What is CAM Reconciliation?

TL;DR: CAM reconciliation is the annual true-up between estimated and actual common area maintenance costs. Tenants pay estimates monthly, then receive a bill or credit based on actual expenses. For small bay properties with 20–100+ tenants, getting this right is critical for both cash flow and tenant relationships.

What is CAM?

Common Area Maintenance (CAM) charges cover the shared operating expenses of a commercial property that benefit all tenants. In small bay industrial properties, these typically include:

• Property maintenance — Landscaping, parking lot repairs, exterior lighting
• Utilities — Common area electricity, water for shared spaces
• Insurance — Property and liability coverage
• Property taxes — Often passed through as part of CAM or separately
• Management fees — Professional property management costs
• Security — Cameras, patrols, access systems
• Snow removal — In applicable markets
• Trash and recycling — Dumpster service and removal

How CAM Works in Practice

Most commercial leases—particularly NNN (triple net) leases—require tenants to pay their pro-rata share of CAM expenses based on the square footage they occupy relative to the total leasable area.

The Formula

For example, if a tenant occupies 2,500 SF in a 50,000 SF building and annual CAM expenses are $100,000:

That's approximately $417/month or $2.00/SF annually.

What is CAM Reconciliation?

CAM reconciliation is the annual accounting process that compares:

1. Estimated CAM — What tenants paid monthly throughout the year
2. Actual CAM — What the property actually spent on operating expenses

Since landlords can't know exact expenses in advance, they estimate CAM at the start of each year. Tenants pay these estimates monthly. At year-end, the landlord tallies actual expenses and reconciles the difference.

Possible Outcomes

• Underpayment — Actual expenses exceeded estimates. Tenants owe additional payment.
• Overpayment — Estimates exceeded actual expenses. Tenants receive a credit or refund.
• Break-even — Rare, but estimates matched actuals.

The Reconciliation Process

Step 1: Gather Actual Expenses

The landlord or property manager compiles all CAM-eligible expenses for the calendar or fiscal year, supported by invoices and records.

Step 2: Calculate Each Tenant's Share

Using the pro-rata formula, determine what each tenant should have paid based on actual expenses.

Step 3: Compare to Estimates Paid

Subtract what each tenant actually paid from what they should have paid.

Step 4: Issue Reconciliation Statements

Send each tenant a detailed statement showing:

• Estimated CAM paid
• Actual CAM owed
• Variance (amount due or credit)
• Supporting expense breakdown

Step 5: Collect or Credit

Bill tenants for underpayments or apply credits to future rent.

CAM Reconciliation in Small Bay Properties

Small bay industrial properties present unique CAM challenges:

High Tenant Count

With 20–100+ tenants, reconciliation is administratively intensive. Each tenant needs individual calculations and statements.

Diverse Tenant Types

Flex space tenants range from contractors to e-commerce to light manufacturing. Usage patterns vary significantly, which can create disputes about fair allocation.

Short Lease Terms

With 1–3 year leases common in small bay, you're constantly onboarding new tenants mid-year, requiring prorated reconciliations.

Operating Expense Variability

Utility costs, insurance premiums, and property taxes can swing significantly year-over-year, leading to larger reconciliation adjustments.

Best Practices for Landlords

1. Estimate conservatively — Slightly overestimate to minimize year-end bills that frustrate tenants
2. Document everything — Keep detailed records of all CAM expenses
3. Communicate proactively — Warn tenants if a large reconciliation is coming
4. Use property management software — Manual reconciliation across dozens of tenants is error-prone
5. Review lease language — Ensure CAM provisions are clear and consistent across all leases

Best Practices for Tenants

1. Review your lease — Understand exactly what's included in CAM and what's excluded
2. Request documentation — You have the right to audit CAM expenses
3. Budget for variance — Set aside reserves for potential reconciliation bills
4. Negotiate caps — Some leases include CAM caps or limits on year-over-year increases
5. Compare to market — Know typical CAM rates for small bay properties in your market

Common CAM Disputes

• Capital vs. operating expenses — Capital improvements shouldn't be in CAM unless amortized per lease terms
• Administrative fees — Some landlords add management fees on top of actual management costs
• Gross-up provisions — Adjusting expenses as if the building were fully occupied
• Excluded expenses — Costs the lease explicitly excludes from CAM pass-throughs

The Bottom Line

CAM reconciliation is a necessary part of commercial real estate—but it doesn't have to be contentious. Clear lease language, accurate record-keeping, and transparent communication make the process smoother for both landlords and tenants.

For small bay operators managing dozens of tenants, investing in proper systems and processes for CAM tracking pays dividends in reduced disputes and stronger tenant relationships.

Related: Gross, Modified Gross, or NNN – What Lease Type Should I Use?