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Finance agent

CAM reconciliation

The year-end true-up of common area charges prepared tenant by tenant, with every lease’s caps, gross-ups and exclusions applied and every number traced.

Built from our Three-way reconciliation agent, set up for year-end common area charges.

  • $12,500 fixed
  • Live in 3 to 6 weeks
  • Yours to keep
Let’s build your agent How it works
The review screen for CAM reconciliation: four items, three done, and one (Variance 14%) waiting for the property accountant, who is asked: Retail B owes 14% more than estimated. Send the statement?
How it works

A true-up for every tenant, drafted from their own lease.

Here’s a typical run, step by step: what automation handles, what the agent does, and the calls that stay with your team.

The workflow for CAM reconciliation, in 5 steps. It starts with “Year-end books close” and ends with “Statements out, all traced”. Each step lists what automation, the agent and your team do there.
CAM reconciliationA typical run
Starts withYear-end books closeHarbor Point’s 2026 books close, and every tenant’s monthly estimates need squaring with what was spent.
Automation: Pulls Harbor Point’s 2026 operating expenses from the general ledger, with what each tenant paid in monthly estimates.
~8h/mo

Step 1 of 5Pull the year’s costs

  • Automation

    Pulls Harbor Point’s 2026 operating expenses from the general ledger, with what each tenant paid in monthly estimates.

    The ledger already codes each expense to the property. Pulling the year is an export.

Reads
  • General ledger
Writes
  • CAM workbook

~8 hours a month back

The agent: Reads the invoices behind the big ledger lines and pulls out the capital roof work, which Retail B’s lease keeps out of CAM.
~24h/mo

Step 2 of 5Sort what’s in the pool

  • The agent

    Reads the invoices behind the big ledger lines and pulls out the capital roof work, which Retail B’s lease keeps out of CAM.

    The ledger says “Roof repairs”. Only the invoice says it was a full replacement, and that makes it capital.

Reads
  • General ledger
  • Lease abstracts
Writes
  • CAM workbook

~24 hours a month back

Where teams differLeases draw the capital line in different places. Some let a new roof be spread over its useful life.

The agent: Applies Retail B’s 8.2% share, grosses costs up to 95% occupancy, and checks controllable costs, up 4%, against the 5% cap.
~30h/mo

Step 3 of 5Apply each lease

  • The agent

    Applies Retail B’s 8.2% share, grosses costs up to 95% occupancy, and checks controllable costs, up 4%, against the 5% cap.

    Leases in one center often differ. One has a cap, the next a base year, a third a flat fee for the parking lot.

Reads
  • Lease abstracts
Writes
  • CAM workbook

~30 hours a month back

Where teams differGross-up is usually to 95%. Some leases say 100%, and older ones often say nothing at all.

Automation: Compares each share with the estimates paid. Retail B owes $6,930, 14% over its estimate, so it’s held for review.
IfYour team: Reads the backup behind the $6,930 and confirms it stands, or finds what should come out before the tenant sees it.
~6h/mo

Step 4 of 5Check the big swings

  • Automation

    Compares each share with the estimates paid. Retail B owes $6,930, 14% over its estimate, so it’s held for review.

    The threshold is a number you set. Which tenants cross it is plain arithmetic.

  • Your teamIf over your 10% threshold

    Reads the backup behind the $6,930 and confirms it stands, or finds what should come out before the tenant sees it.

    A tenant who owes 14% more will call. Whoever takes that call should have checked the number first.

Reads
  • CAM workbook
Writes
  • CAM workbook

~6 hours a month back

Your team: Signs off Harbor Point’s statements in one pass, with every tenant’s backup a click away.
Automation: Emails each tenant its statement with an expense summary and the lease terms applied, and posts the charge or credit.
~10h/mo

Step 5 of 5Sign off and send

  • Your team

    Signs off Harbor Point’s statements in one pass, with every tenant’s backup a click away.

    A statement is a bill to a tenant. Nothing goes out under your name until someone who owns the numbers says so.

  • Automation

    Emails each tenant its statement with an expense summary and the lease terms applied, and posts the charge or credit.

    Once it’s signed off, each statement goes to its tenant with nothing left to decide.

Reads
  • CAM workbook
Writes
  • Property system

~10 hours a month back

Ends withStatements out, all tracedEvery tenant gets a signed-off statement, posted as a charge or credit, with backup ready if they ask.
Total~78h/mo

What changes

Property accountants start year-end from a traced draft for every tenant, and spend their time on the few that need a closer look.

