Berlin, 30.09.-01.10.2025 - At the annual congress "Real Estate and Facility Management with SAP" organized by TAC Insights together with Hieronymus Deutsch (Clearlea.se) presented our joint automation solution for processing incoming notices of termination in SAP RE-FX - live on stage. The audience: highly professional, critical - and that's why we are all the more pleased with the very positive feedback.

 

How we found each other: ZIA Innovation Radar connects

Both REexpect and Clearlea.se are visible in the ZIA Innovation Radar environment - REexpect as early as 2022 with the SmartDocs SuiteClearlea.se as an active player in the ZIA cosmos. We got in touch via these platforms and networks and started the cooperation.

 

What was the live demo about?

In the demo, we showed how Incoming letters of termination (e-mail/PDF/scan) is automated:

1. 2) understood in terms of content, 3) compared with contract data in SAP RE-FX and 4) processed reliably - including the correct follow-up correspondence (confirmation of receipt, queries, deadline communication) directly from SAP. The demo tied in with the aim of the congress: Integrating AI into processes in a meaningful way - not as a show effect, but as a resilient end-to-end process.

 

Why Clearlea.se AI + SmartDocs go so well together

1) Precise data capture from documents

Clearlea.se automatically reads real estate-related documents - from rental agreements to invoices - structures the content on a portfolio basis and makes it directly traceable at the right place in the original document with a single click. This is precisely the strength that termination processes need: Notice periods, formal requirements, special termination rights, handover dates or addenda are reliably identified and provided as data points.

2) Governance & traceability in SAP

SmartDocs from REexpect ensures transparent, historicized correspondence processing in SAP RE-FX (e.g. notifications, reminders, confirmations) - documents are intelligently linked, centrally monitorable and audit-proof. This means that every decision derived from AI recognition can be audited - a must for specialist departments and auditing.

3) End-to-end instead of a stand-alone solution

Together, a continuous process is created:
Clearlea.se → Extracts and validates termination/contract data
SmartDocs → Triggers standardized, version-safe outgoing correspondence in SAP RE-FX (confirmation, queries, checklists), documents and links everything in the process. Result: less manual work, shorter processing times, higher data quality.

4) Proven quality - also recognized in the market

The SmartDocs Suite has already been ZIA Innovation Radar 2022 led. Clearlea.se is present in the ZIA environment and explicitly addresses contract and document processes in the real estate industry - precisely where terminations need to be managed cleanly and on time.

 

Technical view: What happens in the event of termination?

1. EntranceNotice of termination arrives by e-mail/scan.
2. AI extraction (Clearlea.se): Automatic recognition of rental object, contract ID, notice period, effective date, sender, reason, incl. reference to the specific location in the document.
3. Adjustment in SAP RE-FXValidation against contract master data/appendices (supplements).
4. Automated correspondence (SmartDocs): Generation and dispatch of the confirmation of receipt as well as - depending on the rules - queries, checklists or deadline announcements, all historicized and linked.
5. Monitoring & AuditProcess overview incl. data origin, document links and dispatch status.

 

Our conclusion from the congress

The response to our live demo was clear: AI brings real added value when it interacts seamlessly with SAP processes and thinks along with governance. This is exactly what the combination of Clearlea.se AI and REexpect SmartDocs delivers.