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Rent Roll Validation

This is the most concrete, most demonstrable thing Primefold RI does. If a customer only understands one feature, make it this one.

The problem in one paragraph

Every real estate team works from a rent roll: a spreadsheet with one row per unit listing tenant, area, rent and lease dates. Valuations, budgets and board reports are all built on it. But it is maintained by hand, while the signed contracts and their amendments are not. Over years the two drift apart, and nobody knows where or by how much.

Before you start

  • The current rent roll for the property, uploaded or synced.
  • Every lease for that property, including amendments. Amendments matter more than people expect: a lease without its Nachträge produces confidently wrong mismatches that are really just outdated readings.
  • All of it through extraction, check the status badges on Documents first.

Steps

  1. Open Rent Roll Validation in the sidebar and start a run against the property.
  2. Work the findings by severity: errors first, then warnings, then informational.
  3. Open each finding: it shows both sides of the comparison and links to both source documents.
  4. Correct the rent roll at source for each real discrepancy.
  5. Ask Sunday to summarise: "Summarise the validation findings for [property] grouped by severity, and list the units affected with the contract reference for each." That summary is the artefact you send to the property manager or attach to the quarterly report.

Tabelle Asset 12 

And the checks on each document by itself

Separately, a catalogue of rules runs on individual documents as they are extracted, catching problems before any comparison happens. Among them:

  • Dates that cannot be true: a lease ending before it starts; a signature date after the term began; an option deadline falling after the lease has already ended.
  • Rent structures that contradict themselves: stepped rent and index-linked rent both active on one lease; steps that fall backwards; steps less than twelve months apart; an unrecognised index base year.
  • Arithmetic that does not add up: unit rents that do not sum to the contract total; allocated areas exceeding the contract area; rent roll subtotals that disagree with the sum of their own rows.
  • Implausible values: rent per square metre outside a sane range for German commercial property; a monthly rent of zero.
  • Overlapping occupancy: two leases live on the same unit at the same time, and vacancy gaps between consecutive leases.
  • Amendment integrity: a Nachtrag effective before its parent contract was signed, or pointing at a contract that does not exist.

Tips & best practices

  • The demo that sells the product. Run this against a customer's own rent roll and one folder of their leases. It routinely finds real discrepancies within minutes. No slide does what that does.
  • Set expectations first. The first run on a real portfolio usually surfaces a lot. That is the point, but say so in advance, or the volume reads as "the software is wrong" rather than "the spreadsheet was".
  • Never publish a count of rules. The catalogue changes as rules ship. If a customer document needs a figure, ask Engineering to re-derive it from the code at that moment.
  • Run it monthly, right after the property manager sends the updated rent roll, so discrepancies are caught before quarterly reporting.
  • Discrepancies cluster around lease amendments. If one keeps recurring on the same unit, check whether the latest amendment ever reached whoever maintains the rent roll.