Never miss another renewal, option or deadline

Occupier tracks every lease expiration, rent escalation, and renewal deadline across your portfolio. Stop scrambling at the last minute and start making proactive decisions.
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Dashboard screen titled Critical Dates under Lease Administration, showing a table of leases with columns Lease, Type, Start Date, End Date, Effective Date, Time Left, and Description. Entries include Office HQ - New York with right to renew and 30 days left; Chicago with right to renew and 5 months left; Vancouver sublease with 8 months left; Austin renewal with 10 months left; and Boston lease expiration with 1 year left. Options for Sync to Calendar, Search, Filter, and Export are visible.
Renewal Notifications
Right to Renew
check
Exercised

Before vs After

Before Occupier
With Occupier
Before

Deadlines buried in spreadsheets

Renewal options and termination notices slip through the cracks when they're scattered across different Excel files and emails

after

Automated alerts for every critical date

Occupier sends customizable notifications weeks in advance for renewals, options, escalations, and termination deadlines across your entire portfolio

Before

Searching PDFs for lease deadlines

Hours wasted finding option exercise dates, notice requirements, and expiration terms buried in lease documents

after

Critical dates tracked automatically

See all renewals, options, and notice deadlines across your portfolio. Filter and export by any criteria. Never miss a deadline.

Before

No advance warning system

You discover a 90-day notice requirement on day 89, scrambling to respond with no time for strategic planning

after

Configurable lead times

Set up 120-day, 90-day, and 30-day reminders so you have time to evaluate options, negotiate strategically, and execute renewals

Before

One person knows everything

Critical dates live in someone's head or personal calendar. When they're out or leave, institutional knowledge disappears

after

Team-wide visibility

Everyone sees upcoming deadlines in one dashboard. Assign responsibility for each action and track who's handling what

Before

Finance gets blindsided

Real estate knows renewals are coming, but finance doesn't update budgets until the deadline hits, creating last-minute chaos

after

Real estate and finance stay in sync

Both teams work from the same critical date data, so forecasts update automatically and no one gets surprised

Missed deadlines are exactly what
Occupier was built to solve

Occupier centralizes every critical date across your portfolio and automates alerts so your team has time to act strategically. Real estate and finance work from the same data, so no one gets blindsided by deadlines or budget surprises.
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"Occupier is really our source of truth. It’s our connection point. I don’t have to chase anyone down asking where a lease is. We all know. That’s where we meet."
Priscilla Santana
Assistant Controller, Fresh Dining Concepts
360+
Locations
Read Priscilla's Story
Solution Overview

What changes when critical dates are automated

Occupier automates the entire critical date workflow so nothing slips through the cracks.
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Plan instead of react
Occupier shows upcoming renewals, options and terminations 6 to 12 months ahead. Real estate gets time to weigh alternatives and negotiate from strength, and finance sees rent changes before they hit the budget.
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Never miss a deadline
Occupier alerts the right people on each notice date, at the lead times you set. Nobody relies on a personal calendar, and legal reviews notice requirements before the window closes.
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Make decisions, fast
Occupier lets you compare lease terms across locations before each renewal, so you exercise or decline options based on portfolio strategy, not a last-minute scramble.
KEY CAPABILITIES

Stop verifying data and start acting on it

All your critical dates in one place

Every lease milestone is extracted into Occupier:

  • Renewal deadlines
  • Option exercise dates
  • Termination notice requirements
  • Rent escalations
  • Percentage rent triggers

Filter by lease, location, date range, or deadline type. Find any clause in seconds with AI Clause Intelligence. No hunting through PDFs or spreadsheets.

