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Lease Management

Tracking Equipment Leases: Where Visibility Breaks Down as Portfolios Grow

Tracking equipment leases becomes increasingly complex as lease portfolios grow. Unlike real estate leases, equipment leases require asset-level detail, frequent updates, and consistent assumptions across teams. Without centralized records, defined intake processes, and standardized policies, organizations face increased risk of incomplete data, inconsistent reporting, and audit challenges. This article outlines where equipment lease tracking commonly breaks down and what is required to maintain visibility and scalability as portfolios expand.

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Brooke Colglazier

Marketing Manager

Lease Management

What Is an Equipment Lease?

An equipment lease allows a business to use physical assets for a defined period in exchange for regular payments, without purchasing the equipment outright. Common examples include machinery, vehicles, IT hardware, and data center infrastructure. Unlike real estate leases, equipment leases are driven by asset use, performance, and operational intensity rather than square footage. Because of this, equipment leases require more detailed tracking for accounting, reporting, and compliance, especially as portfolios grow and assets become more complex.

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Brooke Colglazier

Marketing Manager

Lease Management

The Rise of the Data Center Lease

Data center leases are becoming a critical part of modern lease portfolios, but they don’t behave like traditional real estate leases. Driven by infrastructure, power usage, cooling capacity, and performance requirements, data center leases are often better categorized as equipment leases rather than office or industrial real estate. Understanding how to classify and manage data center leases correctly helps finance and real estate teams maintain accurate reporting, reduce compliance risk, and scale lease administration as data center footprints grow.

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Brooke Colglazier

Marketing Manager

Lease Management

Retail vs. Office Leases

Retail and office leases may fall under the same accounting standards, but they behave very differently in practice. As portfolios grow, treating these lease types the same can introduce hidden compliance and reporting risk. This article breaks down how retail and office leases differ, what those differences mean for accounting accuracy and audit readiness, and how finance teams should structure their processes to maintain clean, defensible reporting as complexity increases.

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Brooke Colglazier

Marketing Manager

Lease Management

A Closer Look at the Transactions Module

This post takes a detailed look at the Transactions module and how it supports growing portfolios as new space is introduced over time. It explains how teams use size-based transactions to track expansions, new sites, and phased developments, while keeping all related activity organized in one place.

The blog walks through how transactions are created and managed, including milestones, tasks, locations, proposals, files, and exports. It also clarifies how Transactions fit alongside other modules, with Projects handling remodel and renovation costs separately.

Together, the post shows how Transactions act as a working record of portfolio growth, giving teams a clear, structured view of how space enters and evolves across their portfolio.

Profile picture for Brooke Colglazier

Brooke Colglazier

Marketing Manager

Lease Management

Your Office Lease Is Up for Renewal: What to Review Before You Sign Again

Many companies have office leases coming up for renewal in 2026, a year when market conditions are shifting, and costs are rising across most commercial buildings. This blog explains how to evaluate whether your current space still fits your operational needs, what rent increases landlords can legally apply, and what finance and real estate teams should review before signing a new term. The inspection checklist covers documentation, space condition, operating expenses, and negotiation preparation. The goal is to help teams avoid common renewal mistakes, model total occupancy cost accurately, and approach renewals with structure rather than urgency.

Profile picture for Brooke Colglazier

Brooke Colglazier

Marketing Manager

Lease Management

The Lease Admin’s Checklist for Year-End

A technical, structured year-end checklist for real estate and lease administration teams to ensure accurate data, clean documentation, and readiness for renewals, planning, and ASC 842 coordination.

Profile picture for Brooke Colglazier

Brooke Colglazier

Marketing Manager