Service agreements, COIs, and CAM clauses sit scattered across every property, so renewals slip and insurance lapses go unseen. Kavlo reads them into one portfolio-wide view your team can act on.
The problem
Across dozens of properties, that contract layer is the one no one can read at scale, and it is exactly where NOI leaks.
Auto-renewals trigger without leverage, COIs expire while uninsured contractors stay on site, and CAM and OpEx terms are too scattered to rebid with any confidence.
What you get
Connect each property's document sources once. Kavlo reads janitorial, landscaping, security, HVAC, and maintenance agreements in any format and turns pricing, CAM treatment, renewal dates, insurance requirements, and SLA terms into structured data.
Spotless Facility Services
JANITORIAL SERVICES AGREEMENT
JSA-RVT-2026 · Status: EXECUTED
Extracted Terms
Effective Date
Mar 1, 2026
Context: Stated on the cover-page summary table for Riverside Tower.
Execution Date
Feb 18, 2026
Initial Term
24 months
Auto-Renewal
Yes · 60-day notice
Total Contract Value
$420,000 / yr
A Vendor 360 for every contractor: linked contracts, spend actual versus contracted, and credentialing status in one record. Consistent onboarding, assessment, and QBR workflows run the same way at every property, with a full audit trail.
9
buildings served
$1.8M
across 9 sites
38d
Riverside Tower
OK
GL · WC current
Active Contracts
Janitorial MSA · Riverside Tower
Janitorial MSA · Gateway Plaza
Day-Porter Schedule · Harbor Point
Every renewal date, auto-renewal clause, and notice window mapped to one timeline across the portfolio. Kavlo tracks both the Notice Date and the End Date, so your team acts inside the window before an auto-renewal triggers.
Monitor contracts approaching renewal dates
$0.9M
4 agreements
$2.1M
6 agreements
$3.6M
9 agreements
$11.4M
46 agreements
Janitorial MSA · Riverside Tower
Elevator Maintenance · Gateway Plaza
Landscaping Contract · Harbor Point
Clause intelligence reads every agreement against your blessed standards, scoring CAM, indemnity, auto-renewal, and insurance-requirement clauses by risk and deviation. When a vendor draft strays, Kavlo suggests a redline back to your standard.
Risk scoring and deviation from your organizational standard
In practice
The REIT runs dozens of commercial properties, each with its own roster of janitorial, landscaping, security, and HVAC vendors. Service agreements, COIs, and CAM clauses sit across property-level shared drives and inboxes, so the operations director spends more time locating documents and verifying insurance than negotiating terms. Auto-renewals slip through, and there is no portfolio view of what each vendor actually costs.
They connect every property's document sources to Kavlo, and the vendor agreements are read and structured in place. Spend actual versus contracted surfaces the same vendor billed at rates that vary noticeably between buildings, a cluster of auto-renewals landing in the same quarter, and several COIs approaching expiry while the contractors are still active on site. Clause intelligence flags agreements where CAM treatment and liability terms deviate from the REIT's standard.
The findings become an operating plan: vendors to rebid where rates diverge, renewals to consolidate and renegotiate inside the notice window, and insurance gaps to close before they become liability exposure. Standardized onboarding and QBR workflows then run the same way at every property, with a full audit trail.
9
buildings served
$1.8M
across 9 sites
38d
Riverside Tower
OK
GL · WC current
Active Contracts
Janitorial MSA · Riverside Tower
Janitorial MSA · Gateway Plaza
Day-Porter Schedule · Harbor Point
This is a representative scenario based on Kavlo's capabilities.
Before / after
Contract storage
Renewal tracking
COI compliance
Vendor spend
Rebidding
CAM reconciliation
Integrations
SharePoint
Google Drive
Box
Outlook
Gmail
OneDrive
Oracle NetSuite
QuickBooks
Slack
Microsoft Teams
ClaudeSecurity
Built for organizations that take data governance seriously. Your contracts never leave your control.
Enterprise-grade infrastructure. Your data never touches shared environments.
Your contracts, your data, your terms. No model training on your documents.
SOC 2 Type II certification in progress. Security and availability controls at every layer.
Every extraction, every workflow action, every approval tracked and exportable.
Each property connects its own document sources, including SharePoint, Google Drive, Box, OneDrive, and Outlook or Gmail attachments. Kavlo ingests agreements in any format (PDF, Word, Excel, and scanned images), auto-classifies the document type, and extracts the terms into one searchable system of record. You can drill into a single property or compare across the whole portfolio.
Kavlo extracts the insurance requirements and key dates written into each vendor agreement and tracks them on a renewal timeline with 30/60/90-day windows. It tracks both the Notice Date and the End Date and flags auto versus manual renewal, so your team can act inside the window. Kavlo surfaces these dates and requirements for your team to act on; it does not file or underwrite insurance itself.
Vendor 360 links each contractor to its contracts, POs, and invoices and compares spend actual versus contracted. Because the same terms are structured across every property, Kavlo surfaces where one vendor bills different rates building to building and where overlapping renewals can be consolidated, giving you the portfolio-wide visibility to rebid with confidence.
Yes. Kavlo supports multi-tenant deployment with full data isolation between entities, deployed in a private cloud. Each property or subsidiary keeps its own users and document sources, while the operations director gets a cross-portfolio view assembled at query time. SOC 2 Type II certification is in progress, and Kavlo does not train any models on your data.
You define your blessed standard clauses once. Kavlo scores each vendor agreement's CAM, indemnity, auto-renewal, and insurance clauses by risk level and by how far they deviate from your standard, and it suggests redlines back to that standard for your team to review and apply. Final review and approval stay with your people.
Point Kavlo at the vendor contracts for a property or two you already manage, and see the renewals, insurance gaps, and rate differences it surfaces on your own systems.
