Kolena AI Agent
CAM Reconciliation
Automate CAM reconciliation - check a landlord's CAM statement against the lease and catch every over- or under-billing, with each finding cited to the controlling clause.
Impact
Annual CAM reconciliations that take a team weeks are reviewed tenant-by-tenant in minutes, with recoveries-variance detection extended to every tenant at portfolio scale rather than a spot-check sample
per tenant reconciliation
Volume fit
Works best for
teams reconciling dozens or hundreds of tenant CAM statements each year across a multi-tenant portfolio
Too small for
a single-tenant net-lease property with little recovery complexity, where a spot-check is faster than setup
Typical inputs
Documents
- Landlord CAM and operating-expense reconciliation statement
- Governing lease and amendments
- Prior-year reconciliation statement or estimates billed
- General-ledger or expense detail backing the statement
Systems
- Yardi
- MRI
- Google Drive
- SharePoint
Output
A per-tenant reconciliation showing the expense pool, cap and gross-up adjustments, base-year offset, true-up balance, and a ranked list of over- or under-billing exceptions cited to the lease
Delivered to
- Lease administration system
- Deal or property folder
- Dispute or audit file
What it extracts
· 12 fields
- Form
Reconciliation Summary
A one-look roll-up of the property, tenant, recovery structure, pool, tenant responsibility, and true-up result so a reviewer can orient before reading the detail.
- Form
Property and Tenant Information
The property, tenant, period, and the pro-rata share with its basis; the share is recomputed from premises and building area so an incorrect denominator is caught.
- Form
Lease Recovery Terms
The recovery terms read from the lease itself - structure, base year, recoverable pool, exclusions, gross-up, cap, fee, and audit right - that form the standard every charge is tested against.
- Table
Expense Pool Line Items
Every expense line on the statement classified controllable versus non-controllable and capital versus operating, tested for lease includability, and re-footed as pool times pro-rata share.
- Form
Gross-Up Adjustment
The occupancy gross-up assessment, confirming it is applied only to variable expenses and flagging fixed costs grossed up in error, a common overcharge.
- Form
Controllable Expense Cap
The controllable-expense cap tested against the lease, distinguishing cumulative, non-cumulative, and compounding caps and computing the amount disallowed above the ceiling.
- Form
Base Year or Expense Stop
The base-year or expense-stop offset that limits the tenant to expenses above the base, with a comparability check that the base was grossed up on the same basis as the current year.
- Form
Real Estate Taxes
The real estate tax pass-through reconciled separately as a non-controllable, non-grossed-up pool, flagging any penalties, interest, or income and transfer taxes that do not belong.
- Form
Administrative and Management Fee
The administrative or management fee recomputed at the lease rate and permitted base, isolating any overcharge from a fee above the cap or on an improper base.
- Form
Reconciliation True-Up
The year-end true-up built up from the capped, grossed-up, base-year-adjusted pool less estimates billed, with a math check that names the component driving any gap when it does not foot.
- Table
Variance and Exception Flags
The ranked list of over- or under-billing exceptions, each with the governing lease reference, the statement reference, an estimated dollar impact, and a recommended action.
- Form
Audit Rights and Dispute Window
The tenant's right to challenge the statement, including the objection or audit deadline as a computed date, so the window is not missed.
Prerequisites
- The executed lease with all amendments so recovery terms can be verified
- The tenant's estimated CAM billed during the reconciliation period
- The tenant's premises and the building or project rentable area for the pro-rata share
Human review
A lease administrator or asset manager reviews the flagged variances and each cited clause before a corrected statement is accepted, a payment is released, or a dispute is raised.
Where it fits
Operating-expense recoveries administration
Lease Abstraction - the governing recovery terms (structure, base year, pro-rata share, caps, gross-up, exclusions, audit rights) are pulled from the abstracted lease; the landlord's year-end reconciliation statement arrives by email or portal
This step
CAM reconciliation and true-up review
After
Who uses it
Grounded in
- Governing authority is the lease contractverified as of 2026-07-22
- BOMA measurement standards (Building Owners and Managers Association, Office and Retail floor-measurement standards)verified as of 2026-07-22
- ASC 842 (FASB Accounting Standards Codification, Leases)verified as of 2026-07-22
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See CAM Reconciliation on your documents
We'll run it against a file of yours and walk through every cited field.