This system map is part of the lease abstraction corrections guide. It names where each record usually lives, the field that joins it to the next one and who owns it, then shows one fully joined case.
Where each lease record lives
Most companies split the trail across four places. Names vary by vendor; the roles do not.
| System | Records it holds | Typical owner | What it cannot show alone |
|---|---|---|---|
| Lease repository | Executed leases, amendments, side letters, estoppels | Lease administration manager | Which abstract summarized each document |
| Lease platform | Abstract fields, version history, editor, clause citations | Head of lease operations | Whether a bill relied on the abstract |
| Approval workflow or email | Approvals, send-backs, review comments | Lease operations managers | The text that was approved, if kept outside the tool |
| Lease accounting and accounts payable | CAM reconciliations, invoices, credits, dispute letters | Controller | Which clause justified a dispute |
The lease platform is the spine. It is the only system that can say which words of which document were summarized, by whom and when. Everything that explains a correction hangs off it.
The five linking keys, one by one
Each row is a join that has to survive an export. The last column names what usually breaks it, which is what to ask the lease systems administrator about.
| Link | Linking key | Usually stored in | Owner | What breaks it |
|---|---|---|---|---|
| Lease to amendment | Lease ID plus amendment number and execution date | Lease repository | Lease administration manager | Amendments filed as loose PDFs with no parent lease ID |
| Amendment to clause | Section reference such as 4.2(b) and page citation | Lease platform | Lease analysts | Citations kept only in free-text notes |
| Clause to abstract version | Field name, version number, editor and timestamp | Lease platform | Head of lease operations | Only the current version migrated |
| Abstract version to approval | Approver, approval date and review comment | Lease platform or approval workflow | Lease operations managers | Approvals given by email outside the tool |
| Approved summary to money | Lease ID on the rent schedule, reconciliation, invoice and credit | Lease accounting and accounts payable | Controller | Reconciliations stored without the lease ID or dispute letter |
The first key is the one vendors handle best. Oracle Property Manager, for instance, numbers and names each amendment separately from its parent lease and logs who made the change and when. The other four keys depend on how each company configured its tools, so ask whether field history, who edited it and sign-off comments come out with an export, and write "unknown" until someone with admin access confirms.
OracleOne fully joined case (Illustrative)
Invented for this page. The same fictional 420-person restaurant group, but a different lease and a different error: W-0233, a stand-alone site. (The worked case follows a CAM error decision by decision; this table follows only the keys.) Amendment 1 changed base rent for years 6 to 10 and left Section 4.2(b), the renewal rent formula, untouched. The abstract's rent schedule was replaced wholesale, and the renewal formula vanished until the team prepared its renewal notice.
| Order | System | Record | Key carried to the next record |
|---|---|---|---|
| 1 | Lease repository | Original lease, Sections 4.1 and 4.2 | W-0233 |
| 2 | Lease repository | Amendment 1, executed 2019, years 6 to 10 rent only | W-0233 / A1 / 2019-06 |
| 3 | Lease platform | Rent schedule replaced; renewal formula dropped | W-0233 / rent / v2 / editor / 2019-07 |
| 4 | Approval workflow | That version signed off | v2 approval ID |
| 5 | Lease platform | Renewal notice prep compares abstract with 4.2(b) | W-0233 / review note / 2024-02 |
| 6 | Lease platform | Renewal formula restored with page citation | W-0233 / rent / v3 / cites 4.2(b) |
| 7 | Approval workflow | Restored version approved; notice authorized | v3 approval ID on the notice |
| 8 | Lease accounting | Renewal-term rent set up from the restored formula | W-0233 on the rent schedule |
Lose the version key in row 3 or the citation in row 6 and the trail breaks: a reviewer would see a renewal notice and a rent schedule, but not that one abstract version hid the formula and a later one restored it.
Chronology: the second thing a join must carry
Keys prove which records belong together; timestamps prove the order. For W-0233 that means the amendment date, the date the rent schedule was overwritten, the renewal review date and the restoration date, in one sequence, showing the fix followed the evidence. Ask whether the lease platform and accounting store dates in the same format and time zone, and whether version dates survive export.
Accounting is one more reason to keep the order. Under Topic 842, whether an amendment counts as a lease modification turns on changes to scope or consideration, and the abstract version current on the assessment date shows what the accountants were told.
Test the map with the lease team, at metadata level
Take the map to the head of lease operations and the systems administrator. Each question asks about a field, never for a record.
- Does every amendment in the repository carry its parent lease ID?
- Does the lease platform keep every version, with editor and timestamp, and for how many years?
- Are approvals recorded in the tool, or partly by email?
- Does accounts payable store the lease ID on each rent schedule, reconciliation, credit and dispute letter?
- Which of these fields are in scope for the next migration? A data migration consultant usually knows.
Write the answers into a copy of the workflow map template. Why linked records are worth more than any single export is explained in cross-system data value, and the referral brief template turns the answers into a one-page handoff.
Qualification and what stays unknown
The company needs 50+ full-time employees at peak (contractors excluded), a documented operating history, rights to license the records and an authorized contact. Companies in the U.S., Canada and the EU qualify, as do companies in the UK, Australia, New Zealand, India, Singapore, South Africa, Latin America, the UAE and Saudi Arabia when at least 90% of the data is in English. Partners sign the Channel Partner Agreement before submitting introductions. Real estate businesses that tend to fit are on the real estate operations page.
Unknown until SourceX reviews it: whether landlord confidentiality terms allow the records to be licensed, whether an outside lease administrator's contract governs any of them, what de-identification is needed, buyer interest and any price.
Next step
Refer a company. Earn up to $100,000. Default reward: 25% of Actual Supplier Payout, capped at $100,000 cumulatively per referred company. Eligibility and payment conditions apply, and a signed Schedule A or addendum can differ. A lead, meeting or signature alone does not trigger payment.
If a client's lease tool still holds the version and approval keys that join amendments to the bills they affected, register as a partner, confirm the company against who qualifies and read the program terms before you introduce its head of lease operations.