
03

A reminder lands before each lease end date, not after it

Missing a notice window meant a tenant rolled onto holdover terms nobody chose. When a lease end date is coming up, a reminder lands in the leasing manager's inbox here and by email, naming the tenant and the date. The calendar check that relied on one person's memory stops being anyone's job.

Notifications & remindersDone by: Leasing manager
04

Leases, renewal offers and insurance certificates filed by tenant

Lease PDFs were scattered across email attachments, a shared drive and a filing cabinet in the back office. Each document is uploaded with its type and the lease it belongs to, so the café's renewal offer sits next to its original lease. Finding the current insurance certificate takes a filter, not an afternoon in the cabinet.

File attachmentsDone by: Leasing manager

Who sees what in a commercial lease management portal

Every person signs in to their own view. This is what each role in the demo gets.

Leasing manager

Sees every lease in the portal.

Pages
Home, Leases, Calendar, Lease documents, Rent and CAM charges, Maintenance
Can start
Ask a tenant for a document

Tenant

Sees only their own leases.

Pages
Home, My leases, Documents, Rent and CAM charges, Maintenance, Center information
Can start
Report a repair, Upload a document

What’s in the commercial lease management portal template

The tables and fields Pory sets up for this portal. Describe your own version and change any of them in the editor.

Leases

  • Tenant (text)
  • Suite (text)
  • Lease end (date)
  • Status (choice: Active, Renewal offered, Terms agreed, Renewed, Vacating)
  • Annual rent ($) (number)
  • Tenant contact (link)
  • Use (choice: Retail, Office, Food and beverage, Medical)
  • Term (years) (number)
  • Notes (long text)

Lease documents

  • Document (text)
  • Lease (link)
  • Type (choice: Lease, Renewal offer, Letter of intent, Insurance certificate, Safety certificate, Build-out approval, CAM budget, Move-out condition)
  • Status (choice: Requested, Uploaded, Checked, Shared with you)
  • Added (date)
  • Needed by (date)
  • File (file)
  • Tenant contact (link)

Rent and CAM charges

  • Charge (text)
  • Due (date)
  • Amount ($) (number)
  • Status (choice: Issued, Paid, Overdue)
  • Lease (link)
  • Tenant contact (link)

Key dates

  • Date (text)
  • On (date)
  • Kind (choice: Rent day, Deadline, Inspection, Rent review, Lease end)
  • Lease (link)
  • Tenant contact (link)

Maintenance requests

  • Issue (text)
  • Suite (text)
  • Details (long text)
  • Photos (file)
  • Reported (date)
  • Status (choice: Reported, Booked, In progress, Fixed)
  • Tenant contact (link)

Center management

  • Name (text)
  • Role (text)
  • Hours (text)

The parts behind this portal

Each one reads and writes the same records, so a form, its approval and the status page someone checks are one system. How Pory builds a portal

Collect

1 part

  • File attachments

    Upload and view files on the record they belong to, not in a folder named FINAL v2.

Decide

1 part

  • Reminders by date

    Renewals, expiries and overdue work, in an in-app inbox and by email.

Share

2 parts

  • Tables

    Search, filters, sorting, inline add and edit. The spreadsheet, minus the sharing accident.

  • Calendar

    Records on a month or week view, by date.

Control

3 parts

  • Who sees which records

    Each person sees their own records, the ones assigned to them, or the ones they manage. Fields can be hidden per role. Pory sets this up from your description, and you can adjust it in the editor.

  • Passwordless sign-in

    A sign-in link by email, by default. Password sign-in if you'd rather.

  • Your brand

    Your domain, your colors, your logo. Members see you.

Frequently asked questions

A tenant signs in with a link sent to their email and lands on Home. They see Home, My leases, Documents, Rent and CAM charges, Maintenance and Center information, and only the leases that are theirs. From there they can use “Report a repair” and “Upload a document”.

You invite them. Each person gets a sign-in link by email, with no password to set, and lands in the role you chose for them.

More property portals

All property portals
Tenant portalLeases, rent status & maintenanceHOA management portalDues status, requests, violationsVacation-rental guest portalCheck-in & requestsFacilities work orders portalReport → assign → resolveConstruction punch lists portalDefect → assign → fixed → verifiedBrokerage portalListing pipeline & offersProperty owner portalStatements, spend, occupancy per unit

Related portals

Field serviceField-service dispatch portalJob → assign → completeField serviceInspection reports portalChecklist → photos → defects assignedProfessional servicesLaw firm portalClient intake, case status, document requests

Build your commercial lease management portal with Pory

Describe who signs in and what each person needs, and Pory builds it. Join the waitlist while signups open; paid plans are a flat price with unlimited tenants.

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