Fit-out: drawings, insured contractor, completion and deposit
Follow each tenant's fit-out from drawings to close. Drawings are approved or sent back, works start only with an insured contractor, and the deposit is settled at the end.
PLANSScale only
The problem it solves
- A tenant's contractor starts work before anyone has seen the drawings.
- The contractor's insurance ran out last month and nobody checked.
- The fit-out deposit is forgotten, or returned before the damage to the common area is fixed.
How it works
- Open Lease > Operations > Maintenance > Fit-outs > New: unit, lease, tenant, works from and until, the contractor, Contractor Insured Until and the works permit.
- Attach the tenant's drawings and press Drawings Sent.
- The drawings wait for approval on the approval chain Fit-out drawings: Lease Managers by default. Approve, or Send Back with the comments written on the fit-out.
- Press Start Works. It is refused unless the contractor is insured until the works end.
- Press Completed when the works are done; the completion date is kept with your note.
- On the Deposit and Completion tab, record the deposit taken, kept for damage or returned. Close is refused until the deposit is settled.
Everything it does
Steps
- Draft, Drawings Sent, Approved, Works, Completed, Closed; Cancelled only from draft
- Send Back returns the fit-out to draft and needs comments on the drawings
Checks
- Drawings Sent needs drawings attached
- Start Works needs Contractor Insured Until on or after Works Until
- Close needs the deposit returned or an amount kept, when one was received
Deposit
- Fit-out deposit amount, received, kept for damage, returned
- Recorded on the fit-out; the money itself goes through your accounts
Approval
- Approval chain Fit-out drawings, one per Entity; usual approvers Lease Managers
- A decision asks for a note; sending back is the refusal
- Approvers get a to-do for each fit-out waiting
Who uses it
Lease user or fit-out coordinatorOpens the fit-out, attaches drawings, starts and completes the works.
Lease ManagerApproves or sends back drawings and settles the deposit.
Tenant and contractorSend drawings and insurance to your team; they have no fit-out page of their own.
Where you use it
- Web: Lease > Operations > Maintenance > Fit-outs
- Web: approvals waiting in the approvals list and the to-do
- Not on the tenant's web page or in the apps: drawings are attached by your staff
What you control
Settings
- Approval chain Fit-out drawings: levels and approvers you set; Lease Managers to start with
Approvals
- Fit-out drawings: drawings sent wait for the chain's levels, Lease Managers by default. The person who sent them may approve at a level they hold
Notifications
- Approvers get a to-do for each fit-out waiting; there is no separate fit-out message to the tenant
Questions
Can works start before the drawings are approved?
No. Start Works is only possible on an approved fit-out, and only when the contractor is insured until the works end.Can the tenant upload drawings themselves?
Not yet. The tenant sends drawings to your team, who attach them to the fit-out.Who approves drawings?
The approval chain Fit-out drawings, with Lease Managers as the usual approvers. You can add levels, such as a technical manager.Is the fit-out deposit billed?
The fit-out records the deposit taken, kept and returned. Bill or refund the money through your accounts.Which plan has it?
Scale.Related features
ACROSS SMARTMY LEASEApproval chainsWork orders, tenant applications, fit-out drawings and charges wait for levels of approval, such as the owner of the unit for repairs over their limit. Each kind has a chain per Entity, with the managers as the first level.COMMERCIALBank guarantees, letters of credit and bondsKeep every guarantee a tenant gives you, with the bank, amount, expiry and last day to claim. The property manager is told 60 days before it expires, and you record a call or a release.COMMERCIALTenant categories and exclusivityGive each commercial lease a tenant category, such as pharmacy or food court, and the categories it was promised as exclusive. A new lease that would break a promise in the same property is refused when you confirm it.CHECKS, DEPOSITS AND REPAIRSMove-in, move-out and inspection checks with photos and signaturesWalk the unit at move-in, move-out and in between with a check. Check points are cards answered with one tap. The check takes photos, meter readings, the item list, keys and damage. Your staff sign first and the tenant signs last. The tenant gets the PDF; new damage at move-out becomes proposed deposit deductions.LEASES AND RENTLeases with joint tenants, guarantors and several unitsA lease holds the tenant, joint tenants, occupants, guarantors, one or more units, the term, the rent and how it is paid. Confirm it and the rent schedule, the deposit and the unit statuses follow.
See your buildings on it.
Tell us how many properties and units you have, whether you let your own or manage for owners, and how rent is paid today. We will set up your portfolio with you on SmartMy Lease.