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Ditch Excel: Boost Lease Abstracting with AI Solutions


In commercial real estate, lease abstracting is essential for managing and understanding lease agreements' binding terms and conditions. Traditional methods like Excel for lease abstracting can be cumbersome, time-consuming, and prone to errors, especially for commercial property owners with multiple leases to manage. This article will explore the drawbacks of using Excel and other outdated spreadsheet tools for lease abstracting and demonstrate how AI-powered solutions can revolutionize the process, saving time and money and ensuring accuracy.

Why Using Excel for Lease Abstracting is a Bad Idea

Excel is not purpose-built for lease abstracting.

While Excel is a versatile tool with countless applications, it was not explicitly designed for lease abstracting. As a result, users often need help to organize and interpret complex lease data within its limited structure. On the other hand, AI-powered lease abstracting solutions are built to streamline the process, making them more specialized and efficient.

The risk of human error

Manual data entry is inherently prone to human error, and even a minor mistake can lead to significant consequences in commercial real estate. Using an AI-powered solution minimizes the risk of human error, ensuring that your lease abstracts are accurate and reliable.

Limited collaboration and version control

Excel files can be easily shared, but they need to offer robust collaboration tools or version control, making it difficult for teams to work together on lease abstracts. Current lease abstracting platforms provide a single source of truth, allowing teams to collaborate in real-time and track changes easily.

Difficulty scaling

As your commercial real estate portfolio grows, using Excel for lease abstracting becomes increasingly unwieldy. AI-powered lease abstracting solutions are built to scale with your business, providing a streamlined solution that can handle even the largest lease portfolios.

How AI-powered Solutions Can Speed Up Your Administrative Teams by 50%

AI-powered lease abstracting platforms revolutionize the process in several ways:

Automated data extraction

Advanced AI algorithms can quickly and accurately extract relevant lease data from documents, dramatically reducing the time and effort required for manual data entry.

Streamlined workflows

With a purpose-built platform, AI-powered solutions ensure that administrative teams can easily manage lease abstracts, track changes, and collaborate in real-time, all from a single, intuitive interface.

Customizable templates

AI-powered lease abstracting solutions offer customizable lease abstract templates that cater to your organization's unique needs, ensuring that you can easily capture and track the lease data that matters most to your business.

Instantly Downloadable Stacking Plans

Current lease abstracting platforms also offer the ability to generate and download stacking plans, visually representing your commercial property's occupancy and lease terms. This valuable feature allows you to quickly assess the current state of your property and make informed decisions about leasing strategies and space allocation.

Improved Reporting and Integration with Existing Systems

AI-powered lease abstracting platforms provide a single source of truth for all lease data and are designed to integrate seamlessly with your organization's existing systems. This seamless integration ensures that essential lease data is easily accessible and up-to-date across all teams, including accounting, leasing, and property management.

The Benefits of a Single Source of Truth

By providing a single source of truth for your lease abstracts, AI-powered solutions eliminate the need for multiple conflicting spreadsheets and ensure that your entire organization operates from a consistent and accurate data set. This translates to better decision-making, reduced risk, and a more efficient organization overall.

Key benefits of seamless integration capabilities:

Improved cross-functional collaboration

By pushing lease data to different teams within your organization, AI-powered solutions promote efficient cross-functional collaboration and ensure that everyone is working with the same, accurate information.

Seamless integration with existing systems

Current lease abstracting platforms are designed to integrate easily with popular systems like SharePoint. As lease abstract updates are made within the platform, corresponding Excel exports can be automatically updated and organized within your organization's records for easy access.

Streamlined information management

Seamless integration capabilities eliminate the need for manual data syncing between systems, saving time and reducing the risk of errors. This streamlined approach to information management ensures that your organization's records are always up-to-date and accurate.


In summary, using Excel or other outdated spreadsheet tools for commercial lease abstracting is inefficient, leading to errors, limited collaboration, and difficulty scaling as your portfolio grows. By harnessing the power of AI-powered solutions, commercial property owners and their internal administrative teams can enjoy a streamlined, cost-effective, and accurate solution for managing lease abstracts.

With features like automated data extraction, customizable templates, real-time collaboration, instantly downloadable stacking plans, and seamless integration with existing systems, AI-powered lease abstracting solutions have proven to increase the efficiency of internal administrative teams by up to 50%. 

By providing a single source of truth and leveraging the power of AI, modern lease abstracting solutions enable organizations to make better, data-driven decisions and operate more effectively in the fast-paced world of commercial real estate. Don't let outdated tools like Excel hold you back – discover the benefits of AI-powered lease abstracting solutions today.