Nakisa IWMS product release 2025.R1: AI Document Abstraction, AI Agent for variable rent, property assessments and taxes, and way more

We’re excited to announce the Nakisa IWMS 2025.R1 Product Release, packed with new features and enhancements designed to optimize management of capital projects, real estate portfolios, and facilities. This latest update brings AI-enhanced automation, smoother change management, and advanced, purpose-built features for all three product suites—helping organizations navigate complex real estate operations with confidence. 

Whether you’re managing corporate real estate, retail locations, or industrial assets, Nakisa IWMS equips you with the tools to plan strategically, drive operational efficiency and maximize value. Read on to explore what’s new in this release. 

1. Introducing Nakisa AI for IWMS clients

Nakisa is integrating powerful AI features into its cloud-native platform, which serves as a foundation for all three of our product portfolios—IWMS, Accounting, and Workforce Planning. Our platform now leverages advanced generative and agentic AI technologies and ensures that all future innovations and upgrades seamlessly integrate into every Nakisa product.   

Before diving into our AI functionality, an important note: Nakisa takes client security and trust seriously. Our AI models are not and will never be trained on client-specific data. To maintain data and feature-level security, Nakisa AI inherits and respects access permissions based on user roles defined at the product level and by user groups. Each client is assigned a unique encryption key for maximum protection, and their data is isolated and segregated to prevent accidental access by unauthorized parties.  

To empower our clients with the latest technologies, Nakisa is developing a conversational AI assistant and multiple AI agents. Let’s explore how they work: 

With the 2025.R1 release, several Nakisa AI Agents have been introduced across various product suites. Let’s explore the agents now available under Nakisa IWMS.

1.1 Nakisa AI Document Abstraction

Nakisa AI Document Abstraction tool captures key data from any document (contracts, agreements, invoices, and more). The process is seamless: real estate professionals can simply upload multiple documents in a zip file, and the system automatically extracts, summarizes, and presents key data points alongside the original documents. Each data point is fully traceable to its source, making the validation easy and ensuring data accuracy and compliance. For specific details, users can ask Nakisa AI-driven chatbot, and it will instantly summarize the information from the document. Abstracts can be exported as Excel files and uploaded directly into Nakisa Lease Management for mass contract creation, automating the entire process.  

This enhancement reduces manual data entry, optimizing data capturing for contractual terms, rent details, and critical clauses. By leveraging AI, users can quickly onboard new leases, improving operational efficiency and compliance with lease accounting standards. 

As mentioned above, client data remains secure within Nakisa. Abstracted documents are stored only for presentation in the UI and reports after export. Our tool adheres to role-based and group-based access permissions, ensuring robust data and feature-level security for all our clients.

Start using this functionality in Nakisa

In 2025.R1, our AI Document Abstraction tool is available only for the Nakisa Lease Management product under Portfolio Management Suite. It will be added to the other product suites in the future. Explore the feature in action:

Note: Nakisa AI Document Abstraction should be enabled by your system administrator or IT user. If you require additional assistance from Nakisa, please reach out to your Customer Support Manager or contact us.  

1.2 Nakisa AI Agent for complex variable rent calculations

Managing complex variable rent calculations can be challenging, especially for dynamic lease structures. While sales-based or percentage rent is a common use case in the retail sector, other industries also encounter complex variable rent scenarios and calculations. 

With the 2025.R1 release, Nakisa introduces its latest AI Agent, designed to automate complex variable rent calculations. Nakisa has long provided Excel-like, no-code formulas for handling intricate calculations. Now, with Nakisa AI, the process becomes even more intuitive—real estate professionals can enter the terms and conditions in plain English (or any supported language), and the AI Agent will generate the appropriate formula. This ensures accurate rule creation, rent calculations, and payment generation with minimal effort. 

By leveraging AI-driven automation, Nakisa further enhances its calculation capabilities, reducing errors, improving accuracy, and streamlining complex, multi-factor expense management. 

Start using this functionality in Nakisa

In the Nakisa Lease Management product, go to a contract and select the Percentage Rent tab. Add a new condition and start configuring a new rule by selecting Custom Formula. In the Formula field, click on the chat icon, and open Nakisa AI Agent. Write your terms and conditions, and it will generate the right formula which will be used to calculate the contractual requirement.  

Nakisa AI Agent simplifies complex variable rent calculations by converting lease terms into accurate, ready-to-use formulas.

Now, let’s take a closer look at the latest features and enhancements introduced across each of our product suites. We’ll break down the key updates, highlighting how they optimize your workflows and guiding you on where to start to make the most of these new capabilities. 

