Simplifying Contract Oversight with Data Clarity: Property Management Dashboard Case Study

Client: A mid-sized property management services company with approximately $40 million in annual revenue and a workforce of 500 employees.

Challenge: Leadership struggled to track hundreds of property-related contracts, including insurance, service, and mortgage, which were scattered across systems and managed through manual spreadsheets. Missed renewals and delayed maintenance caused avoidable losses and customer dissatisfaction.

Tools Used: Power BI, Excel, SQL Server.

Solution: A proactive Power BI–based Property Management Dashboard that unified all active, expired, and soon-to-expire contracts in one visual workspace, providing clear renewal timelines, alerts for lapses, and detailed property-level insights.

Impact:

• Increased on-time renewal rate by over 20%, ensuring timely contract action across departments.
• Reduced contract lapses by nearly 50%, improving operational reliability and strengthening vendor relationships.
• Reduced reporting time from hours to minutes by automating status tracking across all contract types.
• Enhanced customer satisfaction through proactive communication before service interruptions, resulting in fewer complaints and improved tenant perception.
  
• Strengthened executive visibility into upcoming renewals, enabling property, legal, and finance teams to align around shared KPIs.

For property management companies, contract visibility equals financial control. Insurance policies, service contracts, and mortgage agreements form the foundation of operational continuity; yet, without a central system, they often become sources of risk and revenue leakage.

Our client, a growing property management company, handled hundreds of active and upcoming property subscriptions across multiple portfolios. Each property carried its own insurance, service, and mortgage contracts, all with unique expiry dates and renewal cycles.

The absence of a centralized tracking system meant managers relied on emails and spreadsheets to monitor contract timelines. This often resulted in delayed renewals and inconsistent accountability, impacting service continuity and financial planning. As a result, critical renewals were occasionally missed, creating exposure to financial penalties and disruptions in property servicing.

Leadership required a solution that would bring clarity, foresight, and accountability into a single dashboard, serving as both a daily operational tracker and a high-level strategic tool for executives.

Business Objectives

The engagement focused on delivering outcomes directly aligned with leadership and operational KPIs — including renewal rate, lapse reduction, and tenant satisfaction. These objectives included achieving complete visibility of property contracts, enabling proactive renewals, streamlining contract reporting, enhancing collaboration, and improving customer satisfaction.

• Achieve complete visibility into all active and expiring contracts to prevent lapses in coverage or service.
• Enable proactive renewals through automated tracking and early alerts.
• Streamline contract reporting for executive review, reducing manual data handling.
• Enhance collaboration across teams by creating a single source of truth for contract statuses and timelines.
• Enhance customer and tenant satisfaction by preventing service interruptions and facilitating timely maintenance schedules, leading to fewer complaints and increased tenant retention.

Outcomes and Measurable Impact

The Property Management Dashboard delivered immediate visibility and operational efficiency across key contract categories — insurance, service, and mortgage contracts. It centralized all timelines, renewal dates, and ownership responsibilities, creating a real-time operational command center.

• Improved Renewal Predictability: By consolidating all active contracts into a single view, leadership can anticipate upcoming renewals months in advance, significantly improving planning cycles.
  

• Early Identification of Expiring Agreements: The dashboard highlighted dozens of upcoming renewals, helping managers act before deadlines approached.

• Reduced Risk of Contract Lapses: The team identified multiple overdue service contracts and mortgages, most notably for Monolith Holdings, which had three expired service contracts and an upcoming mortgage due date. This early flag prevented potential disruptions in property servicing.

• Accelerated Review Cycles: The dashboard automates data collection from multiple systems, reducing report preparation time by up to 70%. Executives could now review expiring contracts during weekly management meetings without needing separate reports.
  
• Proactive Decision-Making: With filters for type, period, and contract owner, executives gained a real-time sense of exposure across insurance, service, and mortgage segments, enabling focused follow-ups.

The dashboard empowered leadership to turn contract management from reactive renewal tracking to data-driven operational foresight.

Our Approach

The project employed a structured approach to strike a balance between technical accuracy and business usability.

