Contract Management & Automated Billing for Airports

Your concession agreements already state what each retailer owes. The work is getting from those terms to an accurate invoice every period, without rebuilding the calculation in a spreadsheet.

StoreSense holds every concession contract in one place, turns its commercial terms into configurable billing rules, and computes income from actual POS transactions. Bills are produced by the same system your sales data lives in.

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Simplify Airport Concession Contract Management

Most airport commercial teams keep contracts in more places than they would like to admit. The signed PDF sits in a document store. The commercial terms live in a spreadsheet someone built years ago. Amendments arrive by email. The billing calculation runs in a second spreadsheet maintained by finance. Nothing is wrong with any individual file. The problem is that the estate’s commercial terms are not held anywhere as data.

That carries a real cost. Month-end billing becomes a rebuild rather than a run. A rent review date passes unnoticed. A shortfall against a guarantee surfaces late in the year, when there is little time left to address it. And when a concessionaire questions a charge, answering means reconstructing how the number was reached, sometimes from a workbook whose author has left.

Contracts in One Place
  • Contracts
  • Commercial Terms
  • Amendments
  • Billing Rules
  • Version History
  • Contacts
  • Milestones

One Centralized Repository for Every Concession Contract

StoreSense keeps concession agreements centrally, with linked contacts, conditions, and the business rules that follow from each agreement. Contracts are versioned over time, so the terms that applied in each billing period stay retrievable, and an amendment signed today does not quietly overwrite the basis of an invoice issued last quarter.

Work on contracts moves through defined workflows, which is what keeps a repository current instead of letting it decay into an archive nobody trusts.

Turn Contract Terms into Automated Billing Rules

Centralizing documents is the straightforward part. The value comes from digitizing the commercial clauses, so income can be computed without someone reinterpreting the contract for each cycle.

Minimum Annual Guarantees

MAG terms are configured per contract and tracked against actual performance, so a shortfall against the guarantee becomes visible during the year rather than at year-end reconciliation.

Revenue Share

Percentage rent is structured to match the agreement, including different rates by category, which matters where an F&B operator’s terms differ across food and alcohol.

Rentals

Fixed rental components sit alongside variable ones, so a bill combining base rent and turnover rent comes out of a single rule set.

Revenue Thresholds

Threshold rules raise alerts when a concession approaches or crosses a level that changes what it owes, such as the tier step in a duty-free operator’s sliding revenue share.

Contract Milestones

Milestone alerts cover the dates that are easiest to lose: rent reviews, expiries, renewal windows, and obligations carrying a deadline.

Marketing Deductions

Marketing contributions and similar exceptions are handled inside the calculation rather than applied as manual adjustments afterward.

Other Configurable Commercial Rules

Concession agreements are rarely uniform across an estate. Rules are configurable rather than fixed, which allows a mix of legacy and current terms to run on one engine.

Connect Real-Time POS Data with Contract Billing

This is where concession billing departs from ordinary invoicing. Rent is calculated from sales the airport did not itself make, so the accuracy of every percentage-rent invoice depends entirely on the accuracy of the underlying transaction data.

StoreSense computes income from POS data captured at the store, applying each contract’s rules to categorized transactions. Every transaction is tied to the billing rule that governs it, so the chain from sale to invoice line stays intact, and reconciliation becomes a check rather than a reconstruction.

  1. StoreSense capture device at an airport concession counter
    POS Transactions
  2. Contract Rules
  3. Calculated Income

Automate Concessionaire Invoice Generation

Income computation runs on the configured rules and produces bills reflecting the period’s actual trading. Invoices are dispatched to concessionaires from the platform, and online invoice generation shortens the gap between period close and a retailer receiving a charge they can review.

Finance can follow billing events across terminals instead of chasing the status of the store by store.

See how your contract terms would run as billing rules.

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Improve Revenue Accuracy and Reduce Billing Disputes

Most billing disputes are disagreements about the input, not the arithmetic. When both parties are looking at the same transaction data and the same rule applied to it, the conversation changes shape.

Consistent data, transparent calculation, and less manual handling leave less room for error and make reconciliation lighter work. Disputes will still happen, but they are easier and faster to resolve when the system shows which transactions were included and why.

Consistent Data

One source for contracts, transactions and invoices.

Transparent Calculation

Every transaction tied to the rule that governs it.

Fewer Disputes

Clearer data reduces reconciliation time.

