Archibus lease management, Archibus lease accounting and lease abstraction for Archibus imports

Archibus stores lease abstracts and puts them to work. It does not read a lease document and fill in the fields. The public Archibus help describes four ways lease data gets into the Leases application: a wizard, panel forms, templates you define, and import. On the import route the help is direct about where the data comes from: "new users migrating from other systems might want to quickly import lease abstracts to get started with Archibus". The abstract is assumed to exist before Archibus sees it.

Eptura describes the result the same way on its Archibus lease management page, where "lease abstracts and detailed clauses are immediately accessible, so everyone knows who is responsible for services, payments, and repairs". That is a description of a system of record. The reading that produces the abstract happens upstream, by a lease administrator, an outsourced team, or software whose output a person reviews.

This is the normal split for an integrated workplace management system. Planon lease accounting states it outright, and IBM TRIRIGA lease abstraction has worked the same way for years.

The Archibus Lease Portfolio Console organizes a lease into tabs. Each one maps to a specific part of the executed lease, and several of them are usually restated by an amendment.

Archibus drives its alerts from the lease and option due dates, so the option tab is where a thin abstract costs money. The value is in the notice deadline, not in knowing an option exists. Our critical date extraction page shows how those deadlines come out, and rent schedule extraction covers the step-by-step rent table that feeds the recurring costs.

Lease import runs through the Lease Portfolio Console. The help points to the DATA and Export buttons next to Add New, and notes that the other lease editing tools, such as the Portfolio Edit Wizard, do not import or export. Behind the DATA button is Archibus Data Transfer, which is documented in detail.

One ordering rule catches teams out. The help on bulk document import states that lease records must already exist in the Leases table before lease contracts can be attached in bulk. Load the lease data first and the PDFs second.

We do not ship a preset Archibus file. Field names differ between Archibus versions and between sites that have promoted or added their own fields through Configure Fields, so the reliable method is to export your own header rows and map our columns onto them once.

Archibus offers an Extension for Lease Accounting under Real Property, Leases, Lease Portfolio. It calculates amortization schedules under FASB ASC 842 and IASB IFRS 16, classifies leases as finance or operating through a Lease Classification Wizard, and writes sub-ledger entries for export. The inputs it documents are stricter than what plain lease administration needs.

• FASB or IASB lease type. Land Only, Partial-Building, Building and Land, or Equipment.
• Full legacy start and end dates. For a transition lease, Archibus calculates both an ASC 840 schedule and an ASC 842 schedule, so the original term matters, not only the remaining one.
• Costs broken out by category. The help asks for taxes, maintenance and insurance as separate cost categories from base rent, assigned to the lease.
• Options. The program nets options into each fiscal period, and a re-evaluation after an extension changes the right-of-use asset.
• Initial direct costs and any residual value guarantee. Both flow into the right-of-use asset, and both tend to live in side letters.

Archibus also normalizes costs to the first day of the fiscal period when it builds the schedule, while keeping the actual due dates on the cost records. So the abstract should carry the real payment dates, and the system handles the period logic. If your team is still working through the standard itself, the ASC 842 implementation guide sequences the population build that these inputs belong to.

No price. Eptura labels Archibus "Sold exclusively by our Partners", and its plans page covers Eptura Asset, Engage, Visitor, Workplace and Serraview without listing Archibus and without a dollar figure for any of them. The quote comes from a partner and depends on modules, user counts and whether you take Archibus SaaS, self-host, or need the FedRAMP Authorized government edition.

Directory sites do print Archibus prices, and they contradict each other: one says pricing starts at $2,000 a month, another says $50 per user per month. Neither cites Eptura, so we do not treat them as facts. We set out what is and is not published, next to the one IWMS vendor that does print a starting figure, in Archibus pricing vs TRIRIGA lease management pricing.

Whatever the partner quotes, reading the back catalog is a separate line. It is internal hours, an outsourced project, or software at a published rate: $49 a month for 15 leases, $149 for 75, $399 for 250 or $800 for 500. The wider market is in our lease abstraction software pricing roundup.

• Gross costs keyed as one rent line. Lease accounting in Archibus wants taxes, maintenance and insurance split from base rent. A single blended number has to be unpicked later, lease by lease.
• Options loaded without notice dates. Alerts fire on option due dates. An option with no date is a record that never warns anyone.
• The amendment tab left empty. If the current terms are typed over the original, nobody can see what changed or when. Our note on lease amendment vs addendum covers which documents actually change the record.
• Suite areas copied from the floor plan instead of the lease. Archibus can compare measured suite area with leased area. That only works if the leased figure came from the document.
• Clauses summarized as "standard". The clause tab is how people find out who pays for a repair. A summary without the operative language sends them back to the PDF.

Upload the executed lease and every amendment, rider and side letter. The AI reads the full set and returns a structured abstract with each field tied to its page and clause. A reviewer checks the flagged fields, approves, and exports Excel or CSV. Your Archibus administrator or Eptura partner maps those columns to the header rows of your Data Transfer files and runs the comparison report before transferring in.

Because the abstract does not depend on the target system, the reading can run while the partner is still scoping the Archibus work. If the platform decision itself is still open, our best lease abstraction and administration software comparison and the plans on our pricing page are the next two stops.