Dashboard screen titled Critical Dates under Lease Administration, showing a table of leases with columns Lease, Type, Start Date, End Date, Effective Date, Time Left, and Description. Entries include Office HQ - New York with right to renew and 30 days left; Chicago with right to renew and 5 months left; Vancouver sublease with 8 months left; Austin renewal with 10 months left; and Boston lease expiration with 1 year left. Options for Sync to Calendar, Search, Filter, and Export are visible.
Renewal Notifications
Right to Renew
check
Exercised
Get alerts with enough time to act

Set up customizable notifications that give your team real lead time:

  • 120-day alerts for renewal evaluations
  • 90-day warnings for option exercises
  • 30-day reminders for rent escalations

Receive notifications via email or sync to your calendar. Assign follow-up tasks directly in the platform. Track notification history for audit purposes.

Control who sees what and who gets notified

Manage access and alerts at whatever level works for your team:

  • Disable or enable critical date alerts per  user 
  • Turn alerts on or off for specific leases only
  • Let users customize their own alert preferences directly on any lease

Assign primary and backup owners for each deadline. Team members add notes and status updates directly on each critical date.

Toggle alerts by user
Assign owners for deadlines
Add notes and statuses
Forecast rent changes and take action on them

Critical dates in Occupier connect directly to your rent obligations:

  • Track upcoming escalations, CPI adjustments, and percentage rent triggers
  • Export percentage rent sales data and submit payments to landlords
  • Generate quarterly or annual reports showing exactly when rent changes hit

Finance gets visibility months in advance. Real estate stays on top of payment obligations.

Export percentage rent sales data
Generate reports
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Occupier Lease Management

Never miss a critical date again.

See how Occupier keeps Real Estate and Finance teams ahead of every deadline
Request Demo
Boston HQ
Size:
15,000 sq ft
Renewal options:
90 days notice
Lease expiration:
March 2026
Status:
Action required
Amend Lease
Set Alert

Frequently Asked Questions

How do I get automated reminders for lease expirations and renewals?
Occupier sends customizable email alerts for every critical date in your portfolio. Set the lead time you need (120 days, 90 days, 30 days) and the system automatically notifies the right people before each deadline. Configure alerts by lease type, property type, or region, and assign primary and backup contacts so you're covered even when someone's out.
How do I avoid missing critical deadlines that could result in penalties?
Occupier eliminates missed deadlines through three layers of protection: our team abstracts every critical date from your documents automatically, customizable alerts notify your team well in advance, and team-wide visibility means deadlines aren't trapped in one person's calendar. Track notification history for audit purposes and set up escalation rules if someone doesn't respond.
How can I track critical dates automatically?
Upload all your critical dates (renewals, options, termination deadlines, rent escalations, and notice requirements) into Occupier. These dates populate a centralized dashboard where you can filter, search, and sort across your entire portfolio. No manual data entry. The system updates automatically when leases are modified or new leases are added.
What's the best way to track lease expiration dates across multiple locations?
Companies with multiple locations use a lease management platform like Occupier to track every renewal notice date in one place and get alerts well before each deadline. Occupier pulls renewal, option and notice dates from each lease, alerts the owner of each location 120, 90, 60 and 30 days ahead, and shows upcoming dates across the portfolio on one dashboard. Real estate and finance see the same dates, so nothing depends on one person’s calendar.
How do we track critical dates across 100+ locations?
Track the notice dates, not just the expirations. Occupier pulls every renewal, option and notice deadline from your leases and sends alerts at the lead times you set, for example 120, 90, 60 and 30 days before each date. Each alert goes to the people responsible for that location, and a portfolio dashboard shows what’s coming due each month. Occupier's customers include brands that have 100+ locations, such as Fresh Dining Concepts, with 360+ restaurants.
How are rent escalations tracked?
Rent steps, fixed increases and CPI adjustments are stored with each lease, so real estate and finance can see upcoming rent changes and when they’ll hit the budget. Alerts can be set on escalation dates the same way as on renewals.
 What happens if a renewal notice deadline is missed?
It depends on the lease. Many leases require written notice by a set date to exercise a renewal option, and a missed date can mean losing the option or rolling into terms you did not choose. That is why Occupier alerts on the notice date, not the expiration date.

Last updated: November 2, 2026