Real Estate module guide

This Real Estate module guide covers how Lextree tracks a property — the anchor record for everything attached to it: who owns it, its leases, the debt secured against it, and its insurance, tax, and permits. Properties are shared and managed directly, because a property’s obligations often involve several of your entities at once.

The Properties List and Records

Open Real Estate from the left navigation to see your properties, with ownership and status. Filter with the row beneath the column headers, and select rows to Export. Every property needs a name that’s unique across your organization — typically the street address or the name the property is known by, such as “1200 Riverside Plaza.” Suites or units tracked separately get their own property record, with the unit folded into the name.

Beyond leases and financing, a property record also holds:

• Property Owner — an ownership stake linking the property to its owner, any organization or person, qualified by ownership type. Add one whenever an entity or individual acquires an interest in the property, including joint ownership.
• Property Investor — an investor’s equity stake in an investment property, linking the property to the investing entity. Add one when an investor commits capital to the property.
• Property Encumbrance — a lien, easement, or other restriction on the property held by an outside entity. Add one whenever a mortgage, easement, or similar interest is recorded against the property.

Leases and the Lease Document Register

What a Lease Record Holds

A Property Lease covers a tenant’s occupancy of all or part of a property, with its own parties (tenants, co-signers, guarantors). A lease name only needs to be unique within its property, so “Suite 200 — ABC Dental” can repeat across different buildings without conflict.

The Property Lease Document Register

Each lease keeps a chronological register of Property Lease Documents — the original lease, an amendment, an extension, an estoppel certificate, an SNDA, a notice, or a termination agreement, each its own row recorded by document type and effective date. This register, not a field on the lease record, is what sets the lease’s commencement and expiration dates: the original lease sets the commencement, and any later extension or amendment that moves the end date supersedes it. The lease record reflects whichever document most recently set each date, so opening the register tells you which instrument to trust for the current term.

The lease’s timeline follows the register too — the derived commencement files Commenced, an extension files Renewed, and a termination agreement files Terminated. The notice deadline stays a date on the lease itself, with each notice given filed as its own row.

Financing and Its Covenants

The Property Financing Document Register

A Property Financing covers debt secured by the property, with its own parties (borrowers, co-borrowers, guarantors, lenders) and covenants to maintain. Like a lease, a financing keeps a Property Financing Document register — the loan agreement, an amendment, an extension, a forbearance agreement, an assumption agreement, a waiver, a consent, or a notice — and this register is what derives the financing’s maturity date rather than a field you type directly. The loan agreement sets the initial maturity; any later extension or amendment that changes it supersedes the prior document.

Covenant Certifications

Each financing covenant keeps its own register of Property Financing Covenant Certifications — one per tested period, carrying the reported value and the compliance result. The certification drives the covenant’s own status: a certified non-compliance files Breached, a compliant certification files Certified compliant, and a waiver files Waived. Set a next-test date on the covenant to get a reminder before the next certification is due.

Insurance, Tax, and Other Sections

Several property-level sections are toggleable per your configuration:

• Property Insurance Coverage — links directly to an Insurance module policy record, so a property’s coverage is never a duplicate entry but a pointer to the policy itself.
• Property Tax Obligation — a standing obligation naming what tax the property owes and how often, such as the county real property tax or a special assessment. Each period’s actual bill or installment is recorded underneath it as its own Property Tax row, so a history of what was billed and paid survives independent of the standing obligation.
• Property Permits and Property Inspections — permits issued by a governing authority, and inspections tied to an inspector and inspection authority.

A property-related claim links to the parcel from the Matters module, so a dispute over a property stays connected to the property record itself.

Creating and Accessing a Property

Creating a Property

Creating or editing records requires Editor access to the Real Estate module.

1. From the Properties list, click New.
2. Enter the property’s identifying details, ownership, and status. The property name must be unique across your organization, and any lease you add later must have a name unique within that property.
3. Click Save, then open the record to add leases, financing, encumbrances, and the other sections.

Who Can Access Real Estate

• Viewing requires access to the Real Estate module.
• Creating or editing requires Editor access.

On Enterprise plans, access group scoping limits the list to properties within your assigned access groups.