The NetSuite SuiteApp for property management firms
CloudTamers Lease Management for NetSuite
CloudTamers Lease Management for NetSuite is a SuiteApp that adds specialist property lease administration functionality to your NetSuite account—perfect for real estate businesses wanting end-to-end lease and financial administration in one system.
“From scheduling a phone call to tracking occupancy statistics; issuing a customer survey or reporting profit & loss by tenant business sector, CloudTamers have supported us every step of the way.”
Ian Pearce
Finance Director
Plymouth Science Park
What does it do?
The SuiteApp creates a data repository of all your lettable spaces and generates accurate invoices for your lease agreements using the terms and fiscal rules from your contract records.
It can also optionally recognise rent and services revenue, generate rent-roll reports, apply indexation to contracts, and assist with budgeting and reconciling common area maintenance or service charges.
All our apps are modular so you don’t have to pay for software you don’t need.
How does it work?
The CloudTamers Lease Management for NetSuite bundle is downloaded into your NetSuite environment, where the features and functions are configured to suit your specific needs.
It works like a bolt-on package, meaning it blends with and enhances the standard NetSuite functions you’re already using. It strengthens NetSuite’s CRM for tenant enquiries, its case management functionality for facilities and maintenance issues, and its powerful finance and reporting capabilities. It can be used to create reports such as occupancy reports, tenant censuses, and building or tenant profit & loss statements.
This SuiteApp is verified by Oracle NetSuite as “Built-for-NetSuite”, meaning it is tested bi-annually with each NetSuite upgrade to ensure it is both functional and compatible.
Who is it for?
It’s for businesses already using NetSuite, as well as those looking to transition to it.
It’s for businesses that rent retail spaces, such as shopping centres or cafes; residential properties, like student accommodation, social housing, holiday lets, and retirement villages; or commercial spaces, including offices and warehouses.
It’s for businesses that want to manage their entire business within a single, powerful system.
Our Lease Management Modules
Core Product
The core software comprises all the central components you need to manage your leases inside NetSuite. This includes space management, contract management, and the invoice wizard. For more information, please see below.
Key Features:
- Produce financial reports on key metrics, such as rent roll and tenant & building profitability.
- Track expenditure and revenue per building, or per tenant, for better visibility into P&L.
- Create a data repository of all your properties, whether lettable or non-lettable.
- Track property assets for maintenance and repairs.
- Visualise occupancy, availability and turnaround time on a calendar that supports click-to-book.
- Manage tenant enquiries by integrating with NetSuite’s CRM.
- Free customer portal access for your tenants.
- Adjust pricing for recent incentives or uplifts, such as annual price increases on the anniversary of the move-in date.
- Manage contract expirations and breaks with automated reminders and via reports.
- Pull information from contracts to automatically apply incentives, price increases, or rechargeable costs such as time and expenses to invoices.
- Pro-rate values in invoices accurately, based on dates.
- Supports multiple fiscal calendars.
- Use an additional module, CloudTamers PDF Generator for NetSuite, to produce enhanced PDFs directly from the system.
- Optionally manage common area maintenance, rent increases, and indexation through automated contract templates.
Space Management
Key Features:
- Create custom space records to serve as your central data repository for lettable and non-lettable spaces.
- Retain customer history.
- Generate a property census by building custom reports.
- View property availability through the space calendar, which provides a visual representation.
- Track maintenance tickets raised against a property using NetSuite’s CRM.
- Store images, floor plans, and other associated files.
- Understand building and tenant profitability by leveraging NetSuite reporting.
- Set up properties as dynamic or consolidated to allow for one-to-one or one-to-many property-tenant ratios.
- Consolidation wizard allows you to merge rooms or buildings with a temporary parent to create a new single unit.
- Access valuable KPIs, such as occupancy metrics.
Contract Management
Key Features:
- Manage your lease agreements in NetSuite with fiscal terms, start and end dates, stepped price increases and flexible billing schedules.
- Link contracts with tenants, properties and landlords.
- Create expiration reports with reminders and email alerts.
- Set-up contract clause templates—with fixed and variable T&Cs—to optionally print PDF outputs available for electronic signature.
- Take deposits, create lease incentives and track contract guarantees.
- Set date-based price rules to automatically apply via the Invoice Wizard at the point of billing.
- Track contract breaks with optional penalties, right of first refusal, expansion offers, and extension/prolongation agreements.
- Support compliance with country-specific legislation through flexible configuration.
- Retain transaction history for each contract.
Invoice Wizard
The beating heart of the SuiteApp, this core software module generates NetSuite invoices based on your defined contract and rental agreement rules. It automatically creates single or batch invoices with values accurately pro-rated for the booking period within the financial billing period.
Key Features:
- Apply fiscal rules from your contracts to a NetSuite invoice.
