Spacebase
By Spacebase, Inc
Spacebase typical implementation process:
Initial consultation and requirements gathering: Spacebase’s team collaborates with the client to understand their lease portfolio, compliance needs, and workflow preferences, ensuring the platform setup matches business objectives.
Data migration preparation: Clients prepare and cleanse existing lease and accounting data for import, often with support from Spacebase’s account team to ensure smooth onboarding.
Platform configuration: The software is tailored to each organization’s needs, including custom workflows, user roles, notifications, integrations, and compliance settings.
Data import and validation: Lease records and related documents are uploaded, with Spacebase assisting in validating the accuracy and completeness of the imported data.
Training and onboarding: Users receive guided training sessions and ongoing support to guarantee confident day-one operations and team alignment with the new system.
Spacebase offers extensive customization capabilities to fit specific business needs across various industries and operational models.
Users can tailor workflows for lease entry, approval, administration, and accounting to align with unique business processes, eliminating the need for one-size-fits-all solutions.
Custom lease metrics can be created, allowing organizations to track specialized financial or operational KPIs that matter most to their teams.
Dashboard views are fully customizable so teams can prioritize the information, locations, and timelines relevant to their business requirements.
Custom reports and schedules are available, letting users format disclosures, journal entries, and audit deliverables according to their organizational standards.
Spacebase supports custom ERP integrations (including accounting systems, real estate tools, and other enterprise software), enabling seamless data flow and alignment with internal IT ecosystems.
Users can configure integrations for specific currency conversion requirements, handling multi-entity and multi-location operations efficiently.
Organizations can set granular, role-based access controls to restrict visibility and editing rights across accounting, finance, and real estate teams, supporting strict compliance and separation of duties.
SSO and MFA support provide custom security policies suitable for various enterprise IT environments.
The platform’s implementation process includes collaborative configuration, where Spacebase’s account team helps clients set up new workflows, alerts, and business rules specific to their needs.
Users can choose to tailor as many aspects as desired or use efficient default settings to quickly get started, allowing scalable adaptation over time.
Spacebase provides training and support for new users to ensure a smooth onboarding and successful adoption of the software.
Guided implementation and launch: Spacebase account teams assist new clients step-by-step, from initial setup through data migration, configuration, and workflow customization, ensuring users are comfortable from day one.
Personalized training sessions: Users receive tailored training designed for their specific workflows and roles, covering lease entry, administration, reporting, and compliance processes relevant to their organization.
Ongoing customer support: Dedicated account support is available after launch, with teams ready to answer questions, resolve issues, and provide best practices for maximizing the platform’s value.
Customer service accessibility: The Spacebase account team is highlighted for outstanding and timely assistance, ensuring users always have help when needed—even across multiple time zones.
Spacebase employs enterprise-grade security measures to ensure the protection and integrity of user data throughout its lease accounting and management platform.
SOC 1 Type II certification: Spacebase’s internal controls are independently audited and certified to SOC 1 Type II standards, providing assurance for financial reporting and data handling in line with recognized industry best practices.
Third-party penetration testing: Regular external pen tests are conducted to proactively identify and remediate vulnerabilities, maintaining a high security standard.
Role-based access controls: Organizations can assign granular user permissions across accounting, finance, and real estate teams, ensuring only authorized personnel can view or edit sensitive data.
Support for Single Sign-On (SSO) and Multi-Factor Authentication (MFA): Spacebase integrates modern authentication protocols to strengthen defense against unauthorized access and meet enterprise IT security requirements.
24/7 threat detection and monitoring: Continuous activity monitoring helps identify threats in real time; automated systems and detailed audit logs enable rapid response to any suspicious behavior.
Spacebase delivers regular software updates to ensure continuous compliance, improved functionality, and enhanced security for its lease accounting and management platform.
Automatic cloud-based updates: As a SaaS solution, Spacebase manages all updates in the cloud, allowing clients to benefit from new features, compliance adjustments, and security enhancements with no downtime or manual intervention required.
Frequency: Updates are released frequently and as needed—especially in response to regulatory changes (ASC 842, IFRS 16), client feedback, and evolving industry requirements. This enables users to remain current with the latest standards.
Immediate access to new features: Organizations receive instant access to newly deployed features, dashboards, integrations, and reporting tools as soon as updates go live, allowing users to take advantage of improvements right away.
Security patches and compliance adjustments: Security controls, threat monitoring, and compliance engines are constantly maintained via seamless background updates, keeping data and system operations safe without user disruption.
Spacebase’s policy ensures clients retain full ownership and control over their data, with clear mechanisms for data portability and access.
Data ownership: All lease accounting, management, and supporting documents stored in Spacebase remain the property of the client, not the vendor. Organizations have the legal right to their information and can access it whenever needed.
Data portability: Spacebase provides tools and support for exporting data in commonly used, machine-readable formats, enabling clients to transfer their entire lease portfolio, records, and documents to other systems or platforms without restriction.
No vendor lock-in: Clients are not locked into the system, ensuring easy migration to another platform should business needs change.
Spacebase offers flexible terms for scaling up or down to accommodate changing organizational requirements within its subscription-based SaaS model.
Easy adjustment of licenses and features: Organizations can increase or decrease the number of user licenses, modules, or assets managed as their needs evolve, with changes typically managed through the Spacebase account team or via the platform’s admin controls.
No major infrastructure changes needed: As a cloud-native service, scaling up (adding new business units, geographies, or asset types) or down (removing users or retiring assets) is immediate and does not require additional IT deployment or local setup.
Cost and billing adjustments: Subscription fees are adjusted accordingly based on the new usage level, ensuring organizations pay only for what they need, whether expanding or contracting their operations.
No lock-in penalties for change: Scaling up or down does not incur penalties, but minimum subscription thresholds or notice periods may apply, depending on the contract; large adjustments may require advance notice or formal agreement updates.
Spacebase follows a SaaS contract model with structured terms for renewal and cancellation designed for transparency and client flexibility.
Contract renewal: Most Spacebase contracts renew automatically at the end of each term unless the client provides advance written notice of their intention not to renew. This ensures continuity of service and support without interruption.
Notice period for non-renewal: Clients are typically required to submit written notice—often 30 to 90 days before the renewal date—to opt out of the automatic renewal process. Specific notice periods may vary depending on contract terms agreed at signup.
Cancellation during term: Clients may cancel their contract early, but cancellation may be subject to an early termination fee or the requirement to pay all remaining fees for the current subscription period, as is standard for enterprise SaaS agreements.
Data return and migration support: Upon cancellation, Spacebase supports clients in exporting their data in a machine-readable format, ensuring no vendor lock-in and facilitating an orderly transition to another provider.
Service continuity: Access to Spacebase will remain active until the end of the paid subscription period, even if cancellation is requested, giving clients time to migrate from the platform.
Spacebase is designed to meet strict compliance requirements for lease accounting and enterprise security, supporting organizations in regulated industries and across global jurisdictions.
ASC 842: The platform automates compliance with U.S. GAAP lease accounting under ASC 842, ensuring correct tracking, reporting, and disclosures for both lessees and lessors.
IFRS 16: Spacebase supports international organizations needing automated reporting and accounting processes in line with the IFRS 16 standard.
GASB standards: For public sector and government clients, Spacebase enables compliance with GASB lease accounting rules, supporting accurate financial records for agencies and departments.
SOC 1 Type II: Spacebase operates under an enterprise-grade SOC 1 Type II certification, meaning its financial controls and operational processes are independently audited to globally recognized standards for data security and integrity.
Third-party penetration testing: Compliance is reinforced with regular external security audits (pen tests), validating security controls and reducing risk.
