The entire lease portfolio — queryable in seconds

The association manages roughly 60,000 residential and commercial tenancies on a legacy SQL landscape. The master data knows the tenant, the property, and the base rent — but the decisive clauses sit in the free text of the lease PDFs, accumulated over generations, with inherited portfolios and inconsistent templates.

Deadline tracking ran on Excel: index-linked rent adjustments were missed because the clause was buried in free text and no one followed it systematically — at this portfolio scale, a measurable revenue gap every year.

Owner and board reports (“What share of the portfolio is index-linked versus stepped?”) were semi-annual special projects with a five-figure labor cost.

Every portfolio acquisition added its own stack of files with its own template world, effectively beyond the reach of due diligence — a full review simply wasn’t possible in any reasonable timeframe.

Piko connects to the property-management software read-only and reads the lease portfolio from the DMS. Its document intelligence extracts clauses across every template family — term, rent, adjustment mechanism (index/stepped), termination rights, special termination, deposit.

Every extracted clause carries a pixel-precise source reference: PDF, page, bounding box. A curated vocabulary of ‘lease / clause / property / deadline’ links the clauses to the property keys in the management software — validated by the portfolio-management team during the pilot.

Caseworkers review flagged items in a reviewer workflow; their corrections continuously improve recognition. The management software remains the system of record — Piko reads and structures, but never rewrites the underlying data.

The board question “Which leases expire within 12 months and carry a renewal option?” is now answered with a single query — a table where every row links to the exact page of the lease PDF, live and exportable.

What used to be a two-week, two-person project is now a report in seconds. Deadlines are tracked systematically instead of chased in Excel.

The second use case in the same world — service-charge statement review, modernization deadlines — no longer costs a second pilot project, because the ontology already exists.