Shopping centre operations in one traceable flow.
A shopping centre is a landlord, a facility manager, a billing office and a permit authority rolled into one building. Lease approvals, turnover declarations, service-charge splits, fit-out permissions and daily technical requests all run in parallel — and each one leaves a paper trail that somebody has to keep. Tenderely BPM ties those threads into a single record without code, so the team spends its time on the work, not on chasing it.
What does a shopping centre repeat every month?
01
Lease approvals and renewals
A new brand or a renewal goes through legal, finance and senior management before it is signed. Every round trip by e-mail adds days and removes the audit trail.
02
Turnover declarations
Tenants on turnover-rent clauses submit monthly or quarterly revenue figures. Collecting, verifying and converting those figures into rent charges is a cycle that repeats without end.
03
Common-area charge accrual
Shared costs — cleaning, security, energy, marketing — are split across tenants by their leasable area. When the formula changes or a unit sits empty, every allocation changes with it.
04
Fit-out and decoration permits
Before a tenant touches a wall they need approval: drawings, materials, contractor details, insurance. Without a formal step the work starts and the documentation catches up — or does not.
05
Technical requests and fault reports
Stores log HVAC, electrical, plumbing and common-area faults around the clock. Each request needs to be assigned, resolved and closed with a record that shows how long it took.
06
Temporary space and kiosk bookings
RMU positions, promotional stands and pop-up areas are rented by the week or the campaign. Availability, pricing, approval and invoicing need to stay in sync.
Where does this break down today?
Lease files live in e-mail threads
The latest version of a contract, who approved it and what conditions were agreed are buried in an e-mail chain. When a dispute arises the history is reconstruction, not record.
Turnover figures arrive late and informally
Tenants submit by WhatsApp, e-mail or not at all. The person chasing them becomes a bottleneck; the charges that depend on those figures go out late every cycle.
Service-charge splits live in a spreadsheet one person owns
When that person is away, the formula is inaccessible. When a new unit is added or a lease ends mid-month, the spreadsheet has to be rebuilt by hand.
Fit-out work starts before approval is complete
A tenant begins refurbishment while the permit is still moving through inboxes. The site team finds out when they walk past, not when the step is closed.
What changes with Tenderely BPM
01
Every unit has one record
Brand, leasable area, lease terms, charge history and open requests sit together on a single card. Any team member with the right role can see the full picture without asking someone else.
02
Approval chains run on their own logic
Lease value, tenant category or permit type can branch the approval to the right people in the right order, configured without code. Nothing moves forward without the right signature, and that fact is recorded.
03
Tenants submit through a public form
A turnover declaration or a technical request arrives through a link. The tenant does not need an account; the submission lands directly on the record and triggers the next step.
04
Deadlines remind themselves
Give any step an SLA — a permit approval, a fault resolution, a declaration deadline — and Tenderely sends the reminder when time runs short. Chasing by phone becomes the exception, not the rule.
05
Mobile approval for decisions made on the move
A centre manager reviewing a fit-out permit or a finance lead approving a charge accrual does not need to be at a desk. The same flow runs on iOS and Android.
06
Open issues are visible, not reported
Pending lease approvals, unresolved faults, missing turnover declarations and upcoming lease expirations sit on a dashboard. The status is there when you open it, not when you ask for it.
FAQ
Can we start with the parts we need most and add the rest later?
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Yes. The starter set comes with unit and brand records, lease approval, turnover declarations, common-area charge accrual, fit-out permits, technical requests, temporary space bookings and a maintenance calendar already in place. You can go live with any subset of those flows first and activate the others as the team is ready. Nothing is locked in a fixed sequence.
How do tenants submit turnover declarations or fault reports without getting access to the system?
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Public forms work as plain web links. You send the link to the tenant — by e-mail, QR code on a notice board or embedded in a tenant portal — and their submission arrives directly on the right record. They never see anything other than the form itself.
Can different teams see only what is relevant to them?
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Yes. Role- and unit-level permissions decide who can open, edit or approve each record type. A leasing executive sees lease records; a facility technician sees technical requests; a finance analyst sees charge accruals. Fields containing commercially sensitive data, such as rent amounts, can be hidden from roles that do not need them.
How does the system handle lease renewals and upcoming expirations?
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Lease end dates sit on each unit record. A scheduled reminder can be configured to alert the responsible team member a set number of days before expiry, so the renewal conversation starts before the clock runs out rather than after.
Is there an audit trail for approvals and changes?
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Every action on a record — approval, rejection, edit, comment — is logged with who did it and when. For regulated steps such as fit-out permits or lease sign-offs, that history is there without anyone having to compile it.