"Leases: rent, terms, and renewal deadlines"

What lease tracking is

A lease record holds everything about the agreement that puts a facility in your hands: who the landlord is, when the term starts and ends, what you owe each month, and how much notice you have to give before it renews or lapses. Verinode does not source or negotiate the lease. It reads what you enter, watches the term end and notice period you gave it, and surfaces the notice deadline so the date does not slide past you while you are running jobs. You decide whether to renew, renegotiate, or walk.

Every facility can carry at most one active lease at a time. Add a lease, and if an older one is still active on that facility, Verinode marks it Superseded and moves it into history automatically, the way a new lease naturally retires the one it replaces.

Where to find it

Open Facilities from the sidebar (/facilities). The section is a horizontal card deck with five tabs: Footprint, Leases, Compliance, Consumables, Costs. Leases carries the maintain accent color (yellow), the same tone Verinode uses across the platform for scheduled, deadline-driven items.

Lease detail and the actual add, edit, and terminate controls live one level down, inside a facility's own profile:

1. From the Leases tab, or from Footprint, click any row to drill into that facility.
2. Inside the facility profile, click the Lease tab in the tab bar (Overview, Lease, Compliance, Consumables, Costs). If the facility has no active lease yet, this tab carries a small Add badge.

The Leases tab (deck-level list)

This tab lists every active lease across your whole footprint in one place, so you can scan renewal risk without opening each facility.

Header line. Reads the count, for example "6 leases across your footprint. Click a row to open the facility." (Singular reads "1 lease…")

Sort order. Rows are sorted by notice deadline first, term end second, soonest at the top, so the lease you need to act on soonest is always first.

Each row shows:

• A status pill (Active, Expired, Terminated, or Superseded).
• The facility name the lease belongs to.
• A summary line: landlord name (or "Landlord, " if none is on file), monthly base rent, and the term end date, for example "Tampa Industrial Park LLC · $8.5k/mo · term ends Jun 30, 2027."
• On the right, the notice deadline and how far out it is: "Notice Jun 1, 2027" with "in 45d" underneath, or "12d ago" if the window has already passed. Leases with no notice deadline set show a dash.

Color coding on the notice column:

• Ember red (the Analyse signal color) when the notice deadline has already passed on an active lease, you are overdue to give notice.
• Maintain yellow when the deadline is 30 days out or closer, time to make the call.
• Neutral foreground when it is further out or the lease is not active (expired, terminated, superseded leases always read in muted gray, regardless of date).

Click any row to open that facility's profile directly in the Lease tab.

Empty state. "No leases tracked yet. Open a facility profile and add a lease from the Lease tab."

The stats strip on a facility profile

At the top of every facility profile, a dark stat strip shows four values at a glance: Sqft, Ownership, Status, and a fourth slot that adapts to what you have on file. If the facility has an active lease with a notice deadline set, that fourth slot becomes Notice due and shows the same urgency label as the Leases tab ("45d", "12d overdue", "Today"). If there is a lease but no notice deadline yet, it shows Monthly rent instead. If there is no active lease at all, it falls back to Country. This is Verinode surfacing the single most useful number for that facility without you having to open the Lease tab to find it.

Adding or editing a lease

From the Lease tab inside a facility profile, click + Add lease (no active lease yet) or Edit lease (updating the current one). Both open the same Add lease / Edit lease modal, with the fields below. Any field can be left blank and filled in later.

• Landlord / lessor name. Free text, e.g. "Tampa Industrial Park LLC."
• Landlord contact. Email or phone for whoever you deal with on this lease.
• Term start and Term end. Date pickers. Verinode checks that the term end is on or after the term start and blocks the save with "Term end must be on or after term start" if you get them backward.
• Notice period (days). How many days before term end you are contractually required to give notice, for example 90. Must be zero or a positive whole number.
• Auto-renew. A checkbox, labeled "Renews automatically if no notice", recording whether the lease rolls over on its own if you don't act.
• Monthly rent (USD). The base rent, entered in dollars (Verinode stores it in cents internally, so $8,500.00 and $8,500 both work).
• Escalation type. How the rent is scheduled to increase over the term: None, Fixed %, CPI-indexed, Stepped, or Other.
• Escalation value. The number that goes with the type you picked. For Fixed %, this is the annual percentage (e.g. 3.5). For Stepped, it's a dollar step amount (e.g. 250). The field label changes to match your selection.
• Security deposit (USD). The deposit amount, same dollars-in / cents-stored handling as rent.
• Notes. Free text for anything else worth flagging, placeholder text reads "Anything else the Co-COO should know about this lease."

