How Do I Reconcile OpEx/CAM for My Tenants?

Operating Expense reconciliation is known by many names including CAM reconciliation, OpEx reconciliation, NNN reconciliation, and CAM true up. Although the terminology varies across the industry, each term refers to the same essential annual process of comparing a tenant’s estimated operating expense payments to the actual costs required to operate and maintain the property throughout the year.

What is CAM

Common Area Maintenance or CAM represents the shared expenses necessary to keep a commercial property functional and well maintained. These operating expenses typically include landscaping, snow removal, repairs, janitorial services, utilities, maintenance, and other costs identified in the lease as reimbursable operating expenses specific to the upkeep of common areas.

It is important to note that CAM on its own does not include insurance or real estate taxes. In a traditional NNN structure, the three components are:

• Taxes
• Insurance
• CAM

Together, these three categories make up the full NNN charges billed to tenants, with CAM representing only one of the three parts.

CAM charges are shared by tenants based on their proportionate or pro-rata share of the property, as defined in their lease.

Pro-rata share: the Tenant’s share of the expenses of the buildings or asset

CAM Reconciliation

A CAM reconciliation evaluates the actual operating expenses incurred during the year against the budgeted amounts billed to the tenant. If the tenant paid more than their share, they receive a credit. If they paid less, an invoice is issued for the difference. This process ensures accuracy and fairness while maintaining transparency between landlords and tenants.

Lease terms often include important details that affect reconciliation such as base years, caps on annual increases, administrative fees, and distinctions between controllable and non controllable expenses. Because these provisions vary from lease to lease, it is essential to follow the exact language of each agreement to ensure the reconciliation is completed correctly.

When to Do CAM Reconciliation

CAM reconciliations should be completed once the books are fully closed for the year. Most leases require that the landlord deliver the reconciliation within a specific window, commonly between 30 and 90 days. Delaying the reconciliation or failing to perform it consistently can create financial discrepancies, cash flow issues, and a growing gap between actual expenses and tenant reimbursements.

In addition, failing to complete the reconciliation within the contractual timeframe may limit your ability to increase charges appropriately for the following year. This can create budgeting challenges for your team and reduce your ability to recover actual operating costs.

Completing the reconciliation on time not only ensures accurate billing, it also sets the foundation for the coming year’s operating expense budget. It allows landlords and managers to communicate clearly with tenants, make data driven budgeting decisions, and keep financials aligned with real costs.

Step-by-Step Process on How to Run a CAM Reconciliation

Step 1: Review the Operating Expenses/CAM (OpEx) Tab

Note: Steps 1–4 are first-time setup; subsequent years can start on Step 5

The first step is to ensure that your OpEx setup matches each lease accurately, because the OpEx tab determines how STRATAFOLIO calculates estimated annual expenses and the tenant’s share.

To review:

• Navigate to Operations → Leases → Lease Abstract → OpEx tab.
• Review:
  • Subcategories included in the tenant’s CAM obligations
  • Base year or expense stop (if applicable)
  • Administrative fees
  • Controllable vs. non-controllable categories
  • Exclusions or special rules from the lease
  • Caps (if applicable)

This tab shows the tenant’s estimated annual OpEx and how STRATAFOLIO will calculate their share.

Step 2: Review the Expenses from QuickBooks (Actuals)

STRATAFOLIO pulls every OpEx-related expense from QuickBooks based on:

• Class
• Account
• Date
• Review every expense line for:
  • Correct class coding
  • Date within reconciliation period
  • Correct OpEx subcategory mapping
  • No duplicates or missing expenses

To review, open the Expenses by clicking the Actuals button inside the same lease.

NOTE: The amounts are shown with the lease’s pro-rata share taken into account.

Step 3: Compare Expected vs. Actual Expenses

STRATAFOLIO performs the comparison automatically, but you must make sure:

• All OpEx categories appear under both tabs
• No category is accidentally omitted
• No expenses are incorrectly classified

Step 4: Review Class, Account, and Category Mapping (Critical in Setup)

Mapping ensures that QuickBooks accounts feed into the correct OpEx subcategories.

To verify mapping:

• Go to Organization → Click on the relevant organization → Integrations → “i” icon next to the integration → Accounts
• The OpEx Subcategory column can be filtered to see what is being mapped in the account to which subcategory in the Operating Expenses.
• Confirm the subcategory and class mapping
• Correct any account that is:
  • Mapped incorrectly
  • Missing a subcategory
  • Posting expenses outside the CAM period
• If mapping is incorrect:
  • Select the correct OpEx subcategory.
  • Re-run the reconciliation to update the results.

Step 5: Validate the Reconciliation Inputs

Before generating the actual reconciliation report, validate:

• The OpEx tab accurately reflects lease terms
• All expected subcategories are included
• All QuickBooks expenses appear in the Actuals tab
• Actual expenses fall within the reconciliation period
• No missing, duplicated, or misdated entries in QuickBooks
• Special administrative fees (if applicable) are included
• Controllable vs. non-controllable categories are correct
• All mapping corrections have been applied
• Confirm QuickBooks AR matches the amount invoiced and collected

This is the final quality check before running the reconciliation.

