CAM reconciliation software that shows the lease clause behind every recovered dollar
CAM reconciliation is the annual comparison of estimated common area maintenance charges tenants paid against what the landlord actually spent, with the difference billed or credited per lease. There are roughly 12,000 commercial property management firms in the United States, and most run this in a spreadsheet. Neurobird pools expenses, applies each lease's caps, base years and exclusions, and issues statements with a clause reference behind every line.
Neurobird CAM Reconciliation in short
- Pool operating expenses and mark each line recoverable or excluded
- Apply per lease caps, base years, gross up and exclusions without hand editing formulas
- Calculate pro rata shares from occupied area, not last year's spreadsheet
- Per lease Recovery terms are set in each lease, not by a market standard, so 2 tenants in the same building can owe different amounts on the same expense. Arizona Department of Revenue, commercial lease
- 95% A common gross up occupancy assumption, used so a partly empty building does not under recover variable costs. Sacramento County Assessor, commercial property addenda
- Pricing runs 140 to 600 US dollars per month across 3 tiers. Early access is free.
What commercial property managers actually deal with
Why it stays broken
The accounting system holds the expenses and the lease holds the rules, and nothing joins them. So the reconciliation becomes an annual archaeology project run in Excel by whoever did it last year.
A single mis-stated recovery on 40 suites becomes 40 tenant disputes.
Bank reconciliations must be completed within 30 days of the Issuer’s cutoff date.
How does Neurobird CAM Reconciliation work?
Abstract the lease terms once
Caps, base years, exclusions, gross up and pro rata basis are captured per lease and reused every year after.
Pool and classify expenses
Pull the expense ledger and mark each line recoverable or excluded, with the reason attached.
Issue defensible statements
Every tenant statement carries the clause reference and the arithmetic, so an audit is a read rather than a rebuild.
Neurobird CAM Reconciliation Revenue Recovery Platform
Hold the lease terms as data, not as PDFs, then run the reconciliation against them. The arithmetic stops being the risky part.
- 1Pool operating expenses and mark each line recoverable or excluded
- 2Apply per lease caps, base years, gross up and exclusions without hand editing formulas
- 3Calculate pro rata shares from occupied area, not last year's spreadsheet
- 4Issue tenant statements with a clause reference behind every recovered dollar
What changes with Neurobird CAM Reconciliation?
The same work, read left to right: how it runs today, and how it runs once the record is in one place.
| Today | With Neurobird CAM Reconciliation |
|---|---|
| The reconciliation lives in a workbook that grows a tab every year and only one person can safely edit | Pool operating expenses and mark each line recoverable or excluded |
| Every lease has its own caps, exclusions, base years and gross up language, and those live in PDFs nobody has abstracted | Apply per lease caps, base years, gross up and exclusions without hand editing formulas |
| Tenants audit the statement, find an error, and the credit comes out of this year's income | Calculate pro rata shares from occupied area, not last year's spreadsheet |
Who is this for?
Same reconciliation, three different exposures.
You manage your own buildings
You do the reconciliation because nobody else will. You need the lease rules encoded once so next year is not a rebuild.
You reconcile for owners
You answer to owners and tenants at the same time. You need working papers that survive both conversations.
You reconcile at scale
Hundreds of leases, several entities, one audit season. You need consistency across properties, not per property heroics.
The reconciliation, as your analyst would run it
A working preview. Tick a line to apply it to the recoverable pool.
| Line item | Amount | |
|---|---|---|
| Common area electric | $1,840 | |
| Management fee allocation | $620 | |
| Suite 210, base year gross up | $3,275 | |
| Suite 305, cap on controllables | $455 |
Click recover to add a missed line to the invoice.
What commercial lease recovery actually involves
Useful if you are scoping the work or defending a reconciliation. Each source links out.
Recovery terms are set in each lease, not by a market standard, so 2 tenants in the same building can owe different amounts on the same expense.
Arizona Department of Revenue, commercial leaseA common gross up occupancy assumption, used so a partly empty building does not under recover variable costs.
Sacramento County Assessor, commercial property addendaTypical audit window a tenant has to challenge a reconciliation, which is why the working papers matter as much as the number.
Fresno State property management manualApproximate number of commercial property management establishments in the United States carrying this obligation annually.
US Census County Business PatternsCam reconciliation software questions, answered
Key terms
- What is CAM reconciliation?
- CAM reconciliation is the annual process of comparing what tenants paid in estimated common area maintenance charges against what the landlord actually spent, then billing or crediting the difference. Each tenant's share depends on their lease terms, so 20 tenants in 1 building can produce 20 different answers.
- What is a gross up provision?
- A clause that lets the landlord calculate variable expenses as if the building were at a stated occupancy, often 95 percent. Without it, a half empty building under recovers from the tenants who are there.
Why do CAM reconciliations get disputed?
Because the recoverable pool is a judgement call and the lease governs it. Caps on controllable expenses, base year stops, capital versus repair treatment and gross up provisions all change the number, and most of that language sits in a PDF rather than the accounting system.
Does this replace our accounting system?
No. It reads the expense ledger from it. The reconciliation logic, the lease terms and the tenant statements live here, and the resulting billing goes back to your system.
Why we are building this
CAM reconciliation is a rules engine problem being solved with a spreadsheet. The rules live in leases, the numbers live in the ledger, and the join happens in somebody's head once a year.
That is why disputes are common and why the person who runs it becomes irreplaceable. Neither is a people problem.
We would rather build this with the people who actually do reconciliations. Tell us how yours works, and where we have got it wrong.
Where the requirement comes from
Public sources on how commercial lease recovery is treated.
- Arizona Department of Revenue, commercial lease How commercial lease charges are treated for state tax, which affects what you can recover and how you bill it.
- Sacramento County Assessor, commercial property addenda Assessor forms showing the expense and income categories used for commercial property analysis.
- Fresno State property management manual A public institutional property management manual covering lease administration duties.
- US Census County Business Patterns Establishment counts by industry, the source for how many firms carry this work.
How much does Neurobird CAM Reconciliation cost?
Priced per property because the reconciliation is a property level job. Unlimited tenants and users on every tier.
- Expense pooling
- Lease term storage
- Pro rata calculation
- Tenant statements
- Email support
- Everything in Single property
- Caps, base years and gross up
- Clause reference on every line
- Audit working papers
- Named contact
- Everything in Portfolio
- Accounting system sync
- Multi entity roll up
- Tenant audit response pack
- Onboarding included
Get free early access
If you run reconciliations, tell us how the workbook is structured today and where it usually breaks.
Straight answer on where this is: In development. Early access gets the working preview, a say in what ships first, and early access pricing. It does not get you a login today.
Prefer email? Write to office@neurobird.com and a person will reply. No autoresponder.