2. The Capital Projects Suite

The 2025.R1 release brings new functionality to the Capital Project Suite, empowering capital project managers in their decision-making and day-to-day work. Let’s explore what our users can do starting with 2025.R1.

2.1 Automated financial KPI calculations (NPV, ROI, and Break-Even Point)

Nakisa IWMS 2025.R1 introduces automated KPI calculations to help capital project managers make data-driven decisions. This new functionality allows users to automatically calculate key financial metrics based on their data, providing a clearer picture of the financial viability for each option they consider. The systems can calculate Net Present Value (NPV), Return on Investment (ROI), and Break-Even Point.  

Start using this functionality in Nakisa

Automated financial KPI calculations are available at both the site level (for individual locations) and the project level (for comparing multiple locations). Site-level insights can be found in the Financial Analysis tab, while project-level comparisons are available under the Site Evaluation tab in the Financial Viability Analysis section. This streamlined approach enables users to assess various options with confidence and select the option that best aligns with their financial objectives.

Nakisa Capital Projects automatically calculates financial KPIs, including Net Present Value, ROI, and Break-Even Point.

2.2 Financial scenario management for sites

Nakisa 2025.R1 enhances scenario management for capital projects by introducing the capability to add and compare multiple financial scenarios per each location. While selecting a site, capital project managers can add different financial assumptions and assess their impact on key metrics, ensuring a more informed decision-making process. This functionality improves financial forecasting by adding and evaluating various assumptions, from optimistic to conservative. 

Start using this functionality in Nakisa

To leverage financial scenario management, go to Projects, click on the Site Selection tab, and add up to 10 potential locations. In the side-by-side comparison table, there’s the Financial Viability Analysis section to compare financial metrics of all locations in consideration. Capital project managers can now click on the Edit button to add and examine multiple financial scenarios per each site. On a dedicated screen, they can see a default scenario based on the original financial data entered for a site and add as many alternative scenarios as needed. Users can create alternative financial scenarios by adjusting variables such as revenue, income, and projected costs to see how these changes affect KPI calculations. Additionally, it's possible to modify timeframes to analyze long-term financial feasibility, helping to determine the optimal site investment strategy. Once the optimal scenario is found, capital project managers can select it as the main scenario for the site and compare it with metrics from other locations. 

By integrating scenario modeling with automated KPI calculations, Nakisa IWMS 2025.R1 provides a comprehensive financial analysis tool to support smarter, data-driven decision-making. 

Nakisa Capital Projects enables multiple scenario creation and management for enhanced decision-making.

2.3 Mass site creation

Capital project managers can now create multiple sites, eliminating manual data input for each option. This streamlined process is especially beneficial for new customers, making onboarding quicker and more efficient.

Start using this functionality in Nakisa

Under Data Management, go to Data Imports, select the Sites import type, and download the provided template. Fill it out with data for multiple locations and upload it back to instantly generate site objects based on the entered data.

Nakisa Capital Projects allows managers to create multiple sites in bulk.

These 2025.R1 updates are designed to help capital project managers work smarter, faster, and with greater confidence. Additionally, our enhanced UX/UI design ensures a seamless and consistent experience across the entire IWMS portfolio, further enhancing usability and aligning all features for a more integrated and efficient workflow. 

3. The Portfolio Management Suite

The 2025.R1 release brings new functionality and powerful enhancements to the Portfolio Management Suite, focusing on automation and advanced lease management capabilities. At the beginning of this blog post, we discussed the latest AI enhancements—AI Document Abstraction and the AI Agent for complex variable rent calculations—both of which are integral components of the Nakisa Portfolio Management Suite. Now, let’s explore the other new capabilities introduced in this release. 

3.1 Property assessments and tax calculations

Owned and leased properties receive assessments on an annual or tri-annual basis to calculate property or realty taxes, along with municipal and school taxes from local governments. As part of the 2025.R1 enhancements, contract managers can now track and manage property assessments and taxes at the premises level. A simple, intuitive interface allows users to view existing assessments per premises, add new assessments, upload relevant documents, and generate one-time charges for property and realty taxes, ensuring complete and up-to-date management of all tax-related data. 

Start using this functionality in Nakisa

Navigate to Premises, select the needed location, and go to the Assessment and Taxes tab. There, you can add historical and current assessments, attach all related documentation, and generate property tax payment. 

3.2 Smoother change management and data migration

Contract managers can now benefit from a dedicated template for historical data migration, addressing the data transferring challenges during migration. The new template offers a predefined format that can mirror data structure from different apps and captures all relevant fields. It also provides flexibility for partial data entries, allowing for a phased migration if needed.

Start using this functionality in Nakisa 

To access the new template, navigate to Data Management and select Mass File Import. From there, go to Historical Payment as the import type category and download the migration template.  