Step 6: Run the CAM Reconciliation Report

After all prior steps are validated:

• Navigate back to the OpEx tab inside the lease. Click the Actual button to the right.
• Select reconciliation period
• Click Reconcile.

You will see:

• Tenant’s estimated contribution
• Actual costs from QuickBooks
• Variance amount
• Amount owed by or owed to the tenant

Step 7: Update Mapping, Subcategories, or Lease Rules if Needed

If the reconciliation reveals unexpected results:

• Revisit mapping
• Update lease expense rules
• Add missing subcategories
• Correct any QuickBooks account issues
• Re-run the report

Do not finalize the reconciliation until the results match your expectations.

Step 8: Finalize Results and Issue Tenant Adjustments

Once the reconciliation results are confirmed:

• For underpayments → Create an invoice
• For overpayments → Create a credit memo.
• Upload supporting documentation when you send an email to the Tenant through the Communications link from the left-hand navigation menu.
• Provide a reconciliation letter to the tenant.
• Save all reconciliation documents in the Files tab and the Tenant Portal.

Note: A sample reconciliation letter template is available on the STRATAFOLIO website in the main menu under Resources

Quick Reference for Completing a CAM Reconciliation in STRATAFOLIO

Use this checklist to ensure every required step, document, and verification is completed before issuing a final reconciliation to a tenant.

Before You Begin

• Close the books for the year
• Make sure QuickBooks is syncing with STRATAFOLIO
• Code all expenses correctly by class and account
• Confirm that no missing, duplicated, or incorrectly dated expenses remain in QuickBooks

STRATAFOLIO Setup Checks

• Navigate to Operations → Leases → Lease Abstract → OpEx tab
• Ensure all expected CAM subcategories have been added to the lease
• Verify controllable vs non controllable (if applicable)
• Verify base year rules, caps, administrative fees, and exclusions match the lease

Validate Results

• Compare actual expenses from QuickBooks to STRATAFOLIO totals if needed
• Validate pro-rata share matches the lease
• Verify base year is applied correctly if needed
• Verify CAM caps are applied, if needed
• Add administrative/management fees, if needed
• Investigate discrepancies such as:
  • Missing or miscategorized expenses
  • Incorrect class or asset allocation
  • Transactions posted outside the OpEx period
• Confirm QuickBooks AR matches the amount invoiced and collected

After the Reconciliation

• Create an invoice if the tenant underpaid
• Create a credit memo if the tenant overpaid
• Use the reconciliation letter template (recommended)
• Provide a detailed breakdown of actual vs estimated expenses if requested only
• Pull supporting invoices from QuickBooks or internal files if requested or required
• Email or mail the reconciliation package and upload documents to the Tenant Portal
• Note any updated monthly OpEx amounts for the new year
• Clone the OpEx setup into the new year and resolve any cloning errors
• Adjust category amounts for the new budget year
• Save and confirm updates back in the lease’s OpEx tab

Best Practices

Following best practices ensures your reconciliations are accurate, transparent, and completed on time. These recommendations help prevent tenant disputes. They protect cash flow. And they create a smoother workflow year after year.

• Maintain Complete and Organized Records Year-Round
  • Track all CAM related expenses consistently throughout the year
  • Keep supporting documents organized (invoices, contracts, receipts)
  • Structure your Chart of Accounts to separate reimbursable and non-reimbursable expenses
  • Post expenses to the correct class to avoid reconciliation discrepancies
• Reconcile as Early as Possible
  • Complete CAM reconciliations shortly after closing the books
  • Most leases require delivery within 30 to 90 days. Always follow the lease terms
  • Waiting too long creates tenant frustration and cash flow risk
• Verify Accuracy in QuickBooks Before Running Reports
  • Fully reconcile QuickBooks before pulling reports in STRATAFOLIO
  • Post all expenses for the year to the correct period
  • Review “outlier” transactions. Large or unexpected charges may need categorization adjustments
  • Ensure expenses fall within the OpEx period. STRATAFOLIO runs on a cash basis
• Understand and Apply Lease Terms Carefully
  • Review base year, caps, exclusions, administrative/management fees, and controllable limits
  • Apply CAM caps correctly
  • Reflect any special tenant-specific rules accurately in the OpEx setup
• Communicate Early and Transparently with Tenants
  • Give tenants advance notice when reconciliation is being prepared
  • Provide clear explanations for increases or unusual adjustments
  • Include supporting invoices when appropriate
  • Upload reconciliation materials to the Tenant Portal so tenants always have access
• Use STRATAFOLIO to Its Full Potential
  • Use the OpEx tab to track subcategories and expenses throughout the year
  • Sync QuickBooks regularly to keep data fresh and accurate
  • Use the CAM Reconciliation Report instead of manual spreadsheets
  • Clone OpEx annually to ensure the new year starts with correct amounts
  • Maintain consistent processes across leases for easier audit trails
• Use Reconciliation Results to Improve Future Budgeting
  • Adjust future OpEx budgets based on historical trends
  • Identify recurring increases and plan ahead
  • Update subcategories annually after cloning OpEx as needed
  • Incorporate caps, known increases, and upcoming contract renewals