Extracting critical asset data to manage risk and compliance

A global retailer had lease documentation spanning four decades, barely legible scans, inconsistent templates and no searchable metadata across thousands of sites.

Obligations and key terms were hidden within millions of pages of barely legible, decades-old lease scans, costing millions in missed opportunities.

BuildPrompt^™ structured the entire portfolio into searchable, evidenced data, with every answer cited back to the exact clause.

Millions of pages, made searchable

With no reliable way to surface rent escalators, renewal rights, maintenance responsibilities and break clauses, the business was exposed to unnecessary costs and missed opportunities. BuildPrompt structured the leases, extracting key clauses such as renewals, covenants and rent reviews into searchable datasets for portfolio-level analysis.

Obligations are identified, renewal opportunities surfaced, and decisions that once waited months for reviews are made instantly, evidenced across thousands of assets, as the client advances toward full deployment across the estate.

Results

Time saved

97%+

Lease reviews cut from six weeks to under a day.

Identified savings

£2M

Annual cost savings identified across the portfolio.

Lease history

40 yrs

Of scans and photocopies structured into a searchable schema.

Assets covered

1,000s

Evidence-based decisions across thousands of sites.

Portfolio lease review

Before

6 weeks

With BuildPrompt

<1 day

Platform architecture

Advanced OCR

Converts poor-quality scans into structured data using domain-specific training
AI-powered clause extraction maps rent reviews, indexation formulas, caps, floors and break rights
Machine learning creates normalised lease schema for portfolio-wide analysis

Natural Language Intelligence

Natural language queries return cited answers with exact clause and document references
Multi-document synthesis provides portfolio-wide insights across thousands of leases
Enables complex financial and legal analysis without manual review

Automated Portfolio Management

Automated detection of overpayments and missed savings opportunities
Notification systems surface actionable alerts with sufficient lead time
Predictive analytics identify optimisation and strategic opportunities

Every lease, understood.

BuildPrompt^™ abstracts, standardises and cross-references lease documents across large real-estate portfolios, in hours rather than months.