Lease Harbor CAM Reconciliation Setup Guide
How to configure CAM reconciliation, export data, and avoid common mistakes in Lease Harbor.
CAM Module
CAM Recovery Pools / Reconciliation Module
Module Navigation
Navigate to Properties from the main menu, select a property, and go to the Recovery tab. Lease Harbor's recovery module is organized by property and reconciliation year. Set up recovery pools under Recovery > Pool Configuration. Run reconciliation under Recovery > Reconciliation Workbench, which shows estimated vs. actual by pool and tenant.
Recovery Pool Configuration
Lease Harbor uses a dedicated recovery pool system purpose-built for CRE CAM workflows. Under Pool Configuration, create pools for each CAM category (Operating, Tax, Insurance). Assign GL account ranges to each pool. Configure per-pool settings: allocation basis (rentable SF, usable SF, or custom), gross-up occupancy threshold, gross-up eligible expense types (variable only), and year-over-year cap rules. Lease Harbor supports both cumulative and compounding caps at the pool level and tenant level. Exclusion lists can be defined at the pool or tenant level to handle lease-specific carve-outs.
Charge Code Setup
Under Administration > Charge Codes, create codes for each recovery category and link them to recovery pools. Lease Harbor's billing engine auto-generates monthly estimate invoices based on the current budget or prior year actuals. Each tenant's charge code assignment is maintained in the lease record with the effective date of any changes. Charge codes support tenant-level overrides for fixed recovery amounts, custom percentage shares, or lease-specific billing exclusions.
Export Procedure for CapVeri
Navigate to Reports > Financial > GL Expense Detail. Filter by property, fiscal year, and pool assignment. Export to CSV or Excel. Lease Harbor also provides a Reconciliation Statement export under Reports > Recovery > Tenant Reconciliation Statements that generates tenant-ready documents showing estimated charges, actual expenses, and the true-up amount. For CapVeri cross-validation, use the GL Expense Detail export rather than the pre-calculated reconciliation output.
Common Mistakes to Avoid
Assigning the wrong gross-up type to expenses — Lease Harbor distinguishes fixed (non-grossable) from variable (grossable) expenses, and mislabeling inflates gross-up amounts
Configuring pool-level caps without also setting tenant-level cap overrides for leases with unique cap terms that differ from the property-wide cap
Not importing actual GL data into Lease Harbor at year-end close — the system can only reconcile if actuals are loaded, and delay causes statement generation delays
Using the prior year actuals as estimates without adjusting for known budget changes, resulting in significant true-up amounts
Not reviewing the exclusion list when adding new tenants — a new tenant's lease may have exclusions not covered by the default pool exclusion list
How Lease Harbor Works with CapVeri
Export the GL Expense Detail report from Lease Harbor as CSV and upload to CapVeri for independent cross-validation of pool allocations, gross-up calculations, and cap compliance. Because Lease Harbor is itself a purpose-built CAM system, many customers use CapVeri as a second-opinion validation layer before issuing tenant statements — particularly for large or contested reconciliations. CapVeri's independent calculation confirms or flags discrepancies in Lease Harbor's output.
About Lease Harbor
Lease Harbor is one of the few software platforms built specifically for commercial real estate CAM reconciliation rather than adapted from a broader property management or lease accounting system. Its purpose-built design means the recovery pool model, gross-up logic, and cap tracking are native — not bolted on. Used primarily by mid-market to institutional commercial landlords managing office, retail, and industrial portfolios. Smaller firms may find the implementation effort and subscription cost disproportionate for simple NNN portfolios.
Troubleshooting Common Lease Harbor Issues
How do I handle lease-specific exclusions that differ from my property-wide exclusion list in Lease Harbor?
Lease Harbor supports exclusion overrides at the tenant level. In the lease record, navigate to Recovery Settings > Exclusion Overrides. Add the specific expense categories or GL accounts to exclude for this tenant. Tenant-level exclusions are applied in addition to (or in place of) the pool-level exclusions, depending on your configuration. Document each tenant-level exclusion with the corresponding lease clause reference for audit purposes.
Why does my Lease Harbor gross-up calculation differ from my manual calculation?
Verify two settings: (1) the occupancy calculation method (economic vs. physical occupancy) in Pool Configuration > Gross-Up Settings, and (2) which expenses are classified as Variable vs. Fixed. Lease Harbor only grosses up Variable expenses. If expenses are miscategorized as Fixed, gross-up is not applied. Also verify the occupancy threshold — if the property exceeds the threshold, gross-up is triggered; if not, no adjustment is made. Compare your manual calculation assumptions to these three settings to identify the discrepancy.
Related Resources
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