System Features | Lease Harbor | Lease Administration and Management Software

Lease Harbor and Harbor Flex Fact Sheet (PDF)

In addition to the core features, we offer optional functionality that enables our clients to fully customize their system to best meet their needs.

Electronic Payment Integration

Harbor Flex Payments delivers an extensive set of optional functionality that provides for efficient batch processing of payments and/or receivables with a built-in approval process. It is capable of sophisticated two-way integration with a company's accounting/ERP systems. The payment capability includes recurring and one-time payments as well as payment history by location.

Powerful, two-way integration with corporate financial systems, allowing batch processing of payment information through a simple and intuitive interface
In addition to saving both time and money, clients have the advantage of collecting detailed payment history for use in strategic analysis, CAM reconciliation, and other cost-saving activities
Built-in workflow and security-controlled approval process allowing batches to be reviewed prior to submission to the AP system based on client needs
Payments can be split to multiple payees, by multiple GL codes, and/or multiple cost centers
Each payment can be allocated based on default allocations or can be individually overridden

Support for multiple financial systems within a single portfolio allows Harbor Flex to easily support large corporations, conglomerates, and companies growing by acquisition.
Recurring payment frequency options include monthly, quarterly, semi-annually or annually
Batch payment processing has the ability to include or exclude any payment frequency
Detailed comments can be maintained and reported upon for each payment record
Hold features allow any payment to be put "on hold" for any period of time

Transaction Management

Harbor Flex’s Transaction Management functionality extends the capability of the Harbor Flex database to include the management of ongoing real estate transactions and broker/service provider relationships.

Simple and easy to use - extensively used by real estate brokers
May be used as an integrated option within the real estate portfolio, or as a stand-alone portfolio of transactions
Leases, renewals, purchases, sales, opinions of value, and other transactions can be tracked on simple and easy to use screens
Ongoing project log keeps all parties informed of progress and critical issues
Key date management and alerts, including email reminders, within transactions

Master-list contact management allows reuse of contact information across transactions
Templates and document storage allow efficient access to forms and other documents related to transactions
Unlimited custom fields allow clients to track those items important to their business
Flexible security features allow for each user to be configured with varied levels of access and security

Beyond Lease Administration

In addition to traditional lease administration, Harbor Flex’s added flexibility and power make it adaptable for use by other departments and for tracking other types of information such as easements, licenses, equipment and cell towers.

Harbor Flex’s ability to create secured sections of data within each location allows for seamless integration across a wide range of departments within a company. Users outside of the real estate department are finding opportunities to take advantage of these secured areas for tracking additional information.

Some examples of how companies can track information or agreements that fall outside of traditional real estate administration:

Human resource departments can access a secured area for tracking headcount information for each site
Financial institutions can allow a separate department to securely track information about each branch's security infrastructure without giving them access to sensitive real estate data
Retailers can broaden their use of the system by allowing the marketing department to track information about each store's marketing materials

Telecommunications companies can track cell tower agreements and licenses for broadcast frequencies
Financial institutions can administer ATM machine locations
Easements, equipment leases and other contracts can be managed, in addition to real estate leases and owned properties

Power Reporting

Harbor Flex comes with a comprehensive set of standard reports and ad hoc reporting views, ranging from critical date and scheduled expense reports to lease abstracts and various download reports. By simply navigating through the portfolio hierarchy, the reports can be run from various levels in the system including the portfolio level, group level, and individual record level.

In addition to running standard reports, Harbor Flex's proprietary ad hoc reporting tool, Power Reporting, allows users to easily define and create their own reports, ranging from simple modifications of our existing reports to detailed, company-specific designs such as internal 10-K reports, risk reports and follow-up reports. Once a report has been created, it can be published and shared with other users or modified at any time. Power Reporting increases a user's ability to analyze the portfolio data and provides powerful results in a few, simple steps. Field selection (including custom fields)/naming/positioning, sorting and grouping, extensive filtering options as well as control over page breaks, summaries, and output are presented on simple, intuitive screens.

Reports can include any field in the database including client-specific custom fields
Extensive searching capabilities provide an easy way to filter for only the information you need in your report
Users can control the page layout, including field order, column names, column widths, column stacking, and location of page breaks and summaries
Reports can be previewed as they are being built to see the immediate impact of changes

Reports may be run in Microsoft Excel and Adobe PDF formats
Microsoft Word Merge capabilities
Sarbanes-Oxley reports
Excel reports are generated with working formulas and charts

Customization

Each client's needs are specific. Harbor Flex was designed with a clean, flexible structure that allows the system to be easily customized. Our innovative data customization model provides all the benefits of a custom system without the high costs and lengthy turnaround time typically encountered when implementing a traditional portfolio administration system.

Full support for client-specific multi-level regions and company organizational units with reporting and executive summaries at each level
Unlimited custom fields can be grouped into secured sections, allowing clients to track and report on data specific to their real estate portfolio
Custom field types include text, currency, number, size, date, Y/N, and custom drop-downs
Different groups of custom fields can be created for each record type
Custom fields can be sorted and organized into multiple sections for each type of record
Record types can be customized, allowing companies to track information that falls outside of traditional real estate administration such as easements, licenses, equipment and cell towers

Date formatting is specific to the preferences of each user and is applied automatically to data entry, viewing, and reporting
Currency exchange rates can either be updated automatically each day using current exchange rates, or can be overridden with client-specific exchange rates
Reports are fully customizable, ranging from simple modifications to existing reports to detailed, company-specific designs such as internal 10-K reports, risk reports and detailed follow up reports
Any custom field can be used in any report or ad hoc reporting view
User security supports differing levels of access that can be assigned at every level in the region and organizational unit structures. User access can then be further limited by record type (leased, owned, project, etc.) plus functional area (i.e. options, clause, key dates, etc.)

Our System

Extended Features