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CAM Export Guide: Which Files to Pull from Yardi, MRI, AppFolio, and RealPage

By Angel Campa·Founder, CapVeri

Quick Answer

For CAM reconciliation, start with three files: rent roll, full-year GL detail, and recovery or billing detail. If one of those exports is incomplete, the reconciliation is already compromised before any gross-up, cap, or pro-rata math begins.

This page is the operating checklist for export prep. Use it before you run the reconciliation, before you send files to an auditor, and before you conclude the math is wrong. In practice, bad exports create more reconciliation noise than bad formulas.

The Three Files That Actually Matter

FileWhy it mattersMinimum fields
Rent rollDefines the tenant roster and denominator side of the allocation.Suite or unit, tenant name, rentable SF, lease start, lease end
GL detailProves what hit the expense pool during the year.Account code, account description, date, amount, reference
Recovery or billing detailShows what was estimated or billed to each tenant.Tenant, suite, pool or charge code, billed amount, period

If you do not have all three, you can still do limited diagnostics, but you cannot defend a full reconciliation file.

Which File to Pull First

Pull the GL detail first if:

  • the reconciliation variance looks too large;
  • your team changed account mappings during the year;
  • a controller suspects non-recoverable expenses are in the pool.

Pull the rent roll first if:

  • occupancy changed materially during the year;
  • suites were expanded, split, or recombined;
  • tenants are disputing pro-rata share.

Pull the recovery or billing file first if:

  • the math ties but billed totals look off;
  • estimates changed mid-year;
  • the issue is “what we charged” rather than “what we spent.”

Export Standard by System

Yardi Voyager

Use these three reports:

  1. Rent Roll with Lease Charges
  2. General Ledger Analytics
  3. Recovery Analysis or Charge Schedule
1

Pull the rent roll

Go to Leasing -> Reports -> Rent Roll with Lease Charges and export with rentable SF and lease dates visible.
2

Pull the GL detail

Go to Accounting -> General Ledger Analytics, use the full reconciliation year, and export the transaction-level view.
3

Pull billed or recovery data

Use Commercial -> Recovery -> Recovery Analysis for actual-versus-estimated detail, or Charge Schedule when you need invoice-level estimate history.
4

Flatten the files

Export to Excel, then save as CSV after removing Yardi headers, page totals, and footer rows.

What goes wrong in practice

  • Posting-date filters exclude January-posted accruals that belong to December.
  • The Recovery Analysis is exported in summary mode instead of detail mode.
  • The Excel file still contains page totals, subtotal bands, or title rows that break import logic.

For the system-specific walkthrough, use How to Export CAM Reconciliation Data from Yardi Voyager.

MRI Software

Use these reports:

  1. Rent Roll
  2. GL Transaction Detail
  3. Recovery Reconciliation
  4. Tenant Billing History when you need invoice-level support
1

Pull the rent roll

Run the Commercial rent roll with rentable SF, lease term, and tenant ID columns included.
2

Pull GL transaction detail

Use the full-year period range and include all recoverable operating accounts.
3

Pull the recovery report

Run Recovery Reconciliation in detail mode so each tenant, pool, and expense line remains visible.
4

Export directly to CSV

MRI CSV exports are usually cleaner than other systems, but still confirm the report is detail-level and period-complete.

What goes wrong in practice

  • Period 13 and 14 adjustments are omitted.
  • The recovery report is run at summary level, hiding the line items you need to classify expenses.
  • Tenant ID is missing, making file matching unreliable when tenant names vary.

For the full MRI workflow, use How to Export CAM Data from MRI Software.

AppFolio

Use:

  1. Rent Roll
  2. General Ledger
  3. CAM Charges or the closest owner report that shows billed recoveries
1

Customize before you export

Turn on the columns you need before downloading. AppFolio exports exactly what is visible.
2

Use a full-year GL export

Filter by property and full reconciliation year.
3

Verify billed-charge detail

If a dedicated reconciliation report is unavailable, use the charge report that preserves tenant-level CAM billing history.

Watch for

  • missing square footage because the rent roll was exported with default columns;
  • charge exports that summarize by property instead of tenant;
  • owner-facing reports that flatten lease dates away.

RealPage

Use:

  1. Rent Roll
  2. General Ledger
  3. CAM Reconciliation Summary or the report your team uses for billed recoveries
1

Run the rent roll for the exact period

Use the correct property and year-end date.
2

Pull GL detail with account and date columns

Do not settle for a summary export.
3

Confirm tenant-level CAM charge output

The reconciliation export needs tenant, suite, pool, and total charged or billed columns.

Watch for

  • summary reports that look complete but collapse tenant-level charge detail;
  • exports where the suite field is omitted;
  • inconsistent charge-code naming across properties.

Required Column Checklist

Use this checklist before you send files anywhere.

Rent roll

  • Suite or unit
  • Tenant name
  • Rentable square footage
  • Lease start
  • Lease end

GL detail

  • Account code
  • Account description
  • Transaction date
  • Amount
  • Reference or source

Recovery or billing detail

  • Tenant
  • Suite
  • Recovery pool or charge code
  • Amount billed
  • Period or bill date

If any of those are missing, the file is not ready.

QA Checks Before You Move On

Run these checks before you start troubleshooting formulas:

  1. Confirm the date range matches the reconciliation year exactly.
  2. Confirm the export is detail-level, not summary-level.
  3. Confirm the rent roll reflects the tenant roster you expect at year-end.
  4. Confirm the GL export includes every operating account that should feed CAM.
  5. Confirm billed or recovery totals are tenant-level, not property-level.

What to Do If the Numbers Still Look Wrong

If the exports pass the checklist and totals still do not make sense:

  • compare the GL export to the financial statements for the same period;
  • inspect gross-up logic;
  • verify pro-rata share logic;
  • confirm recovery pools and charge codes in your ERP setup guide.

That sequence is faster than manually combing through tenant statements.

Run the exports through a real QA pass

Upload your rent roll, GL, and billing files to CapVeri. The platform checks export completeness, maps the files together, and flags the places where the reconciliation will fail before statements go out.

Get the Export Steps

Related Resources

Sources

  1. CapVeri export QA methodology — Sources & methodology
  2. Yardi workflow reference — How to Export CAM Reconciliation Data from Yardi Voyager
  3. MRI workflow reference — How to Export CAM Data from MRI Software
  4. RealPage workflow reference — How to Export CAM Reconciliation Data from RealPage

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