Reference · built on requestOperator by FibricProperty & tenants

CAM Reconciliation

Reconciles the year's common-area expenses against each lease's share, cap, and estimates billed, and proposes the tenant statements.

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About

Common-area maintenance is billed as an estimate all year and settled once. The settlement needs the actual expenses by account, a decision on which accounts are recoverable, each tenant's share, the cap in its lease, and what it already paid. CAM Reconciliation reads the expense detail from your ledger, the pool definition and the recovery terms you keep in a workbook, and the estimates billed through your property system.

At year end it produces a draft statement per tenant and a true-up charge or credit per lease, with the bills behind every line. It also proposes next year's estimate from the reconciled actuals. A person approves each statement and each posting before anything reaches a tenant or a ledger.

This is a reference listing. It documents what Fibric would read from CAM Reconciliation and what it could propose, based on the vendor's published interfaces. Fibric builds it under a managed deployment when you request it; selecting it here installs nothing.

Inputs

  • Expense actuals by account and property for the year: AppFolio general ledger details, Entrata getGlTransactions, or the ledger in QuickBooks Online or Sage Intacct
  • The pool definition you keep in Google Sheets or an Excel table: recoverable accounts, excluded accounts, management fee basis, and gross-up method
  • Recovery terms per lease from your abstract: pro-rata share, base year or expense stop, cap type and rate, and excluded categories
  • Estimates billed during the year: AppFolio recurring charges, Entrata scheduled charges, or Buildium rent schedule lines coded to the CAM account
  • Bills posted to recoverable accounts, with line items and approval status in AppFolio, accounts-payable/bill in Sage Intacct, or getInvoices in Entrata
  • Budget-to-actual by account from Entrata getBudgetActuals, with month-to-date and year-to-date variances, where you run Entrata
  • Prior-year statements and true-up amounts in the folder you name in SharePoint, Google Drive, or Box

Proposed actions

  • Target capability: propose each tenant's annual statement: pool total, exclusions, share, cap, estimates billed, and balance, as workbook rows plus a document
  • Target capability: propose the true-up charge or credit on each lease: a Buildium lease charge or credit, Entrata sendLeaseArTransactions, or an AppFolio charge
  • Target capability: propose next year's estimate as an updated recurring or scheduled charge, computed from the reconciled actuals and the lease's cap
  • Target capability: propose a review list of bills posted to recoverable accounts that your pool definition excludes, such as capital items, with each bill attached
  • Target capability: propose holding a tenant's statement where the abstract has no share or cap for that lease, until a person fills it in

Proposed actions are target capabilities. Every action runs propose-first and needs a validated deployment and the appropriate permissions.

What you can build

  • Close the year for a retail center

    AppFolio general ledger details give the actuals by account. The pool sheet marks what is recoverable. The operator proposes a statement row per tenant and a true-up charge on each occupancy, with the bills behind each line.

    With AppFolio Property Manager, Google Sheets

  • Catch a capped tenant billed past its cap

    The abstract sets a cap on controllable expenses. Estimates billed through Entrata plus the computed true-up exceed it. The operator proposes a credit for the excess and shows the cap arithmetic beside it.

    With Entrata, Microsoft Excel

  • Reset next year's estimates

    From the reconciled actuals, the operator proposes an updated rent schedule line for each Buildium lease and files the approved statement in the SharePoint folder for that property and year.

    With Buildium, Microsoft SharePoint

  • Keep capital out of the pool

    A bill in Sage Intacct is posted to a recoverable account but its line items describe a roof replacement. The operator lists it for review before the pool is totalled, with the bill from Box attached.

    With Sage Intacct, Box

Requirements

  • A ledger with expense detail by account and property: AppFolio general ledger details, Entrata GL transactions, QuickBooks Online, or Sage Intacct
  • A property management connector holding the leases and the estimates billed: AppFolio Property Manager, Entrata, or Buildium
  • The recovery terms per lease and the pool definition, kept in Google Sheets, Microsoft Excel, or a SharePoint list
  • A folder for draft statements in SharePoint, Google Drive, or Box, and write access to it
Authentication
CAM Reconciliation holds no login. Ledgers, charges, and workbooks are read through the connectors you connect, and every statement, posting, and estimate is proposed through the connector that owns that record.

Limits

  • Cap rules differ by lease: cumulative, non-cumulative, compounding. Each is set per lease in the abstract, and the operator applies what is written, nothing implied.
  • It does not decide what is recoverable. An account is in or out of the pool as your definition says; changing it is your call.
  • Gross-up of variable expenses is applied only where the lease and the pool definition both call for it, at the occupancy figure you enter.
  • Statements are proposed as drafts. Delivery to tenants is a separate step through a messaging or property system connector, approved on its own.

Access and pricing

Reference listing. Fibric builds the operator under a managed deployment when you request it. Your quote covers the build, capabilities, usage, and support.

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Questions and answers

What does a person approve before a statement goes out?
Each tenant's statement before it goes anywhere and each true-up posting before it hits a ledger. The proposal shows the pool, the exclusions, the share, the cap, the estimates billed, and the balance, with the bills behind each line one click away.
What record remains after reconciliation?
One receipt per tenant: the statement as approved, the workbook rows it came from, the ledger posting made, who approved it, and how to reverse the posting. The pool definition used that year is stored with it.
Will it bill a tenant on its own?
No. It calculates and proposes. A charge posts to a lease ledger only after approval, through the property system connector. It never sends a statement, and it never edits a lease's share or cap.
Ask about CAM Reconciliation

Ask about the capabilities and requirements in this listing.

For project-specific requirements, contact Fibric.

This operator is developed, published, and supported by Fibric. Third-party names and logos identify the systems an integration connects to; they are the property of their respective owners, who are not affiliated with Fibric and do not sponsor or endorse this listing. Trademark policy