Overview
Every year, commercial property managers need to reconcile what tenants actually owe for building operating expenses (CAM) against the estimated amounts they've been paying monthly. The math is straightforward — but doing it across multiple tenants, dozens of expense accounts, and different lease terms can take hours in a spreadsheet.
Note: The CAM Reconciliation Report is only available to Premium Plan subscribers. If you're on the Starter or Pro Plan and need to make use of this report, consider upgrading to the Premium Plan.
The CAM Reconciliation Report automates this entire process. It pulls your actual expenses from the P&L, calculates each tenant's pro-rata share, compares it to what they've already paid, and tells you exactly who owes more and who gets a credit — all in one screen. When you're done, export professional tenant statements as PDFs or download the full worksheet as an Excel file.
You'll find it under Reports > CAM Reconciliation.
Tip: Before you start, this report works best when you've already set up custom allocations for CAM charges on your property and have been charging tenants estimated CAM throughout the year. If you're new to CAM in DoorLoop, see our Triple Net Lease (NNN) guide first.
How It Works
The report does three things behind the scenes:
Pulls actual expenses — Reads your Profit & Loss detail for the selected property and date range to find actual operating costs by expense account.
Calculates each tenant's share — Uses pro-rata share (based on square footage) to split recoverable expenses across all tenants. Per-lease overrides (fixed amounts, account exclusions, admin fees) are applied automatically.
Computes the true-up — Compares each tenant's calculated share against what they've already paid in estimated CAM charges to determine who owes more and who gets a credit.
The formula per tenant:
Pro-Rata Share = Tenant's SF (square footage) ÷ Total Building SF (square footage)
Tenant's Share of Actual CAM = Sum of (each expense account × pro-rata share)
True-Up = Tenant's Share − Estimated CAM Already Paid
Positive true-up → tenant owes more. Negative → you issue a credit.
Setting Up the Report
The first time you run the CAM Reconciliation Report for a property, you'll configure a few settings. These are saved automatically and remembered for next time.
Step 1: Select the Property
Choose the commercial property you want to reconcile. Each property has its own saved configuration.
Step 2: Choose Your Expense Accounts
Select which expense accounts make up your recoverable CAM pool — these are the operating costs you pass through to tenants. Common examples:
Common area maintenance
Property insurance
Property taxes
Repairs and maintenance
Utilities (common areas)
Security
Landscaping
Step 3: Choose Your Charge Accounts
Select the revenue/income accounts you use to charge tenants for estimated CAM. The report uses these to calculate how much each tenant has already paid.
Step 4: Set the Pro-Rata Basis
Choose how to calculate each tenant's percentage share:
Total Rentable SF — Divides by the entire building square footage, including vacant units. Landlord absorbs the vacant portion.
Occupied SF Only — Divides only by occupied square footage, so the full expense pool is allocated to current tenants.
Step 5: Set the Date Range and Run
Select the reconciliation period (typically the calendar or fiscal year) and click Run Report. The default is Last Year — the most common reconciliation period.
Reading the Report
The report has two main sections:
Section 1: Expense Pool
A collapsible table showing every expense account in your CAM pool and its actual total for the period. The footer shows the Total Recoverable amount — this is the total expense being split across tenants.
Click the section header to expand or collapse it. Once you've reviewed the expenses, collapse it to focus on the tenant grid below.
Section 2: Tenant Allocation Grid
The main worksheet. Each row is a tenant (lease), and the columns show:
Column | What It Shows |
Tenant | Lease name (with a warning icon if year-over-year change exceeds 20%) |
Unit | The unit on the property |
SF | Square footage from the lease |
Pro-Rata % | Tenant's share percentage (computed from SF or manually overridden). Shows "Fixed" for flat-rate CAM leases. |
Per-Account Columns | One column per expense account showing the tenant's share of that specific expense |
Total Share | Sum of all per-account shares plus any admin fee |
Estimated Paid | How much the tenant has already paid in estimated CAM charges during the period |
True-Up | The difference: positive (red) = tenant owes more; negative (green) = you owe a credit |
Settings | Opens the per-lease settings drawer to customize that tenant's CAM terms |
The pinned totals row at the bottom shows the sum across all tenants.
