Occupier typical implementation process:
Initial Needs Assessment: Occupier’s team begins by conducting a discovery session to identify the client’s lease management, accounting, and integration requirements. This includes ASC 842/IFRS 16 readiness assessments and a review of current data formats.
Data Collection & Abstraction: Existing lease documents, schedules, and accounting files are gathered and processed using Occupier’s AI lease abstraction service. The platform imports and structures data to build an accurate starting portfolio database.
System Configuration: The platform is customized to align with the client’s workflows—setting up roles, user permissions, reminders, and reporting dashboards. API connections to ERP or accounting systems (like NetSuite or QuickBooks) are configured at this stage.
Training & Internal Testing: End‑users (finance, legal, and real estate teams) receive guided training sessions. The Occupier success team runs trial workflows to confirm real‑time accuracy in automation, compliance reporting, and audit trails.
Go‑Live & Validation: Once testing is complete, the live system is rolled out with active monitoring from the Occupier’s customer success team. Automated journal entry creation, deadline alerts, and portfolio dashboards go live simultaneously across departments.
Occupier can be extensively customized to fit specific business and accounting workflows. The platform was designed with flexibility to support organizations of varying sizes, industries, and portfolio types—from franchise operations to enterprise-level tenants with complex financial structures.
According to Occupier’s official product, pricing, and feature documentation, users can configure workflows, reporting templates, integrations, and notifications for real estate, finance, and accounting teams. It is a modular system that allows businesses to build à la carte or bundled deployments, tailoring functions to their lease lifecycle—from site selection, transaction management, and lease administration to ASC 842/IFRS 16/GASB compliance.
Custom Workflows: Teams can tailor workflows for approvals, deal tracking, and accounting processes, aligning automation with internal reference policies or organizational review steps.
Configurable Reporting: Occupier provides customizable reports and dashboards with advanced filters, visualization templates, and metrics tracking for cost forecasting, occupancy performance, and rent obligations.
Flexible Deployment Options: Businesses can deploy the software in modules—Transaction Management, Lease Administration, or Lease Accounting—based on immediate needs. These components can be expanded or integrated later as requirements evolve.
Multi-Entity and Chart of Accounts Configuration: The system supports complex entity hierarchies and multiple charts of accounts, enabling multi-subsidiary or global infrastructure setups for consolidated financial reporting.
Localization and Currency Control: Lease data, rent tracking, and reports can be viewed in multiple languages and currencies—making it suitable for multinational enterprises handling cross-border lease obligations.
Custom Alerts and Notifications: Users can create tailored email or pop-up alerts for renewals, rent escalations, security deposits, or compliance deadlines, ensuring proactive milestone management.
API and Integration Customization: Occupier offers open APIs to integrate with accounting systems (NetSuite, QuickBooks, Sage Intacct), CRMs, or industry-specific platforms (MRI Software, Yardi). This allows for workflow synchronization and custom data mapping.
Adaptable User Roles & Permissions: Administrative users can define permission hierarchies, approval rights, and viewing privileges across departments (e.g., operations vs. finance) to fit the organization’s internal policy model.
Document Management Flexibility: Users can customize digital storage structures, metadata tagging, and document-sharing protocols within Occupier’s centralized repository to align with audit or legal documentation practices.
Customizable AI Lease Abstraction: Through AI-driven data extraction, the platform allows customization in which key index clauses, option terms, or rent formulas are automatically abstracted for unique portfolio types.
Dashboards and Data Visualization: Businesses can build personalized dashboards displaying KPI trends, lease maturity schedules, or financial impact forecasts relevant to specific roles (CFO, real estate manager, auditor).
Occupier provides structured onboarding, training, and continuous support to ensure new users successfully adopt its lease management and accounting platform across finance, operations, and real estate teams.
Occupier implements enterprise-grade security and privacy controls to protect tenant lease, financial, and user data across its cloud platform, covering encryption, access governance, compliance, and retention.
Data is protected in transit via secure transport and safeguarded at rest, with measures designed to preserve confidentiality and integrity throughout the service lifecycle.
Usage data retained for security or functionality improvements is handled under explicit retention controls to strengthen platform protection.
Role-based administration governs who can access which records, with organization-level controls applied through the app and admin settings to restrict and monitor data access by authorized personnel only.
Account-level policies define how user content and linked third-party resources are accessed, limiting exposure to external systems unless explicitly permitted by the customer.
