# Beyond Leases: Other Critical Dates for Multi Unit Operators to Track

Leasecake University

October 30, 2024

Looking to track more than just lease expirations and rent changes? Here’s a list of key dates and events that top Leasecake users rely on Leasecake to manage.

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# Key Dates and Events

|     |     |     |
| --- | --- | --- |
| ## **What to Track** | ## **Why** | ## **Examples** |
| **Renewal, expansion, or termination option deadlines** | Missing an option deadline can cost you valuable rights to extend or adjust your lease, potentially forcing relocation or renegotiation at less favorable terms. | Lease renewal notices, termination notices |
| **Dates for reconciling common area maintenance (CAM) charges** | Staying on top of CAM reconciliation ensures you're not overpaying for shared property expenses and allows you to contest any discrepancies before it's too late. | Annual CAM reconciliation due dates |
| **Due dates for property tax payments** | Late tax payments can lead to penalties or even liens on the property, which can disrupt business operations and hurt financial standing. | City/county tax payment deadlines |
| **Expiration dates for business and property insurance policies** | Gaps in coverage expose your business to liability risks, leaving you unprotected in case of emergencies or claims. | General liability or property insurance renewals |
| **Expiration dates for operating permits, liquor licenses, health permits** | Failure to renew these can lead to fines, operational shutdowns, or legal complications that directly impact revenue and business continuity. | Health department inspections, liquor license renewals |
| **Regular maintenance for key systems like HVAC, fire alarms, and plumbing** | Proactive maintenance prevents costly repairs and downtime while ensuring compliance with safety regulations. | HVAC inspections, fire alarm tests |
| **Deadlines for ADA compliance, environmental assessments, and safety certifications** | Non-compliance can result in hefty fines, legal disputes, or reputational damage, which can be costly to fix after the fact. | ADA certifications, EPA assessments |
| **Dates for quarterly or annual reports, especially for leases subject to ASC 842 or IFRS 16** | Timely reporting ensures compliance with financial regulations and improves transparency for stakeholders and auditors, helping avoid costly penalties. | Quarterly rent reconciliation reports, ASC 842 filings |
| **Key dates for gathering and reviewing lease documents in preparation for an audit** | Being audit-ready minimizes the risk of discrepancies, which could lead to fines or unfavorable audit findings. | Lease audit preparation timelines, document collection deadlines |
| **Start and completion dates for renovations, remodels, or new build-outs** | Tracking milestones ensures projects stay on schedule and within budget, helping avoid costly delays and ensuring locations are operational when planned. | Renovation completion dates, grand opening dates |

|     |     |     |
| --- | --- | --- |
| ## **Other Location Events** | ## **Description** | ## **Example** |
| **Health Permit Renewal Date** | The date by which your location’s health permit must be renewed to comply with local regulations and avoid fines or shutdowns. | Renew the health permit by September 30, 2024. |
| **Fire Inspection Date** | The scheduled date for a mandatory fire inspection to ensure your location meets safety standards. | Fire inspection scheduled for January 15, 2024. |
| **Business License Renewal Date** | The date when your business license must be renewed to remain legally operational in the location’s jurisdiction. | Renew business license by December 31, 2024. |
| **Equipment Maintenance Deadline** | The date by which key equipment at the location must be serviced or maintained to ensure continued operation. | Service HVAC system by March 15, 2024. |
| **Property Inspection Date** | The date for scheduled inspections to ensure the location’s property is maintained and complies with safety or operational standards. | Property inspection set for June 1, 2024. |

# Additional Events By Industry

We asked our Leasecake customers what industry-specific events they track in Leasecake. Here are the top responses:

|     |     |
| --- | --- |
| ## **Restaurants** | - Health and Safety Inspections<br>  <br>- Liquor Licenses<br>  <br>- Serv-Safe Certifications<br>  <br>- Uniform & Linen Contracts<br>  <br>- Franchise Agreements |
| ## **Medical & Dental** | - Regulatory Compliance Inspection<br>  <br>- Health Department Permits<br>  <br>- Equipment Calibration and Maintenance<br>  <br>- Hazardous Waste Disposal Contracts<br>  <br>- Insurance Policy Renewals, including liability, property, and malpractice coverage |
| ## **Health & Fitness** | - Equipment Maintenance<br>  <br>- Health and Safety Inspections<br>  <br>- Asset Leases<br>  <br>- Utility Contracts<br>  <br>- Insurance Policy Renewals<br>  <br>- Zoning and Permits<br>  <br>- Franchise Agreements |
| ## **Hair & Beauty** | - Cosmetology Licenses<br>  <br>- Health Department Permits<br>  <br>- Inspection Schedules<br>  <br>- Equipment Warranties<br>  <br>- Supply Contracts<br>  <br>- Staff Certification Expiration and Renewal Dates<br>  <br>- Utility Contracts<br>  <br>- Insurance Policy Renewals |

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That's a lot of great ideas! Ready to start tracking these dates? [Learn how to set up custom events and attributes in your Leasecake account today!](https://help.leasecake.com/en/articles/8321289-events-reminders-and-auto-tasks)

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## Disclaimer

The information provided is for general guidance and should not be taken as legal advice. Lease agreements can vary, and we recommend consulting with a legal professional for advice specific to your situation.

Keywords:

Leasecake University, LC University, Real Estate 101, Real Estate Best Practices