Additionally, a new toggle option, Sample Data, has been introduced for this and all other mass import templates. When the toggle is turned on, the template will include sample data, helping users understand what should be added to each field. With the toggle off, you’ll download the empty template, ensuring you don’t need to delete any irrelevant data. 

3.3 Automated month-to-month contract extensions

In some cases, real estate contracts require month-to-month extensions, such as when contract renewal negotiations are still ongoing. To support this, contract managers need the ability to set up automated month-to-month extensions without modifying the original ROU end date. They must be able to define payment terms for each extension period and configure critical clauses to trigger notifications for key milestones. 

This auto-renewal process ensures continuity, reducing the need for frequent renegotiations while providing stability and convenience for both lessors and lessees. Automated month-to-month extensions are part of our broader capabilities for managing evergreen leases.  

With the 2025.R1 release, contract managers can enable automatic month-to-month extensions at the contract level, both at lease inception and during contract versioning. This ensures that month-to-month payments are seamlessly generated, eliminating the need for manual intervention. 

Admin-level configurations direct all financial postings for these renewals to a non-lease expense category, simplifying tracking and reporting. By automating month-to-month extensions, this functionality streamlines lease management and reduces administrative effort. 

Start using this functionality in Nakisa

When creating a contract, select the automatic month-to-month transition checkbox to enable automatic extensions after the ROU end date. If an existing contract needs to be extended to a month-to-month basis, simply add a new version for this contract and check the same box. See more: 

3.4 Streamlined third-party management (landlords, vendors, partners)

Multiple roles attribution:

Third parties in real estate contracts often serve multiple roles depending on the agreement. With this functionality, a single entity can be assigned multiple roles, such as vendor, lessor, lessee, or partner. This reflects the complexity of real-world business relationships, where entities may take on different responsibilities depending on the contract. For example, a lessor might also act as a manager overseeing property operations. Or a lessee renting a space from one entity could sublease it to another, making them both a lessee and a lessor simultaneously.  

Whenever you need to collaborate with a third party, add the entity and select their role from the list, pre-configured by your admin.  

Note: This functionality requires configuration in the Financial Org Structure and can only be set up by an admin. If additional roles are needed, request your admin to assign them—such as landlord, manager, lessor, or lessee. Once configured, any user can attribute multiple roles to the same entity as needed. 

Comprehensive history on third-party collaboration

Maintaining a clear record of third-party involvement is essential for compliance and auditing. The Partners tab, available at the Location level, provides a complete history of all third-party collaborations, including data from legacy systems used before transitioning to Nakisa. Simply open the Partners tab within a location to view past and current third-party relationships, ensuring full visibility into role transitions and historical data. 

Third-party change over time

Real estate contracts can span decades, leading to mid-term changes in ownership or cost allocation. Instead of creating a new lease, contract managers can update the Vendor field within active leases by creating a new contract version. This preserves historical records and ensures compliance. 

To use this functionality, navigate to the contract level, select the contract needed, and create its new version. In the Rent Table tab, set an end date for the previous landlord’s terms. Add the new landlord, adjust cost allocation if needed, and set an effective date. 

Here’s a detailed video on how to do it in Nakisa: 

3.5 Reporting on user-defined fields

As you may know, Nakisa’s configurable User-Defined Fields (UDFs) allow organizations to track additional property and contract-specific data based on their business needs. Administrators can create custom UDFs to capture details that are not included in standard system fields. Examples of possible UDFs include energy efficiency rating, maintenance costs, parking availability, and many more, depending on your business needs. 

With the 2025.R1 enhancement, administrators can select up to 20 user-defined fields as reportable, enabling real estate professionals to pull relevant data into dashboards and custom reports. Various data types can be added to reports, including dates, numbers, text, and more. This update empowers clients with enhanced customization capabilities, helping them track and report on the data that matters most to their business. 

Start using this functionality in Nakisa

You can leverage this functionality if your company uses User Defined Fields (UDFs).  

For end-users: Request your admin or IT user to select the UDFs of your preference as reportable, with a limit of up to 20 UDFs.  

For admin users: Navigate to Admin Settings, then to the User Defined Fields (UDF) Configuration section, where you can mark the selected UDFs as reportable. Once configured, these fields will be available for reporting in Dashboards and Datasets sections, enabling users to generate custom reports based on their needs.

3.6 Other enhancements for the Portfolio Management Suite

In addition to the key updates for the Portfolio Management Suite, you can also leverage: 

• Payment GL split by expense category: Contract managers can now split General Ledger entries by expense type, providing more granular financial reporting. Note: This functionality requires configuration in the Financial Org Structure by admin users. Request your admin to configure the appropriate GL for each expense category. 