Maintain an Audit-Ready Contract and Billing Trail

StoreSense maintains a full audit trail for compliance, alongside time-based contract versioning. Billing records, the rules applied, and the terms in force for a given period remain retrievable. That matters when an internal auditor, a regulator, or a concessionaire asks how a figure from two years ago was arrived at, and the people who prepared it are no longer in the role.

Audit Trail · Global Travel RetailHistorical period: Aug 2026
  1. Contract version
    Global Travel Retail · v3 (Amendment 2)
    12 Jun 2026
  2. Billing rule
    Revenue Share 12% · MAG $2.4M
    12 Jun 2026
  3. Transaction
    POS transactions captured · Terminal 3
    01–31 Aug
  4. Calculation
    Concession income computed
    01 Sep 2026
  5. Invoice
    INV-00098 · Sent
    02 Sep 2026
  6. Audit record
    Billing record retained for historical period
    02 Sep 2026

Key StoreSense Contract Management & Billing Capabilities

CapabilityWhat it means for your team
Centralized contract repository Agreements, linked contacts, conditions, and business rules held in one place rather than across systems
Configurable business rules MAGs, rentals, and revenue share structured per contract, with exceptions handled inside the calculation
Automated income computation Amounts owed derived from contract rules applied to actual sales, not recalculated by hand each period
Auto-invoice generation from POS inputs Bills produced directly from transaction data, keeping the invoice tied to the trading it reflects
Threshold and milestone alerts Notification as revenue tiers and contract dates approach, rather than discovery after the fact
Time-based contract versioning The terms applying in any past period stay recoverable as amendments accumulate
Full audit trail A documented record of contracts, rules, and billing events for compliance and internal review
Bill dispatch to concessionaires Invoices issued from the platform, with online invoice generation shortening the billing cycle
Real-time integration with BI and analytics Billing and commercial performance read from the same validated dataset

How StoreSense Connects Contracts, Sales Data and Revenue Management

Contract management is one module in a connected system. Sales are captured at the POS and standardized, then made available to analytics. That same validated data feeds contract rules for income computation and billing. Billing outcomes then sit alongside performance in the BILAYER, so revenue is visible as both a commercial result and a receivable.

The practical effect is that commercial teams, finance, and retailers work from one dataset. Performance reviews, revenue reporting, and invoicing stop being three different versions of the same month.

  1. POS / Store
  2. Real-Time Sales Data
  3. Contract Management & Billing Rules
  4. Income Computation
  5. Invoices
  6. BI / Analytics

Talk to an expert about how your concession agreements would map into StoreSense billing rules.

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Frequently Asked Questions

It is the practice of managing the commercial agreements between an airport and the retailers, food and beverage operators, and service providers trading in its terminals. Beyond storing signed documents, it covers tracking the terms in each agreement, the rules that determine what each operator owes, amendments and versions over time, and the dates and obligations attached to every contract.

The commercial clauses in each agreement are configured as billing rules. Sales data captured from concessionaire POS systems is categorized and matched against those rules, income is computed for the period, and invoices are generated and dispatched from the same system. The calculation runs on rules already agreed rather than being rebuilt manually for each cycle.

A MAG is a floor on what a concessionaire pays for the airport in a year, regardless of how much it sells. If percentage rent on actual sales comes to less than the guarantee, the operator pays the guaranteed amount instead. MAGs give airports revenue certainty, which is why tracking performance against the guarantee during the year matters more than confirming it at year-end.

Rent is calculated as an agreed percentage of the operator’s sales, often in tiers where the rate changes once sales pass a threshold, and frequently alongside a minimum guarantee and a fixed rental component. Accurate billing therefore depends on reliable sales figures, correct product categorization, and the rules being applied consistently across the full billing period.

Percentage rent is charged on revenue the airport does not generate itself, so the invoice is only as accurate as the sales data behind it. When income is computed from transactions captured at the point of sale and every transaction is linked to its billing rule, the invoice can be traced back to the trading it represents rather than to a submitted summary.

That is the normal requirement. An airport estate typically carries a mix of legacy and current agreements with different rates, structures, and exceptions. StoreSense uses configurable business rules rather than fixed templates, which allows varied terms to be computed on the same engine.

Auditors generally want to see the terms in force at the time, the rule applied, and the data the figure was calculated from. StoreSense maintains a full audit trail and time-based contract versioning, so past periods can be reviewed as they stand, rather than reconstructed from current terms and archived spreadsheets.