Rex CRM now has a dedicated Commercial Tenancy record, purpose-built for commercial lease data. Instead of tracking lease details in spreadsheets, custom fields, or notes, you can capture tenants, rent, outgoings, key dates, option clauses and documents in one structured record linked to the property.
This article covers what the Commercial Tenancy record is, how to create one, and how to find tenancies that need attention.
Where to Find Commercial Tenancies
There are two main ways to access tenancy records:
- From the left navigation menu: Properties > My Commercial Tenancies or All Commercial Tenancies
- From a property record: Open the property, then click the Tenancies tab
Creating a Commercial Tenancy
There are two ways to create a tenancy record:
1. Automatically, when a listing is marked Leased
When you set a commercial listing's status to Leased, Rex will prompt you to create a tenancy record. Core information from the listing (such as the property, tenants and rent) is pre-filled, so you can review and add the remaining lease details (lease term, outgoings, option clauses) in one step.
2. Manually, from a property record
- Open the relevant property record
- Click the Tenancies tab
- Click Add Tenancy
- Fill in the tenancy details across the sections (Tenancy Details, Price, Outgoings, Key Dates, Property Area, Option Clause)
- Click Save
What's on a Commercial Tenancy Record
A tenancy record captures everything related to a single lease:
- Tenancy Details: tenants, trading name, lease type, reference
- Price: rent amount, period, tax treatment (plus tax, tax free, includes tax), bond and deposit
- Outgoings: amount, period, whether rent is plus outgoings, area calculations
- Key Dates: lease start, lease expiry, lease term, option exercise date
- Property Area: build area, land area, measurement units
- Option Clause: free text for option terms
- Documents: upload and store lease documents directly on the record
- Related Contacts: link tenants and other contacts with relationship types
- History: full audit trail of changes
- Permissions: control who can view and edit
Finding Tenancies That Need Attention
The tenancy list views include filters designed to surface lease activity that needs follow-up:
| Filter | What it shows |
|---|---|
| Active | Current tenancies that aren't expired, archived or trashed |
| Expiring Soon | Tenancies with a lease expiry date within the next 9 months |
| Expired | Tenancies where the lease expiry date has passed |
| Archived | Tenancies that have been ended or renewed |
| Trashed | Soft-deleted tenancy records |
You can also filter by property, tenant and lease expiry date range.
Renewing, Ending or Archiving a Tenancy
From an active tenancy record you can:
- Renew tenancy: archives the current tenancy with the reason 'renewed' and creates a new tenancy record, preserving the lease history as a chain. The renew option is only available when no other active tenancies exist on the same property.
- End tenancy: archives the tenancy with the reason 'ended'. Use this when the lease has finished and the property is vacant.
- Trash: soft-deletes the tenancy record. Use this for records created in error.
- Reactivate: restores an archived tenancy back to active.
Please Note: If your tenancy was synced from Rex Cirrus8, the Renew, End, Trash and Reactivate actions are disabled. These lifecycle changes must be made in Cirrus8 and will flow back into Rex on the next sync.
A Note on Terminology
If you work exclusively in commercial property, you'll notice that residential terminology (such as bedrooms, bathrooms and open home stats) has been removed from commercial listings, Rex Hub and Rex Pocket. Commercial listings now display Build Area and ROI in place of bedrooms and bathrooms.