Lease Administration RFP Checklist

Vendor demos are designed to show you the best version of a product. This checklist is designed to help you find the questions that actually matter — the ones that surface real gaps before you sign a contract, not after.

Copy this into your own RFP document, or bring it directly into your next vendor call.

Portfolio Fit

• What's the largest portfolio size this platform currently supports in production — not theoretical capacity, actual customers?
• Does pricing scale linearly with lease count, or are there tier jumps that could force an upgrade sooner than expected?
• If our portfolio spans multiple entities or subsidiaries, can each be managed independently within one account?
• What's the realistic implementation timeline for a portfolio our size — not the fastest case study on the website?

Critical Date & Workflow Management

• Can alert lead time be configured per lease, or is it a fixed default across the whole portfolio?
• Can multiple people (real estate, finance, legal) be notified on the same critical date, with different permission levels?
• What happens when a lease is amended — do critical dates and alerts update automatically, or require manual re-entry?
• Is there a portfolio-level view of everything expiring in the next quarter/year, not just individual lease pages?

Lease Abstraction

• Is lease abstraction AI-assisted, fully manual, or available as an outsourced service — and what does each option cost?
• For AI-assisted abstraction, what's the reported accuracy rate, and what's the human review process before data goes live?
• If we're migrating from spreadsheets or another platform, is there a bulk-import process, or does each lease need individual entry?
• Who owns data accuracy after abstraction — the vendor, or us?

Integration & Data

• Which ERPs does this integrate with natively (not "custom integration available upon request")?
• If our ERP isn't natively supported, what's the actual cost and timeline for a custom integration?
• Can data be exported in full at any time, without vendor involvement, if we ever need to switch platforms?
• Does administration data stay synced with accounting data automatically, or do the two systems require manual reconciliation?

Support & Implementation

• Is there a dedicated implementation manager, or a shared support queue?
• What's included in onboarding — data migration, training, or just software access?
• What's the average support response time for a non-critical question? For an urgent one?
• Is ongoing support included in the subscription, or billed separately after a certain number of tickets?

Contract & Pricing

• Is pricing per-lease, flat/tiered subscription, or custom quote — and how does that compare to our actual usage pattern?
• What's the contract length, and what does early termination look like?
• Are there fees for adding users beyond an initial allotment?
• What happens to our data and access if we don't renew?

You can compare 23 lease administration platforms by pricing model, ERP integrations, and implementation timeline on our Lease Administration category page — or read our full buying guide for a deeper breakdown by portfolio size.

Want a shortlist tailored to your exact portfolio instead of working through this alone? Visit our Get a Shortlist page — answer a few quick questions and we'll personally match you to 3-4 platforms.

This checklist reflects common evaluation criteria for lease administration software. Not every question will apply to every organization — use what's relevant to your actual portfolio and requirements.