The verdict in three sentences
For a 90-store shopping center, custom lease management software costs EUR 40,000 to 80,000 excl. VAT and ships in about 5 months. The fastest gain comes from turnover rents: automated tenant sales collection and calculation without re-keying recover on average 2% of rents that slipped through the Excel file. With EUR 5 to 6 million in annual rent, the investment pays back in under a year.
Why Excel breaks at 90 stores
A 90-unit center means 90 commercial leases, each with its own indexation date, turnover rent clause (often 6 to 10% of sales above a guaranteed minimum rent), service charge share and rent-free periods. On a spreadsheet, three errors keep coming back: ILC indexation forgotten or applied to the wrong quarter, tenant sales reported late or never chased, service charge reconciliation closed 6 to 9 months late. Each one costs money and fuels disputes with tenants.
| Leak point | With Excel | With dedicated software |
|---|---|---|
| ILC indexation | Manual, 5 to 10% of leases late | Automatic on anniversary date |
| Tenant sales reporting | Emails and manual reminders | Tenant portal, automatic reminder at D+5 |
| Turnover rent calculation | Fragile formulas, 1 to 3% variance | Traceable calculation per lease and period |
| Service charge reconciliation | 6 to 9 months after year end | 2 to 3 months after year end |
| Allocation keys | Multiple tabs | Shares and floor areas configured |
| Amendment history | Paper files | Versioned lease with attachments |
2026 cost: custom build or property software package
Commercial property management packages exist, but they are designed for multi-asset landlords and billed per unit on subscription. For a single center with its own rules (marketing fund, events, parking), custom software is often more profitable over 5 years.
| Item | 2026 range (excl. VAT) | Comment |
|---|---|---|
| Leases and ILC indexation module | EUR 10,000 to 18,000 | Import of 90 leases, expiry alerts |
| Turnover rents and tenant portal | EUR 12,000 to 22,000 | Monthly sales reporting, variance checks |
| Service charges and reconciliation | EUR 8,000 to 16,000 | Budget, quarterly calls, annual statement |
| Invoicing and accounting export | EUR 5,000 to 12,000 | Rent notices, FEC file, accounting software link |
| Management dashboard | EUR 5,000 to 12,000 | Vacancy, arrears, sales per sqm |
| Total project | EUR 40,000 to 80,000 | 5-month timeline |
| Hosting and maintenance | EUR 600 to 1,200 per month | Backups, updates, support |
A market package runs, as a 2026 order of magnitude, EUR 8 to 20 per unit per month, i.e. EUR 8,600 to 21,600 per year for 90 units, plus EUR 10,000 to 25,000 of setup. It fits if your leases are standard. It gets expensive as soon as you ask for adaptations.
A realistic 5-month plan
| Month | Deliverable | Checkpoint |
|---|---|---|
| 1 | Lease audit, data model | Standard clauses validated |
| 2 | Leases module, ILC indexation | 12 months of history recalculated |
| 3 | Tenant portal, turnover rents | Test with 10 pilot tenants |
| 4 | Service charges, reconciliation, invoicing | Previous year statement replayed |
| 5 | Full migration, training, go-live | One quarter of parallel run |
The parallel run is essential: you compare the software and Excel over a full quarter, which surfaces the variances that already exist.
Mini case study
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Laurent manages a 90-store shopping center near Bordeaux. Annual rent invoiced: EUR 5,400,000 excl. VAT, including EUR 1,100,000 in turnover rent. The audit shows a 2% variance across all rents, mainly under-reported sales and missed indexations, i.e. EUR 108,000 per year. The project costs EUR 62,000 excl. VAT plus EUR 10,800 per year of maintenance. In year one, the net gain is 108,000 - 62,000 - 10,800 = EUR 35,200, and the tool pays back in 7 months. His assistant also gets back 2 days a month of chasing and data entry.
FAQ
Does the software handle ILC and ILAT indices?
Yes, both indices are configurable per lease, with the base index, quarter and any cap. INSEE index updates are automatic 4 times a year.
How do tenants report their sales?
Through a secure portal, monthly, with the accountant's certificate uploaded once a year. A reminder goes out at D+5, then D+10, pushing on-time reporting above 95%.
Can existing lease history be migrated?
Yes, migrating 90 leases with 3 years of history takes 2 to 3 weeks in the plan. It is included in the EUR 40,000 to 80,000 excl. VAT range.
Does the software produce the annual service charge statement?
Yes, with allocation keys by shares or floor areas and detail per cost item. Reconciliation time drops from 6 to 9 months to 2 to 3 months after year end.
Who hosts the data?
A host in France or the EU, for EUR 600 to 1,200 per month including maintenance. You keep ownership of the code and data.
Let's scope your project. Send us your number of units, two standard leases and your current calculation file: we will price the scope, between EUR 40,000 and 80,000 excl. VAT depending on modules, with a 5-month plan. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
