Lease up Mandates (Commercialization)

The upper part of the screen displays an overview, by unit typology, which allows you to quickly visualize the surface areas covered or not by a mandate, as well as the share of vacancy for these same areas.

This view shows, over a rolling year, which units are affected by upcoming vacancy (break date, end date or vacancy).

Units are pre-selected by default according to this criteria, but all units are available in the drop-down list and can be displayed on the screen.

The color coding allows you to quickly identify which units are already covered by a mandate (blue) and which are not.

For those, you may want to consider contracting with a broker.

You can also create a lease up mandate from this screen by clicking on the checkmark at the right of each unit and then clicking on the + Create a mandate button.

To create a new mandate, click on the + Create a mandate button.

To access the options for viewing, editing, duplicating, terminating or deleting a mandate, you must first click on the line of the mandate to display these options.

The first part of the mandate creation process concerns general information:

• Mandate Id

• Name

• Start date

• End date

• Tacit duration in months

• Number of tacit

• Target rent

• Mandate type (simple or exclusive)

  In the case of an exclusive mandate, it is possible to enter a detailed typology based on the number of brokers involved in the mandate.

• Signed?

• Modification?

• Comment

• Link to the building units

Once you've filled in the main data, click on the Next button to move on to the Broker tab.

In this Broker tab, add the brokers involved in the mandate.

You can indicate which brokers have been consulted and which have actually been retained.

The list of brokers will be available as an input aid in the broker fees section of the leases (Image 2).

Click on the Next button to go to the Fixed fees tab.

The fixed fee screen is different for each type of mandate.

For simple mandates, it is possible to fill :

• a fee rate on the net effective rent

• a fee rate on the base rent

• a lumpsum amount

For exclusive mandates (Image 2), it is possible to fill :

• À partir d'un taux d'honoraires sur le loyer économique, de base ou à partir d'un montant fixe :

  • Without third party involved in the deal :

    • The percentage due to the broker making the deal

    • The percentage due to broker(s) not doing the deal

  • With third party involved in the deal :

    • The percentage due to the broker making the deal

    • The percentage due to the third party making the deal

    • The percentage due to broker(s) not doing the deal

At lease level, in our example, the fee amount calculated will be 10% of the base rent, while the fee amount calculated according to the indicated distribution will be visible on the broker's third-party page (Image 2).

77,840€ in fees, distributed as follows:

• 77 840 * 80% = 62 272€ for CBRE making deal

• 77 840 * 20% = 15 568€ for DTZ Brokers, second retained broker not having completed the deal.

Once the fixed fees have been defined, click on the next button to move on to the Variable fees tab.

The variable fee functions are identical for all types of mandate.

Variable fees can be set according to various incentives:

• Target rent

• Target duration

• Target area

• Target date (Signature date ou lease start date)

Once the variable fees have been defined, click on the Next button to move on to the Documents tab.

In this tab, you can store documents relating to the mandate.

Finally, click on the double arrow to finalize your creation.

The module can also be used to create and track visits carried out as part of the mandate.

You can indicate the surface area and units concerned by the visit, the probability that the visit will result in a contract, and the prospect involved.

Similarly to mandates, a “Visits” section is available on the third-party broker, giving an overview of all the properties on which he is involved (Image 2).

The last objects managed in this module are commercial proposals.

As the final step before contractualization, they can be modeled in connection with a visit previously carried out.

The proposal can include various details of the potential contract, such as the lessee (whether already identified or not), the surface areas / units concerned, and the dates and financial conditions negotiated.

Several standard reports are available for this module:

• Lease up mandates report

• Lease up mandates by units report

• Commercial proposals report

• Visits report

As mentioned above, monitoring tools are available on the third-party broker's page:

• Signatures section

• Evolution of visits section (Image 2)

• Mandates and signatures section (Image 3)

• Mandates by typology section

  This last section summarizes the number of mandates by year and by property type.