Rent is one of your biggest cost blocks.
And the only one nobody checks systematically.
Rentarion knows every deadline in your leases, recalculates every demand from your landlords - service charges, index, turnover rent, direct debits - and shows where you pay above market.
Day-to-day without a central system
What costs real money every day without Rentarion
Rent is one of the biggest cost blocks in multi-site retail - and the only one rarely checked systematically. Six patterns that cost real money.
The silent renewal
One overlooked termination date and the lease renews automatically: 3 to 5 years of commitment, often a six-figure sum. The deadline was in the contract - on page 14.
The unchecked service charge statement
The landlord's statement gets paid, not checked: administration costs, deviating floor areas, heating billed by area instead of consumption. After 12 months, objections are barred.
The index increase by letter
“New rent from 1 July.” Who recalculates that - against the official CPI series, interval and threshold? A wrong index value keeps working, month after month.
Turnover rent without a counter-check
The landlord bills on a revenue base you know better than anyone. Yet the demand usually just gets paid - due every month, without a counter-calculation.
The direct debit nobody counts
Whether what is debited matches what was agreed is something nobody checks by hand across 50 stores. An inflated direct debit keeps running quietly, month after month.
Negotiating without numbers
Which locations are above market? When does the negotiation window open? Without numbers, the conversation with your landlord happens without your arguments.
Four checks nobody else does
Every demand is recalculated
Service charges, index, turnover rent, direct debits: checked against your contract - including a ready-made letter to the landlord.
Check the service charge statement
In
Your landlord's statement PDF - the line items are read out automatically.
Findings
- Administration costs not allocable (§ 1 BetrKV)
- Heating billed by area instead of consumption - 15% reduction right (§ 12 HeizkostenV)
- Prepayments and floor area deviate from the contract
Out
Objection letter with all findings - the 12-month deadline (§ 556 (3) BGB) runs as a task in the cockpit.
Recalculate the index increase
In
You enter what the increase letter states.
Findings
- Verdict: arithmetically correct or overstated - with the amount per month
- Cross-checked against the official index series (Destatis)
- Interval, threshold and effective date checked (§ 557b BGB)
Out
Objection letter in one click. If everything checks out, one click adopts the new rent into the contract - with four-eyes approval.
Counter-check the turnover rent
In
Your monthly revenue per store - via CSV from the till system.
Findings
- The landlord's revenue base against your own numbers
- Percentage, minimum turnover, base rent offset, cap
- Rent burden ratio: rent in relation to revenue per store
Out
Verdict with the difference amount and a ready-made letter. Revenue figures are only visible to those allowed to see them.
Control the direct debits
In
The bank statement from your online banking - as a camt.053 or CSV file.
Findings
- More debited than agreed - with month and difference
- Payment missing, before the landlord sends a reminder
- Target vs. actual across the entire store network
Out
Both findings land as tasks in the cockpit. Separately debited back-payments are matched as well.
Rentarion recalculates, warns and reminds - the decision stays with you. You import bank statements as files; there is no automated bank access.
Features for multi-site day-to-day
From folders to portfolio dashboard
All key data captured automatically, every deadline calculated, every demand recalculated - and questions to your portfolio in plain language.
Termination dates with reference-date logic
Engine calculates the exact termination date from lease end + notice period + reference date (month end / quarter end / half-year end / year end). Forward calculation for past dates.
Indexed rent + mixed clause detection
The engine detects index clauses, calculates the next adjustment date and warns in time. Invalid mixed clauses (§557a (3): stepped + index) are flagged. And when the increase arrives by letter, you recalculate it in the index review.
Special termination rights surfaced
Break clauses, break-clause dates and notice periods, revenue-decline exits - all as actionable deadlines in the dashboard, with reminders 6 months ahead.
Portfolio comparison
Locations with remaining term (color-coded), total rent, risk level, next critical deadline - grouped by city or region on demand: Munich vs. Berlin per m², deviation from the portfolio average at a glance.
