Contract and Lease Management

The project Goal was to automate lease administration, centralise document storage, ensure regulatory compliance, and integrate with financial systems. It aims to enhance visibility, streamline workflows, improve data accuracy, and optimise asset utilisation, ultimately increasing operational efficiency and reducing risks

a) Real-time visibility leading to simplified decision-making.

b) Natively integration with SAP S/4HANA modules such as accounting, controlling, and supply chain management, ensures seamless data flow between lease management and broader retail operations.

c) Advanced Reporting & Analytics enables harmonized data for portfolio analysis, lease costs, space utilization, and performance metrics, supporting strategic optimization and cost control.

d) Compliance with new lease accounting standards reduces manual errors and audit risks, which is critical for business like ours with large, multi-jurisdiction property footprints.

e) Operational Efficiency & Cost Reduction by automation of rent calculations, invoicing, and deadline tracking. Reduced administrative burden and no missed renewals or payments, leads to direct cost savings.

The implementation of SAP Contract and Lease Management (CLM) was a transformative yet challenging journey that demonstrated exceptional teamwork, innovation, and perseverance. One of the key difficulties faced was standardizing and migrating vast volumes of lease and contract data from multiple legacy systems and formats across numerous restaurant locations. The team successfully overcame this by developing a robust data governance framework and automated validation checks to ensure accuracy and compliance.

Integrating CLM with SAP Finance and Procurement presented complex technical and functional challenges, which were resolved through close collaboration between IT, Finance, and Operations teams. Despite initial resistance to change, targeted user training, communication, and process redesign ensured smooth adoption and enhanced efficiency.

The project’s success not only delivered compliance and real-time lease visibility but also set a benchmark for digital excellence and operational integration within the organization

The Project focuses on efficiently managing real estate leases and contracts within an integrated SAP environment. The solution comprehensively handles complex real estate processes, including lease administration, contract lifecycle management, and accounting for both leasing and rented properties.

The system supports the capture and management of lease and contract data, including terms, conditions, payment schedules, and key dates. It enables tracking of important contract milestones such as renewals, expirations, and rent adjustments, with automated alerts to avoid missed deadlines.

The Solution integrates with financial modules for accurate lease accounting, ensuring compliance with IND AS116. It simplifies rent and contract billing processes by automating invoicing, payment monitoring, and reconciliation. Additionally, the solution offers robust reporting and analytics capabilities, helping organizations gain insights into lease portfolios, optimize costs, and enhance decision-making.

The geographical scope of the project covered the organisation’s entire national footprint, covering restaurant outlets across High Street, Malls, Food Courts and varied formats across multiple states and cities in India. The implementation involved consolidating diverse lease and contract practices from metropolitan, urban, and semi-urban locations into a single standardised digital platform. This wide reach required close coordination with property, finance, and operations teams spread across regions, each with distinct regulatory, taxation, and documentation requirements.