AI Lease Document Extraction from PDF Contracts
Lease102's AI Document Extraction uses Claude AI to read your lease documents and automatically extract the key financial terms.
Supported Documents
Our AI extracts the key terms from a lease agreement automatically. Supported formats are PDF, Word (.docx), Excel (.xlsx, .xls) and CSV, up to 20MB per file. This is the "Upload a lease document" option offered on the empty dashboard for your first lease. Note: older Word .doc files are not supported, so use Save As in Word to create a .docx or PDF first.
Accuracy
Upload Process
Choose "Upload a lease document" on the dashboard, or open Document Import (/imports/new). Drag and drop a PDF, Word, or Excel file or click to browse, then review and edit before saving.
Review & Correction
After extraction, review each document. Edit fields as needed and click 'Approve' to create the lease record.
Additional rents and stepped rents
The definition of "Rent" in a commercial lease often bundles more than the main premises rent. Lease102 now captures fixed additional rents that are reserved as part of the Rent and payable with it, such as a car park rent, a storage rent or a signage rent. These are shown under "Additional Fixed Rents" on the review screen and, when they run for the whole term on the same payment dates, are added to each rent instalment automatically when you approve the lease. It also captures pre-agreed stepped rents, where the lease fixes a higher rent for later years (for example rising on each anniversary of the term start), shown under "Stepped Rents" with their true step dates. The payment schedule then applies each step on the correct date and blends the instalment for the quarter in which the rent changes.
What is not an additional rent
Completeness check
Alongside the main extraction, Lease102 reads the document a second time and lists every recurring payment it defines under "Obligations Found in This Document", each marked fixed or variable. These are split into amounts payable to the lessor and your own costs paid to others, because a vehicle agreement obliges you to tax, test and service the vehicle and those are not lease payments. If a fixed amount payable to the lessor is missing from the captured payment schedule, the review screen shows a warning so nothing is left out by mistake. This catches, for example, a car park rent that was reserved in the lease but not picked up in the main pass.
Missing pages
If a scan shows hard evidence that part of the document is absent, the review screen says so and lists what it found: a clause sequence that starts at 4, a cross-reference to a clause that is not there, or a named section the text relies on but which never appears. This never blocks the import, and everything the uploaded pages do contain is still read. A document that simply does not state a value is not treated as incomplete, because many agreements are legitimately silent.
Where a missing value lives
When a required field cannot be filled and the document says where that value is recorded, the review screen adds that sentence beneath the error. A vehicle agreement whose term runs from a delivery date "specified on the handover note" will say so, rather than only telling you a commencement date is required. Lease102 never guesses what the value might be.
What happens if I upload something that is not a lease?
Every PDF and Word upload is checked for suitability before a draft is created. A document that is not a contractual agreement at all (an invoice, a statement, a title deed, a valuation), or that has no determinable payment obligations, or no determinable term, is not extracted: the document is flagged with a clear explanation of what it appears to be and why, and no draft is created. A rejected document does not use up one of your monthly AI extractions. If the document is still worth holding, for example a renewal notice or a covering letter, use Keep on register on the rejected document: you give it a reference, the other party, the dates and the payment, and Lease102 creates a register-only record with the uploaded file held as its source document. A register-only record produces no right-of-use asset, lease liability or schedule, and never affects your FRS 102 figures, though it does count towards your plan's record capacity. The reference cannot be changed afterwards, so check it before you confirm.
Peppercorn leases are fine
Can I track a services or maintenance contract?