Occupier outlines collection, use, and disclosure of personal data in a detailed privacy notice, aligning with recognized privacy principles similar to those evaluated under SOC 2 Privacy and GDPR, including transparency, consent, data minimization, and secure disposal.
Cross-border data transfers and processing are governed by the privacy policy, with the company committing to retaining data only as necessary to meet legal, contractual, and operational purposes.
Personal data and content are retained only as long as needed for service delivery or legal obligations and then securely deleted per retention policy, with usage data typically retained for a shorter duration unless required to bolster security.
Links and integrations with third-party systems are controlled; customers are informed that external sites’ practices are independent and must be vetted, reducing unintended exposure and clarifying shared responsibility boundaries.
Occupier follows a structured and client-transparent monthly release cycle complemented by ongoing incremental improvements to ensure continuous innovation without service interruptions. The company maintains a "release notes" program (available in its Help Center) identifying new features, updates, and bug fixes for each monthly product version.
Occupier publishes monthly product updates, introducing new modules, workflow enhancements, usability improvements, and integrations. For example, the June 2024 release introduced the Lease Payables feature within the Lease Administration module, expanding payable tracking for rent, CAM, and tax-related obligations.
Between monthly releases, smaller patches and performance adjustments are deployed automatically, ensuring minimal downtime. These are pushed seamlessly through the browser-based application, allowing users to always operate on the latest version without manual upgrades.
Each update is documented publicly via release notes, detailing module improvements and added functionality—such as user interface refinements, compliance adjustments, or reporting templates.
Updates are centrally managed through Occupier’s cloud infrastructure, guaranteeing all clients access the same version simultaneously across environments.
Users are notified within the application and via automated email digests highlighting changes or new tools that could impact ongoing workflows. Additionally, clients with enterprise configurations receive summary briefings from their Customer Success Managers to guide adoption of new functionality.
All new features pass a staged deployment and user acceptance testing process before public release, ensuring data integrity and accounting accuracy remain unaffected during upgrades.
Occupier’s data ownership and portability policies are centered on transparency, user control, and compliance with international data governance frameworks such as GDPR and CalOPPA. The company explicitly distinguishes between personal and platform data while granting users full authority over their uploaded and generated content within the platform.
Occupier’s service model and contractual structure provide flexibility for organizations to scale their usage up or down as their leasing and accounting portfolios evolve. Its pricing, licensing, and service delivery terms are designed to accommodate business growth, contraction, or operational restructuring while maintaining data continuity and platform performance.
Modular Product Bundling: Occupier offers à la carte and bundled products across Lease Administration, Transaction Management, and Lease Accounting, allowing clients to start small and add new modules as requirements expand. Organizations can incrementally integrate additional functionality—like compliance automation or rent payables—without migrating data or reconfiguring the existing system.
Scalable Licensing Model: The platform provides unlimited user access across all pricing tiers, enabling companies to add users freely as teams or departments grow. This eliminates cost penalties for increased collaboration between real estate, finance, and legal teams, and supports enterprise‑wide rollouts without per‑seat costs.
Usage-Based Expansion: Clients may scale capacity—such as the number of managed locations, leases, or reports—through adjustments to their Order Form under the same master agreement. These changes are processed through Occupier’s customer success channel and reflected in the next billing period.
Service Modifications: Occupier’s Standard Terms and Conditions allow customers to request service reductions or suspensions before renewal, ensuring billing aligns with active usage rather than full-scale subscription entitlement. Because it is a hosted SaaS platform, scaling down simply removes or deactivates unused modules while preserving existing data and reporting infrastructure for reactivation if needed later.
License Adjustments: Organizations facing downsizing or divestments can reduce the number of entities or properties under management by revising their subscription scope, keeping only essential modules or geographic portfolios. Occupier’s data structure supports record preservation for inactive sites or leases without deletion, maintaining historical access while reducing cost footprint.
On‑Demand Expansion: When scaling up, Occupier can rapidly enable additional modules, integrate new APIs (e.g., with ERPs like NetSuite or accounting suites like Sage Intacct), or onboard new entities using the existing configuration. This allows tenants or enterprises undergoing acquisitions or territory expansions to roll out new locations and collaborate instantly across teams.
Supplemental Customization Services: The platform offers on‑demand customization or training services on a time‑and‑materials basis, permitting tailored implementations during scale events such as mergers, portfolio restructures, or compliance conversions.
Auto‑Renewal with Scope Updates: Scaling changes are typically incorporated into the upcoming subscription renewal cycle. Updated license quantities or modules appear on a modified Order Form with adjusted pricing at renewal, ensuring smooth financial alignment between service growth and business capacity.