Customizing Per-Lease CAM Terms
Not every lease has the same CAM terms. Click the Settings button on any tenant row to open a side panel where you can customize:
Setting | What It Does | When to Use It |
Lease Type | Pro-rata (calculated from SF) or Fixed (flat annual amount) | Some tenants negotiate a fixed CAM charge instead of pro-rata |
Recoverable Accounts | Include or exclude specific expense accounts for this tenant | A lease that excludes property taxes from recoverable expenses |
Base Amounts | Set a base year amount per account — tenant only pays their share above the base | Leases with base year stop clauses |
Pro-Rata Override | Set a fixed percentage instead of computing from SF | A tenant with a negotiated pro-rata share that differs from their SF ratio |
Gross-Up | Inflate selected expenses to a target occupancy % before calculating shares | Variable expenses (like utilities) that would be higher at full occupancy |
Admin Fee | Add a percentage fee on top of the tenant's CAM share | Leases that allow a management/admin fee on CAM (commonly 10-15%) |
Notes | Free-text notes about the tenant's CAM clause | Document lease-specific terms for reference during reconciliation |
Changes take effect immediately — the grid recalculates without re-fetching data. All settings are saved automatically per property.
Exporting Results
Once you've finalized the reconciliation, two export options are available in the report header:
Tenant Statements (PDF)
Generates a professional PDF statement for each tenant showing their share of each expense account, the total CAM charge, what they've already paid, and the true-up amount. Send these directly to tenants as part of your year-end reconciliation package.
Worksheet (Excel)
Downloads a two-sheet Excel workbook:
Tenant Allocation — Full grid with per-tenant, per-account share columns
Expense Pool — All recoverable expense accounts and totals
Use this for your records, to share with property owners, or as a working document during the reconciliation process.
Tips and Best Practices
Run it quarterly, not just at year-end. Running the report mid-year lets you catch large variances early. If actual expenses are trending well above estimates, you may want to adjust monthly charges before the year-end true-up creates sticker shock for tenants.
Review the expense pool first. Before diving into tenant allocations, expand the Expense Pool section and verify the totals match your expectations. If an account looks too high or too low, the issue is likely in your P&L — fix it there before running the reconciliation.
Configure lease terms once. Per-lease settings (account exclusions, admin fees, pro-rata overrides) are saved per property. Set them up during your first reconciliation, and they'll carry forward to future periods — no need to re-enter each year.
Watch for the warning icon. A warning appears next to tenants whose year-over-year share changed by more than 20%. This helps you flag large swings before sending statements — tenants will have questions about big changes, so be ready to explain.
The Full CAM Workflow in DoorLoop
Here's how all the pieces fit together:
Set up your NNN lease — Record the lease with base rent and CAM charge line items. See the NNN guide →
Set up custom allocations — Define how expenses are split across units (by size, evenly, or manually). See the allocations guide →
Charge tenants monthly — Post estimated CAM charges via recurring charges or bulk charges throughout the year.
Run the CAM Reconciliation Report — At year-end (or quarterly), run this report to compare actual expenses against estimates and calculate true-ups.
Export and send — Download tenant statement PDFs and send to your tenants. Post true-up charges or credits to their leases.
Ready to try it? Head to Reports → CAM Reconciliation, select a property, and run your first reconciliation.
Disclaimer
The information provided is not offered by a licensed accountant, should not be considered accounting, financial, or legal advice, and is provided (and intended) for general informational purposes only. Do not rely on the information provided; rather, please verify applicable accounting laws and regulations independently. This information should not be considered a substitute for professional advice and does not offer Generally Accepted Accounting Principles (GAAP). The author and publisher are not liable for any damages or losses resulting from reliance on this information.