AI Document Extraction

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 10MB 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

Our AI achieves 95%+ accuracy on standard UK lease formats. Always review and edit the extracted data before saving.

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.

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?

Lease102 asks the AI to return a short verbatim quote alongside each value, then searches the PDF's own text layer for that quote so the rectangle aligns with the real character positions, not an estimate. Scanned PDFs without a text layer are run through OCR first. Word (.docx) leases get the same highlights: Lease102 renders the document to a preview PDF and matches the quotes against it, so the review screen looks and behaves just like a PDF import.

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.

When you reach the limit

Extraction is paused for the rest of the month and you are shown an upgrade prompt with a link to billing. You are never billed by surprise for going over. Manual and spreadsheet entry are unaffected.

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

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 lease's Record Information 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

Clearing your import history can never delete the source document behind a live lease. The document stays with the lease as evidence for its figures until the lease itself is deleted.

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

AI extraction does not extract cost centre assignments. After approving the extracted lease, assign cost centres via the lease edit form.

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

To make a EUR (or USD) lease account in its detected currency, open the lease, click Edit, and set its Portfolio to one whose currency matches (create it first under Portfolios if needed). The figures recompute in that currency and the flag clears. Linking a portfolio whose currency does not match shows a non-blocking warning so you can pick a different one.

Upload a lease PDF

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