Click Save lease (new) or Save changes (editing). The button reads "Saving…" while the write is in flight. If the save fails, the exact error message from the save attempt appears above the buttons.

How the notice deadline is calculated

You never enter a notice deadline directly. Verinode derives it the moment you save: term end minus the notice period you entered. A term ending June 30 with a 90-day notice period produces a notice deadline of April 1. That is the date underlying every "Notice due" figure, tone color, and sort order you see across the Leases tab and the facility stats strip. If either the term end or the notice period is missing, no deadline is derived and those surfaces show a dash instead.

Editing a lease later and changing either the term end or the notice period recalculates the notice deadline against the merged values automatically, you don't need to touch both fields for the recalculation to happen correctly.

The Lease tab inside a facility profile

This is the full detail view for a facility's active lease, laid out in three sections plus the action row.

Term

• Term start and Term end, formatted dates (e.g. "Jun 30, 2027"), or a dash if not set.
• Notice period, shown as "90 days," or a dash.
• Notice deadline, shown with the same urgency phrasing as the deck view: a day count if it's within 90 days ("45d" or "45d (6w)"), the word "Today," "Nd overdue" if it has passed, or the plain date once it's more than 90 days out.
• Auto-renew, "Yes" or "No."
• Status, one of Active, Expired, Terminated, or Superseded.

Cost

• Monthly rent, the base rent in dollars.
• Escalation, described in plain language built from the type and value you entered: "3.5% / yr" for Fixed %, "$250 step" for Stepped, "CPI-indexed" for CPI, "Custom" for Other, "None," or a dash if nothing is set.
• Security deposit, in dollars.
• Rent currency, the ISO currency code (defaults to USD).

Landlord

• Name and Contact, or a dash if not on file.
• Notes, shown only when notes exist, preserving your line breaks.

Actions. Two controls sit at the bottom of the tab:

• Terminate lease (in red, left-aligned). Prompts "Mark this lease as terminated? The lease record stays in history; the facility becomes available to add a new lease." Confirming sets the lease's status to Terminated, appends a note recording the termination date, and clears the active lease from the facility, ready for a new one if you sign one.
• Edit lease (copper button, right-aligned). Opens the same Add/Edit modal pre-filled with the current values.

Empty state, no active lease. The copy adapts to how the facility is held:

• If the facility's ownership is Owned: "This facility is owned, a lease record isn't needed unless you carry one (e.g. financed facility with a master agreement)."
• Otherwise (leased, rented, subleased): "No active lease yet. Add one to track the term, rent, notice deadline, and renewal options."

Both cases show a + Add lease button below the message.

What is not tracked yet

The current lease record is intentionally narrow: landlord, term, notice, rent, escalation, deposit, and notes. Common area maintenance (CAM) charges, insurance requirements tied to the lease, formal renewal options, and an attached lease document are modeled in the schema for a future phase, when lease-document ingestion lands and can extract those clauses automatically instead of asking you to type them in by hand. Until then, capture anything in that territory in the Notes field.

How this feeds your numbers

The monthly rent on a facility's active lease combines with that facility's recurring costs (utilities, insurance, and the rest, covered in Facility recurring costs) into the facility's all-in monthly figure shown on its Overview tab. That figure is one of the inputs Verinode reads when it builds your margin picture, what you keep after every cost of running the business, not just job costs. See Understanding your margin for how facility overhead fits into that number.

Best-practice example

Say a warehouse lease has a term ending June 30, 2027 and a 90-day notice period. Verinode derives a notice deadline of April 1, 2027 and starts coloring that row Maintain yellow the moment it lands inside the 30-day window, in this case around March 2. That is your cue to have the renewal conversation with the landlord well before the contractual window to give notice closes. If you let it pass without giving notice, the row flips to Ember red and reads "Nd overdue," a clear flag that you are now out of contract on timing and any renewal is at the landlord's discretion, not yours.

Related articles

• Facility footprint: offices, warehouses, and yards
• Facility compliance: inspections, certificates, and renewals
• Facility recurring costs
• Understanding your margin
• The decision workspace