End a lease and release the office

Before you start

1. 1

   Take the final meter readings

   Enter the closing readings for the unit's meters — electricity, water, heating — dated the last day of the tenancy. Do this first, while the tenant is still the current one: the readings are what the final settlement is calculated from, and a reading entered after the project is closed out is a correction rather than part of the close.

   Tips

   • Date the reading with the end of the lease, not the day you happen to be doing the work. The date on the reading is what the settlement uses.
   • If the supplier reads that meter on another cycle, record the reading you have and note its date. A later estimate is easier to correct than a missing reading.
2. 2

   Open the ending checklist

   On the project page, open End project. The drawer shows the date it will work to — Ends: 30.07.2026 — and under What is still open, one row per thing that outlives it: Reservations past the end date, Contracts with no end date or running past the project end, Open tasks, and People assigned to the project. It tells you what it found, and what it would do about it, before anything changes.

   Tips

   • The date it works to is the project's own end date. If that date is in the future, the checklist works to today instead.
   • Rows are warnings and information only — nothing on this checklist blocks archiving. All clear. Nothing is holding up closing this project. is what you are working towards.
   • Two further rows can appear and neither has an action: cost splits dated after the end date, and reservations whose length cannot be fitted to the asset's slot. Both are for you to act on by hand.
3. 3

   Release the reservations

   The reservations row carries the one action in the drawer, and the button says exactly what it will do: Release reservations as of 30.07.2026 (2). Releasing shortens each affected reservation so that it finishes at the end of that day and leaves everything before it intact. Do not cancel instead — cancelling discards the record of who occupied the space and when, which is the part you need later.

   Tips

   • A reservation that starts after the end date is counted separately — also starting later: 1 — and left alone. That is deliberate: it usually belongs to the next tenant.
   • A reservation whose length cannot be cut to a whole number of the asset's slots is listed as its own warning row with no button. Shorten those by hand; the release will not touch them.
   • Reservations that already finished before the end date, and cancelled ones, are untouched. Running the release a second time is safe: with nothing left to shorten it releases none and the checklist comes back empty.
4. 4

   Archive the project

   Archive the project once the checklist is clear. Archiving hides it from the active lists without removing anything — the project, its documents and its figures stay readable, and you can unarchive it at any time. Archiving is never blocked by the checklist, so archiving before you release would leave the reservations running.

   Tips

   • A finished tenancy whose reservation has no end date keeps holding the unit and keeps counting in the cost splits until the lease is ended. That is why step 3 comes first.
   • If a new tenant takes the space, book the freed unit onto the new project rather than creating the unit again.
5. 5

   Decide how the vacant unit is treated

   An empty unit does not carry a share of the building's costs on its own. The split runs over the projects booked on the building that hold the area attribute, so unlet space sits outside it and the remaining tenants absorb the whole cost. If the vacancy should keep carrying its share — of the area split, or of a base such as security — it has to exist as a project with an attribute value, booked on the unit, like any other tenant.

   Tips

   • This is the same rule the cost-split tutorial states, seen from the other side: a vacancy carries a share only when it exists as a project with an attribute value.
   • Name the placeholder project after the space it stands for, and give it the same area attributes a tenant would have — total area and its share of common area.
   • Decide this before the first settlement after the end date. It changes what every other tenant is charged, not only what the empty unit carries.
6. 6

   Verify the close-out

   Three checks, in this order. Re-open End project: empty is the answer you want. The unit shows as free for the periods after the end date. And nothing is billed to the former tenant for any period after that date — including a share of a cost split, which is what step 5 decided.

   Tips

   • The release reports what it did — Reservations released: 2, skipped: 1. A skipped one is a reservation it was right to leave: already finished, cancelled, or starting after the end date.
   • Nothing was deleted anywhere in this flow, so if a figure looks wrong the record behind it is still there to check.