What tools do office tenant rep brokers use in 2026?

Which tool do office tenant reps use for lease comps?

Most use CoStar, and many add CompStak. CoStar holds lease comps, availabilities, ownership and market reports across the US and several other countries, and it is the reference most clients and landlords also use. Its weakness for tenant rep is cost and sameness: every competing broker sees the same comps and the same expiries.

CompStak collects lease comps from brokers, appraisers and researchers who trade them in an exchange, which often gives more detail on effective rents, free rent and tenant improvement allowances than headline asking rents. Outside the US, brokers rely on local sources such as Cotality's Cityscope in Australia, EGi and CoStar in the UK, and their own deal records.

How do tenant reps track available office space?

Through CoStar for the full market and LoopNet, Crexi or local portals for what landlords are actively marketing. CoStar lists most institutional office availabilities, including sublease space, which matters in a market where many companies are shedding floors. Portals are free to browse but show only what an owner chooses to advertise.

The practical gap is shadow space: floors a company is underusing but has not yet put on the sublease market. That only shows up through conversations, which is why tenant reps who already know the occupiers in a tower hear about space before it lists.

What CRM do office tenant rep brokers use?

Most use a CRE CRM or Salesforce with a CRE layer: Buildout CRM, ClientLook, AscendixRE, Apto (now part of Buildout) or plain Salesforce or HubSpot. The CRM should hold every client's lease expiry, renewal option dates and notice periods, because a missed notice date is the costliest mistake in tenant rep.

A CRM stores the relationships you already have. It does not tell you which company you have never met is about to need space, so the top of the pipeline has to come from somewhere else. That is the job of prospecting software, covered in what CRE prospecting software should do.

How do tenant reps find companies before they need space?

By watching for the events that come before a space decision, not waiting for the expiry. Hiring in a city, a new office announced, a funding round, an acquisition, a contract win, layoffs or a consolidation all change how much space a company needs. Lease expiries arrive last, and every broker with a database sees them at the same time.

These signals are public but scattered across job boards, company news, filings and local press. Checking them by hand for hundreds of companies is a full-time task. Tools that automate it are described in tracking which occupiers will need space.

Contact databases such as ZoomInfo and Apollo supply names and emails once you know the company, but they hold no property context. They will not tell you who in a building is growing or what kind of floor plate a company uses.

Where does Scayled fit in an office tenant rep stack?

Scayled sits beside CoStar and the CRM as the occupier layer. Start from a building where you have a client or a deal, and it lists the companies in and around it with the person who decides on space at each, usually the head of real estate, the COO or the head of workplace. A Target Scan finds companies elsewhere in the country whose size and use fit a given floor, which is useful when you are building a pitch list for a new submarket.

Every company found is then tracked for hiring, new sites, funding and lease events on a map and a feed. Emails are drafted per recipient and sent from your own inbox, and everything stays in your Occupier Database. Scayled does not replace comps or availabilities; keep CoStar or CompStak for those.

How should a tenant rep judge a new tool?

Test it on your own market for a week and count first meetings, not records. A tool that returns thousands of names but no reason to call is a data cost, not a pipeline. Check three things: whether the contacts are the people who decide on space, whether the reasons to call are dated and sourced, and whether outreach goes from your own address.

Scayled has a 3-day free trial at /start with 4 scans, enough to run your own buildings. Plans and team pricing are on /pricing. For a single vacant floor a landlord client wants filled, The Campaign at /campaign builds the target list and emails for that one property without a subscription.