Property Lease & Renewal Tracker Template — Which Leases Expire in 90 Days? Answered by a Formula.

Target Keyword: lease tracker template Secondary Keywords: lease management template, property lease tracker, lease renewal tracker, lease expiration tracker, commercial lease management Vertical: Asset Management Word Count: ~1,000

The question every property manager dreads hearing from their boss: "Which leases are expiring in the next 90 days?" If the answer requires opening a spreadsheet, scrolling through 200 rows, and squinting at date columns, the system has failed. That question should answer itself — automatically, every morning, in an email.

The OpenSource AI Pro Property Lease & Renewal Tracker answers it with a formula. Every lease carries an Expiring_Soon flag that fires when the lease end date falls within your configurable warning window (default: 90 days). Your property manager gets an event alert when any lease enters the expiration window. A daily digest rolls up every expiring lease, pending renewal, and upcoming rent escalation into a single morning report.

Key Features

• Expiring_Soon Flag — A formula field calculates the days remaining on each lease and compares it to the warning threshold. When a lease enters the 90-day (or custom) window, the flag fires automatically. No calendar reminders, no manual date checks.

• Renewal Pipeline Views — Pre-built views organize leases by renewal status: Active, Expiring Soon (flagged), In Renewal Negotiation, Renewed, and Expired. Track your entire portfolio's renewal pipeline at a glance.

• Event-Triggered Expiration Alert — When a lease's Expiring_Soon flag fires, the assigned property manager receives an email with the tenant name, property, unit, lease end date, days remaining, and current monthly rent. Act on the information instead of searching for it.

• Daily Lease Digest — A scheduled automation sends a morning summary: leases entering the expiration window, leases expiring this month, renewals in progress, and any leases that have already expired without renewal.

• Rent Escalation Tracking — Track annual rent increases, escalation clauses, and next escalation dates. A formula flags upcoming escalations so you can prepare tenant communications in advance.

• Tenant and Property Linking — Every lease links to a tenant record and a property/unit record. View all leases for a property, all leases for a tenant, and the full lease history for any unit.

How It Works

The Formula Flags

Each lease record has a Lease_End_Date and a Warning_Days field (default: 90). The Expiring_Soon formula evaluates whether Lease_End_Date - today() is less than or equal to Warning_Days AND the lease status is "Active." When true, the flag fires.

A second formula calculates Days_Remaining as a numeric value, so you can sort expiring leases by urgency. A third formula flags leases that have already passed their end date without renewal as "Expired — No Renewal."

The Event Alerts

When a lease's Expiring_Soon flag transitions from false to true (the lease enters the warning window), an event-triggered automation emails the assigned property manager. The alert fires once per lease per expiration cycle. If the lease is renewed, the new lease end date resets the trigger for the next cycle.

The Scheduled Digest

A daily automation compiles lease status across the portfolio and sends a consolidated email. The digest is organized into sections: Newly Flagged (entered the warning window today), Expiring This Month, In Renewal Negotiation, and Expired Without Renewal. Your asset management team starts every day with a complete picture.

Who It's For

• Property managers overseeing commercial or residential lease portfolios
• Real estate asset managers tracking lease expirations across multiple properties
• Tenant coordinators managing renewal negotiations and lease paperwork
• Facilities managers tracking office leases, equipment leases, and vendor agreements
• Small landlords managing 5-50 units without property management software
• Corporate real estate teams tracking office and warehouse lease portfolios

vs the Alternatives

| | OpenSource AI Pro | Yardi / AppFolio | Excel / Google Sheets | |---|---|---|---| | Expiration flags | Formula-driven, automatic | Built-in but $200+/month base | Manual date comparisons | | Email alerts | Event-triggered, included | Built-in at higher tiers | None | | Per-seat cost | $0 (self-hosted) | $1-3/unit/month + base fee | Free but no automation | | Renewal pipeline | Pre-built views | Built-in workflow | Manual status tracking | | Setup time | Under 30 minutes | Weeks of onboarding | Hours of spreadsheet work |

Yardi and AppFolio are full property management platforms with accounting, maintenance, tenant portals, and lease management. If you need the full stack, they deliver it — at property management software prices. But if your problem is lease expirations sneaking up on you, this template solves that specific problem at self-hosted cost.

What's Included

• Leases table — Tenant, property, unit, lease start date, lease end date, monthly rent, annual escalation, status, Expiring_Soon flag, Days_Remaining, renewal status
• Tenants table — Name, contact, email, phone, linked leases, total monthly rent, lease history
• Properties table — Property name, address, type (commercial/residential), total units, linked leases, occupancy rate
• Renewals table — Linked lease, proposed terms, new rent, negotiation status, renewal date
• Pre-built views — All Leases, Expiring Soon, Expiring This Month, Expired No Renewal, By Property, By Tenant, Renewal Pipeline
• 2 automation workflows — Property manager expiration alert + daily lease digest
• Formula fields — Expiring_Soon flag, Days_Remaining, Expired_No_Renewal flag, rent escalation tracker, occupancy rate rollup

Get Started Free

Download the Property Lease & Renewal Tracker and deploy it on your own Baserow instance. Never miss a lease expiration again.

Download Free Template

Self-hosted on Baserow. Open source. Zero per-seat pricing.

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