Written Notice for Major Reductions: Major downscaling (e.g., full module cancellation) generally requires advance written notice before renewal, consistent with SaaS contractual norms under Occupier’s standard terms.
Occupier’s Standard Service Terms and Conditions govern all contracts for access to its platform, including the management of renewal, termination, and cancellation. The conditions are structured to balance client flexibility with SaaS license continuity and service performance.
License Renewal Process: Occupier provides its services under a software-as-a-service (SaaS) license model. Renewal typically follows customer subscription periods defined on an Order Form, continuing automatically under the same service scope unless either party gives written notice before the term’s expiration.
Automatic Continuation: The license renewal occurs under current terms, fees, and policies unless explicitly modified by mutual written agreement prior to renewal. Because Occupier is hosted as a continuous SaaS service, there is no user‑side software redeployment at renewal.
Change to Services During Renewal: Functionality and interfaces may evolve over time, and Occupier reserves the right to update or adjust features with each new renewal cycle, as cloud‑based service improvements are delivered continuously.
Customer‑Initiated Termination: Customers may terminate by written notice if Occupier fails to materially perform its service obligations and does not correct the failure within 30 days of receiving written notice. Termination rights take effect after a reasonable opportunity for remediation.
Occupier‑Initiated Termination: Occupier reserves the right to cancel access immediately if a customer violates the terms of use, misuses the software, or uses the system outside of agreed-upon lawful purposes. In cases of intellectual‑property infringement or extended non‑payment, Occupier may terminate services and, if applicable, refund any unused prepaid fees on a pro rata basis.
Termination for Legal or Compliance Reasons: If software usage becomes subject to legal claims or regulatory conflicts, Occupier may modify the service to resolve the issue or, if modification is impractical, end the agreement and return any unused prepaid fees.
Upon Termination:
The customer’s access to the platform ends immediately, and all login credentials and integrations are deactivated.
Occupier deletes stored client data after the retention period unless contractually required to preserve it for compliance or audit purposes.
Core contractual clauses—such as confidentiality, intellectual‑property rights, liability limits, and indemnification—remain enforceable after termination.
Occupier delivers services on an as‑is and as‑available basis, disclaiming guarantees of uninterrupted uptime or error‑free operation. If a defect materially affects service, Occupier’s sole obligation is to correct or re‑perform the affected services.
Customers have 30 days from the discovery of a defect in delivered services to issue notice for correction before cancellation may be pursued.
Any refund of prepaid fees applies only to the unused portion of the subscription at the time of cancellation or Occupier‑initiated termination (if no breach was caused by the customer).
Occupier software is built to comply with major global accounting, privacy, and data security standards, ensuring both regulatory accuracy and enterprise‑grade data protection for tenants, auditors, and finance teams. Its compliance framework spans accounting regulations such as ASC 842, IFRS 16, FRS 102, and GASB 87, as well as security and privacy certifications aligned with SOC 2 and GDPR principles.
Occupier’s foundation lies in automating compliance for the most important accounting standards:
ASC 842 (U.S. GAAP): Supports recognition of right‑of‑use assets and lease liabilities on balance sheets, automating initial measurement, amortization, and disclosure generation to maintain audit‑ready records.
IFRS 16 (International Financial Reporting Standards): Handles multi‑currency compliance for global organizations, ensuring lessees recognize all leases as right‑of‑use assets and liabilities under international standards.
FRS 102 (U.K. GAAP): Accommodates entities reporting under U.K. Accounting Standards, integrating with ROU asset tracking and lease modification calculations.
GASB 87 (Governmental Accounting Standards Board): Enables public‑sector compliance through automated treatment of lease obligations recognized as financing transactions.
These frameworks are embedded in Occupier’s lease accounting engine, which automates journal entries, amortization schedules, and disclosure reports to comply with statutory financial reporting obligations while maintaining a clear audit trail for CPA firms and controllers.
Beyond financial standards, Occupier’s infrastructure aligns with SOC 2 and GDPR‑based controls:
SOC 2 Compliance: Occupier adopts SOC 2 Type II criteria to assure controls over security, availability, processing integrity, confidentiality, and privacy—validating secure management of enterprise and personal data processed through its application.
GDPR (General Data Protection Regulation): Implements enforced consent, data portability, and right‑to‑erasure features to protect personal data across the E.U. and align with global privacy frameworks.