Discovery and KPI Definition

Stakeholder workshops with property managers and finance teams, conducted during the first week of discovery, defined the critical questions driving dashboard design.

• How many contracts are active, expiring, or expired?
• Which properties or vendors have the most renewals due soon?
• What is the dollar value and risk exposure of unrenewed contracts?

From these questions, we established the primary KPIs: number of active contracts, contracts nearing expiry, expired contracts, and renewal timelines per contract type (insurance, service, mortgage).

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Dashboard Design and Development

The dashboard was designed to enable quick insights and detailed drill-downs, with visuals tailored for executive readability.

Top-Level Summary View: Displayed total contracts by status — soon-to-expire and

Contract Timeline Visuals: Calendar and bar visuals display when and how many contracts expire monthly, helping teams schedule renewals efficiently.

Detailed Contract Pages: Separate pages for Insurance, Service Contracts, and Mortgages provide breakdowns by type, renewal date, and responsible manager.

Risk Flagging: Expiring contracts are automatically highlighted, making it easy to identify high-risk lapses at a glance.

This design ensured operational staff and CXOs could navigate from macro insights to micro-level details within seconds.

Data Integration and Testing

We integrated datasets from multiple property management systems and financial databases, creating a single source of truth for all contracts accessible across departments.
Data preparation steps included:

• Cleaning and consolidating contract-level data across properties.
  
• Standardizing contract IDs and renewal dates to avoid duplication.
  
• Establishing automated daily refreshes to ensure real-time accuracy.
  

Data preparation ensured standardized contract identifiers, aligned timelines, and cross-system consistency, forming a unified analytical layer. Thorough testing validated the alignment of contract timelines and renewal alerts with real transaction data, ensuring accuracy before executive rollout.

Iteration and Stakeholder Alignment

The dashboard evolved through iterative testing with department heads and operations leads. Early prototypes focused on basic visibility of expiring contracts, while later iterations introduced ownership filters, enhanced alerts, and cross-contract linkages for multi-property dependencies. Continuous feedback loops refined prioritization logic and optimized user experience.

This iterative design process ensured the final dashboard seamlessly fit into existing workflows without additional training overhead.

Key Learnings and Recommendations

• Visibility drives accountability: When leaders can see expiring contracts, renewals become proactive rather than reactive.
  
• Automation prevents loss: Automated data refreshes and alerts eliminate dependency on manual tracking and reduce human oversight errors.
  
• Segment-based monitoring matters: Viewing insurance, service, and mortgage contracts separately provides more granular control and more thoughtful prioritization.
  
• Actionability should be instant: The dashboard’s color-coded risk alerts and drill-down design allowed managers to respond within minutes rather than waiting for reports.
  
• The data refresh cadence aligns with decision cycles: Daily refreshes keep leadership reviews grounded in current information, enabling informed action during weekly meetings.

The Property Management Dashboard transformed contract management from reactive tracking to proactive control, empowering leadership with foresight, transparency, and confidence in operational continuity.

By providing a unified view of all property subscriptions, insurance policies, and mortgages, the dashboard gave executives clear visibility into expiring contracts, risk exposure, and renewal performance.

Leadership can now identify and act on potential lapses days or weeks in advance, thereby improving service reliability, financial discipline, and customer confidence. The outcome is simple yet powerful with fewer surprises, faster renewals, and stronger client trust.

If your sales or business development team faces similar challenges tracking complex pipelines across markets and targets, we would gladly share how a modern BI solution can unlock real, measurable value.

Introduction and Business Context

Each month, we curate the latest updates, insights, and trends for senior leaders in data analytics and AI in our CXO Analytics Newsletter.

Our mission is “to enable businesses to unlock value in data.” For over 20 years, we’ve partnered with more than 100 clients—from Fortune 500 companies to mid-sized firms—to solve complex data analytics challenges. Our services include Advanced Analytics Consulting, Generative AI Consulting, and Business Intelligence (Tableau Consulting, Power BI Consulting and Looker Consulting) turning data into strategic insight. We would love to talk to you. Do reach out to us for a free consultation.