  • 3steps automated
  • 2steps for the agent
  • 2calls kept with your team

Pick any step to see what happens there and why it sits in that lane.

What it could be worth

~78 hours a month back

$51,500 a year in time

For an owner billing CAM to about 200 tenants, with the year-end work averaged by month, at $55 an hour. We work out yours from your own volumes before you sign.

Let’s build your agent
What we customize with you

One proven agent, plugged into how you work.

Every team does this job a little differently, so we set these five with the people who do it today. We’ve done this in dozens of businesses, so we know where teams usually differ and ask about those first.

The agent

Same for every client
  • Follows the same proven steps
  • A person on every exception
  • Every decision logged
  • Tested on your past work first
  • Never sends a statement without sign-off

  1. Your systems

    Where the work comes in, and where the result goes.

    For this agentExpenses from your GL, statements into your property management system.

  2. Your rules

    The limits and exceptions it works to.

    For this agentEach lease’s caps and exclusions, and your variance threshold.

  3. Your team

    Who signs off, and who covers when they’re away.

    For this agentThe property accountant for large variances, the asset manager for disputes.

  4. Your channels

    Where your team hears from it.

    For this agentEmail when a building is ready, a list of anything waiting.

  5. Your output

    What it hands back, in the format you already use.

    For this agentA statement per tenant in your format, with its backup.

Abstracting leases is its own agent in this catalog, and it feeds this one. Tenant disputes and audits stay with your team.

What you get

The agent, and everything that keeps it working.

  • The agentRunning on your systems, under your rules.
  • The review screenWhere the exceptions land for your property accountants.
  • Your rulebookYour limits, exceptions and who signs off, in one place, often for the first time.
  • A test reportYour past reconciliations, run through it and checked against the number.
  • The runbookHow it works, what to check, and what to do if it stops.
  • 30 days of tuningAfter it goes live, through a full month of your real reconciliations.
The number we agree

Days from year-end to reconciliations sent. We measure it before we start, and again at day 30.

How we get there

Live in 3 to 6 weeks. About seven hours of your time.

We do the building. Your side: access, last year’s reconciliation, the GL and your lease abstracts, and a short weekly check-in.

  1. Before kickoff

    We send the access checklist.

    You, 2 hours. Access, an owner, and last year’s reconciliation, the GL and your lease abstracts.

  2. Weeks 1 to 2

    We connect your systems and set it up.

    You, 1 hour. Walk us through your rules.

  3. Weeks 2 to 4

    We test it on your past reconciliations.

    You, 1 hour. Review what it flagged.

  4. Weeks 3 to 6

    It runs beside your team, then goes live.

    You, 1¼ hours. Work from the review screen.

Then 30 days of tuning, with a short check-in each week, about two hours of yours. At day 30 we show you the number and hand everything over.

After it’s live

It keeps running whether or not we stay.

  • It runs in your accounts

    Your cloud, your systems, and an AI account in your name, billed by the provider at their rates.

  • Changes in the first 30 days are included

    A new rule, a changed limit, someone new signing off. That’s what tuning is for.

  • After that, your call

    Your team edits the rulebook, the care plan covers it, or a bigger change is quoted first.

Questions

About this agent.

What if our lease abstracts are out of date?
It reads the leases where it needs to, and flags any term that doesn’t match your abstract. The lease abstraction agent keeps them current.
Can tenants see the backup?
Yes. Every statement comes with the expense detail and the lease terms applied, ready to share if a tenant asks.
Our process isn’t quite like this. Will it still work?
That’s the usual case. The job looks the same in most businesses, but the details never do. We map how your team does it today, then set the rules, systems and approvals to match. That’s what most of the 3 to 6 weeks are for.
How do we agree the number?
Together, before any work starts. For this agent it’s the days from year-end to reconciliations sent. We measure it before we start, and again at day 30.
What does it cost to run once it’s live?
Hosting and AI, paid straight to the providers, not through us. It usually runs 5x to 25x cheaper than doing the same work by hand, and we work out your figure from your real volumes before you sign.

Want every true-up drafted and traced?

Tell us how your team handles reconciliations today. We’ll show you this agent on examples like yours, and whether it fits the fixed price.

Let’s build your agentBack to Real estate & construction
New to Switchboard Agents? How it works, what’s included, and what it costs.
  • 3 to 6 weeksto live, then 30 days of tuning
  • $12,500fixed, per agent
  • Yours to keepno license fees
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Switchboard Agents$12,500 fixed · live in 3 to 6 weeks How it works Let’s build your agent