- Guides you through choices, such as billing frequency and structure, for quick invoice generation.
- Create templates to make invoice generation a one-click process.
- Apply multiple fiscal calendars, including standard, academic, or ground rent.
- Include time, expenses, or customisable billables, such as utility meter readings.
- Choose to bill individual contracts or a group of contracts.
- Automatically pro-rate values, like seasonal price changes or service charges.
- Consolidate multiple invoices for a single customer into one, or invoice separately.
- Run NetSuite invoices at any point during the billing period.
- Retain billing history and link it to tenant and property records.
Indexation Module (Optional Add-on)
Key Features:
- Manage rent reviews by aligning your contracts against an index, such as RPI, CPI, the Health Index, etc.
- Apply indexation rules to each contract, such as base index, base rates, application date and frequency to allow the system to automatically update prices where necessary.
- Optionally generate pro-rated back-charge transactions to account for inflation changes if viable periods have already been invoiced.
- Set rules, such as price caps, to limit minimum and maximum adjustments to contractual pricing due to index changes.
- Perform indexation using the Invoice Wizard in the core CloudTamers Lease Management for NetSuite software.
- Automatically generate letters to inform customers or tenants of price changes.
Rent Roll Module (Optional Add-on)
Also known as the Billing & Forecast Module.
Key Features:
- Analyse your contracts and generate the value of recurring rent and services via the forecasting tool.
- Understand the impact of price change adjustments, rent incentives, and contract terminations.
- See the contract termination month highlighted in red, with a zero-value assigned in the rent-roll report for easy identification.
- Export forecast data to CSV or Excel.
- Generate forecasting data using the Invoice Wizard tool in the core CloudTamers Lease Management for NetSuite software.
Service Charge Reconciliation Module (Optional Add-on)
Also known as the Common Area Maintenance (CAM) or Cost Allocation/Reconciliation Module.
Key Features:
- Group your units into time-restricted schedules based on how you allocate costs, primarily calculating apportionment via total leasable area (SqFt / SqM).
- Create itemised budgets for maintaining these schedules, which can be used to estimate service charge provisions for tenants.
- Calculate and allocate the correct share of service charges to each tenant, pro-rating amounts based on move-in and move-out dates.
- Account for consolidated spaces, accurately apportioning and pro-rating service charges or common area maintenance costs.
- Reconcile actual service charge costs against billed provisions to generate a balancing transaction—credit or invoice—for each tenant.
- Apply fixed or percentage caps to reconciliation.
Revenue Recognition Lite Module (Optional Add-on)
Key Features:
- Create rules on how to recognise tenant revenue, including even period/straight line, exact day recognition, and straight-line pro-rate first and last period.
- Hold revenue in a deferred account until it is ready to hit the P&L.
- Recognise average contract value if future price increases are known ahead of time.
- The module works independently of NetSuite’s Advanced Revenue Management (ARM) module.
Frequently Asked Questions
It’s both. The software resides inside NetSuite, which CloudTamers—as a SuiteApp Partner—can access and build within. The code is downloaded into your NetSuite environment and then configured.
Our SuiteApps are priced based on the depth of functionality, typically aligning with the cost of adding an additional NetSuite module. It is software-as-a-service (SaaS), so you can expect to pay annually for the use of the software. There will be implementation costs for delivering the one-off professional services required to get you up and running.
As part of your annual licence, you’ll receive 7.5 hours of post-go-live support, which can be used throughout the year and renews annually. Beyond this, rather than mandate ongoing support as part of your contract, an assessment is made towards the end of your implementation to determine if you need additional support, and if so, how much. Where you’d like to benefit from additional support, CloudTamers is happy to offer a tailored NetSuite support contract. This can cover not just your SuiteApp, but anything NetSuite-related, including customisations, troubleshooting and training. Your business is important to us, which is why our tailored approach to support hours ensures you only pay for what you need, without the risk of unnecessary charges.
“From a technology standpoint it’s been awesome because I don’t have to manage on-premise. The system is accessible with no downtime. It’s been a major transformation on our site. We can work from anywhere which wasn’t possible before. Different teams are able to complete tasks working from home or in the office. Plus, the mobile app allows executives to work from mobile devices. It’s been a major step forward. I would recommend CloudTamers anytime. I have commented to the implementation team at CloudTamers that the SuiteApp is a really powerful tool with lots of flexibility and it really makes life easy. We had initial challenges, lots of data transformation had to happen but Sam has been very supportive and easily grasped the nature of our business and has been able to point out solutions and improvements. Based on how complex it looks versus how user-friendly it actually is; I have grown very fond of it. It is a powerful tool, and I am happy to recommend it to anyone at any time.”
John Wanjohi
Head of IT at Sarit Centre