Rent optimisation radar
Where do you pay above market - and when is the negotiation window open? The radar combines €/m² comparison (market + portfolio average), termination and renewal deadlines and rent-to-revenue ratio into a prioritised list per location - including a dossier PDF for the negotiation meeting.
AI Portfolio Chat
Natural language: "Which of my 87 locations expire in 2027?" - "Which contracts are above €25/m²?" - answer in seconds. Nothing is stored - GDPR-compliant.
Multi-location + roles
Branch managers upload locally (portfolio-manager role), C-level sees everything (admin), four-eyes principle for critical fields (approver). Clear processes, no back-and-forth.
Bulk CSV import
Migrate existing portfolios in hours - even with 200+ locations. Automatic column mapping, guided import assistant, partial success instead of all-or-nothing.
Excel · PDF · iCal
Portfolio Excel with active filters (status/city/risk), PDF report for leadership, iCal export of deadlines for Outlook/Apple Calendar - directly integrated.
Your store network on the map
The entire store network on one interactive map - status colours, clusters and points of interest. For expansion reviews and the quick check: which locations need attention?
Store, storage and parking thought through together
Several leases at one location, sometimes with different landlords: ancillary leases flow into the store's total rent. When the main lease enters its termination window, Rentarion reminds you to also terminate storage and parking.
One cockpit for every task
Objection deadlines, termination windows, due back-payments, follow-ups: prioritised every morning across all locations. Done, later, dismissed - with one click.
How the engine calculates
Three concrete examples
What people do by hand, the engine does in milliseconds - and verifies every quote against the original contract.
Fixed-term lease → termination
Lease end 15 Aug 2027, notice 6 months to quarter end. Engine finds last reference date ≤ lease end (30 Jun 2027), minus 6 months → you must terminate by 31 Dec 2026.
Next adjustment calculated
Index clause tied to CPI, base 1 Jan 2024, interval 12 months. Next adjustment 1 Jul 2026. Estimated increase at CPI trend 2.8% ≈ 3.2%. You know it six months ahead.
Revenue-decline exit
Contract: "If revenue declines >20% between Q1 and Q3, terminable with 3 months notice to quarter end." Engine extracts the condition and sets a conditional deadline - with a reminder once relevant.
How it looks in the app
Receive, recalculate, negotiate - made visible.
Deadlines from third-party leases, reviewed demands and numbers for the negotiation: the modules on a real portfolio.
Deadline cockpit
Every deadline from third-party leases - calculated, not maintained.
Termination windows, option deadlines, automatic renewals and index dates from heterogeneous commercial leases - prioritised across all locations, with reminders by email and calendar.
- §573 and §580a BGB reference-date logic calculated automatically
- Warned before the automatic renewal kicks in
- Main and ancillary leases thought through together
Checking demands
Every demand is recalculated - service charges, index, turnover rent, direct debits.
Your landlord's statement arrives as a PDF - Rentarion reads out the line items, checks them against BetrKV, your contract and the official index series, and prepares the objection letter. The objection deadline runs as a task in the cockpit.
- Non-allocable items and the 15% reduction right detected
- Verdict on index increases: arithmetically correct or overstated - with the amount
- Ready-made letters to the landlord - the decision stays with you
Negotiating
You negotiate with numbers.
Rent per square metre against market and portfolio average, rent burden ratio per store, the next negotiation window - as a prioritised list with a dossier for the meeting.
- €/m² against market and portfolio average
- Rent burden ratio per store
- Negotiation window + dossier PDF for the meeting
Checking direct debits
Does what leaves your account match the lease?
You import the bank statement from your online banking - Rentarion sets target against actual per store and month. Alert when more is debited than agreed, notice when a payment is missing.
- More debited than agreed - with month and difference
- Payment missing, before the landlord sends a reminder
- Reviewed service charge back-payments are matched
Let's talk about your portfolio.
We show Rentarion on a store network of your size and read in your leases to get you started. After that, the system knows every deadline - and recalculates every demand.