Yes. A genuine contractual agreement with a payment schedule and a defined term that is not a lease (a services agreement, a maintenance or support contract, a software licence or subscription) extracts normally and is marked as a non-lease contract. On approval it is recorded for visibility only: its payments and key terms are kept and it shows in your lease list with a Non-lease contract badge, but no amortisation schedule is produced and it has no balance sheet impact. Non-lease contracts are excluded from dashboard totals, reports, disclosure packs, journals, and ERP exports, and the dashboard shows how many you hold. The record's page shows a Payments by Period grid (each dated payment with a running total), and the CSV and Excel exports produce a contract record extract with the same grid. You can also mark a record as a non-lease contract manually via the Classification section of the lease form, and the review screen lets you override the classification in either direction before approval. The same visibility-only treatment covers a sub-lease or a licence you grant as the landlord: set the Classification to "Sub-lease you grant (register only)" or "Licence you grant (register only)", or use "Record as: sub-lease you grant / licence you grant" on the review screen. These carry the counterparty (occupier) and show their payments as receivable for reference, but Lease102 still produces no accounting for them: it is a lessee tool and does not perform lessor or sub-lease accounting.
Visual source matching (beta)
When the feature is enabled for your account, the import review screen highlights the clause in the PDF that each extracted field came from. Click a form field or its target icon and the PDF panel scrolls to the source clause with a coloured rectangle drawn on top. Highlights cover the key lease terms: contract reference, lessor name, lessor contact, asset description and location, commencement and end dates, periodic payment, payment frequency and timing, discount rate, the quarter-day calendar, the peppercorn-rent flag, each break clause and renewal option, and every typed lease component – incentives (rent-free period, fit-out contribution, moving costs, cash payment, assumption of liability), direct costs (legal fees, broker commission, survey, stamp duty), restoration (dilapidations, make-good, asset removal), purchase options (bargain purchase, fair-value purchase) and standalone termination penalties. Border colour matches the field's confidence badge: green for high confidence, amber for medium, red for low. A dashed border means the match is approximate rather than exact. Fields without a confident source stay editable with no highlight. To request access, contact support.
Where does the highlight come from?
Extraction Quotas
AI extraction is metered per month and the allowance scales with your plan. Each plan has a monthly extraction count; a separate internal token safety net guards against unusually long documents. Whichever limit is reached first applies. The 14-day free trial includes 40 extractions in total, with the same fair-use safeguard: if it runs out mid-evaluation, contact support and we will extend it. Manual and spreadsheet entry are never metered.
When you reach the limit
| Plan | AI extractions / month |
|---|---|
| Starter | 5 |
| Growth | 25 |
| Professional | 100 |
| Practice Free | 50 |
| Practice Pro | 150 |
| Practice Enterprise | 500 (raisable on request) |
Source documents & history
Any record can also hold supporting documents of its own. Open the record and use Attach in the Record Information panel to add a renewal notice, a variation letter, a rent review memorandum or a photographic schedule of condition. You can hold up to ten files per record, each up to 20MB, as PDF, Word, Excel, CSV, PNG, JPG, Outlook message or email. Nothing you attach is read by AI and none of it changes your figures: it is held for reference and can be opened, saved or removed at any time. Removing one deletes the file and keeps a note that it existed for your audit trail, and deleting the record removes its documents too. Separately, once you approve an extraction, the original document is attached to the lease as its source document and can be opened any time from the same panel. The Document Import page is a working area: it shows Active imports (still processing or awaiting review) by default, with Completed and All filters. Completed imports move out of the Active view automatically, so you never need to delete them to stay tidy. Removing an import from history keeps any leases created from it and their attached source documents; only un-approved uploads are discarded. A source document is removed only when its lease is deleted (via the deletion-request approval), and a record that it existed is retained for your audit trail.
Your audit trail is protected
Limitations
AI extraction focuses on financial lease terms found in the document. Some organisational fields are not extracted and should be assigned manually after import.
Cost Centres
Currency on imported leases
The AI detects the document's currency (GBP, EUR or USD). A lease is shown and accounted in the currency of the portfolio it belongs to, falling back to your organisation default when no portfolio is linked. If the detected currency matches your default, nothing changes. If it differs (for example a EUR document in a GBP organisation), the review screen shows an advisory note and the created lease carries a detected-currency marker: until you link a matching-currency portfolio it accounts in your default and shows an amber flag on its detail page.
Linking a matching portfolio
Upload a lease PDF
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