• Support for negative values in non-lease terms: This feature enables the handling of discounts and reimbursements, improving financial accuracy in lease agreements. 

• Operating cost report at the location level: Contract managers can now track operating costs at the location level with a single click, benefiting from a more comprehensive view. This functionality simplifies generating location-based reports, visualizing costs through drill-down charts and tables, and exporting results in PDF format for seamless sharing. 

• Sample data in Excel import templates: A toggle feature allows users to include sample data in import templates during client onboarding, helping them better understand data formatting requirements. If sample data is not needed, users can simply switch the toggle off. 

• Contract versions for subleasing: Expanded functionality now allows for updates to subleasing contracts, including adjustments, rent increases, and indexation clauses. 

These are the latest functionalities added to the Nakisa Portfolio Management suite, and we hope you will find them valuable in your work. 

4. The Facility Management Suite

The 2025.R1 release brings new functionality to the Facility Management Suite, empowering users in budget management and tracking, as well as in asset downtime tracking. Let’s explore those in detail. 

4.1 Premises and budget management 

Facility managers can now leverage a new object—Premises—for better oversight. This allows them to view and manage assets and work orders assigned to each premises they manage. 

With the 2025.R1 release, managers can also create and track budgets, defining the budget type, amount, and date range. Real-time expense tracking ensures work order costs remain within approved budgets. This feature enhances financial control, helping managers effectively oversee their facilities and projects while reducing the risk of overspending and maintaining budget stability throughout operations.

Start using this functionality in Nakisa

In the left menu, select the Premises section to see all the premises assigned to you and to add new ones. When adding new premises, enter essential details such as name, location, and relevant information for identification and categorization. 

After creating new premises, navigate to the Budget tab and enter details like budget type, amount, and date range. Once the budget is created, it’s easy to add and track expenses in real time. 

Nakisa Facility Management enables users to create budgets and track expenses in real time to maintain financial control.

4.2 Asset statuses and downtime tracking

Facility managers can now monitor asset status more effectively, minimizing disruptions to critical assets. With a real-time view of each asset’s status (online or offline), facility managers can prioritize repairs, respond quickly, and better manage maintenance schedules. 

The Asset Health tab provides insights into an asset's downtime history, including the causes of outages—whether due to failure or planned maintenance. This feature helps managers make informed decisions on adjusting maintenance schedules or replacing assets. Downtime history includes key data such as the duration of downtime and associated work orders, contributing to performance metrics like total downtime, failure rates, and repair times. This data is crucial for improving asset reliability and minimizing maintenance-related disruptions.

Start using this functionality in Nakisa

In the left menu, go to Assets and select an asset. You can then check its online/offline status and update it as needed. Changing the status triggers a pop-up where you can specify the date and reason for the change. If an asset goes offline, a preventive maintenance reason can be selected; if it comes back online, a relevant work order can be attached. 

Additionally, the new Asset Health tab gives facility managers access to all historical data and analytics related to the asset’s status, providing a comprehensive view of its performance over time. 

Nakisa Facility Management allows users to monitor asset statuses in real time and track downtime to improve reliability.

UX Enhancements and responsive design for tablets and mobile

Our latest release also brings UX Enhancements to improve the overall user experience and interface across the platform. These updates focus on refining the navigation and design elements, ensuring a cohesive and intuitive experience for all users. Changes include a streamlined navigation bar, improved icons, updated button colors, and more consistent breadcrumb navigation. These enhancements are designed to align the look and feel of all modules, ensuring that users have a seamless experience when moving between different sections of the platform.  

Additionally, we’ve been working on responsive design, making work order and request management accessible on tablets and mobiles and ensuring that users can efficiently manage their tasks and access key features, regardless of the device they’re using.

Nakisa Facility Management offers a responsive design for better mobile and tablet accessibility.

Conclusion

The 2025.R1 release of the Nakisa IWMS introduces innovative new features designed to optimize operations, boost efficiency, and support the evolving needs of global enterprises. Nakisa continues to redefine the market for large organizations through its three core suites—Capital Projects, Portfolio Management, and Facility Management. 

Access even more details on our product releases by visiting the Nakisa Customer Portal or the Nakisa Resource Center. 

Be sure to check out our Nakisa YouTube page for upcoming training videos that provide deeper insights into these new features. For a tailored experience, book a demo with one of our experts today. 

As we drive continuous innovation, future releases will introduce even more AI-driven automation to improve operational efficiency, deliver deeper insights, and foster enhanced collaboration across teams.  

Stay tuned for the exciting updates ahead!