Tracking rent expiry dates for a mixed-use building in Port Harcourt
A property manager with shops and flats in one building replaced a spreadsheet with a simple monthly list of upcoming rent expiries.
A building on Aba Road has 12 shops on the ground floor and 18 flats above. Rents are paid yearly, but not all on the same date, so expiries are spread across the year.
The problem with the spreadsheet
The old spreadsheet listed every tenant, but nobody looked at it until a tenant was already overdue. Renewal conversations started late and some units sat empty for weeks between tenants.
A list that is checked every month
Each month the manager now opens a list of rents expiring in the next 60 days, with the tenant's phone number and the amount due. Reminders go out early, and units that will not be renewed are advertised before they become vacant.