Visual Lease CAM Reconciliation Setup Guide
How to configure CAM reconciliation, export data, and avoid common mistakes in Visual Lease.
CAM Module
Operating Expense / CAM Clause Management
Module Navigation
Navigate to Lease Administration > Leases from the main menu. Select a lease and go to the Operating Expenses tab to view abstracted CAM provisions. For portfolio-level CAM obligation tracking, go to Reports > Operating Expenses. Visual Lease manages CAM through lease clause abstraction rather than a live GL integration — CAM data lives in the lease record as abstracted terms.
Recovery Pool Configuration
Visual Lease does not use recovery pools in the traditional property management sense. Instead, CAM obligations are captured during lease abstraction in the Operating Expenses section of each lease record. For each lease, abstract the CAM provision fields: expense stop amount or base year, cap percentage and type, excluded expense categories, gross-up provisions, and audit rights. These abstracted terms are the reference data for reconciliation — actual GL expenses come from your ERP separately.
Charge Code Setup
Visual Lease tracks CAM obligations through the lease record's Operating Expense Provision fields rather than charge codes. Each lease has fields for: estimated monthly CAM (the estimate billed), CAM provision type (NNN, modified gross, gross with stops), expense categories included and excluded, and reconciliation schedule. Payment tracking uses the Lease Payments module, where recurring CAM estimates are entered as payment line items with the appropriate CAM payment type.
Export Procedure for CapVeri
Navigate to Reports > Lease Reports > Operating Expense Summary. Filter by property, lease status, and date range. Export to CSV or Excel. For CAM reconciliation purposes, export the Operating Expense Detail report which includes abstracted provision terms (base year, cap, gross-up flag) alongside payment amounts. Visual Lease also supports scheduled reports delivered via email for year-end reconciliation workflows.
Common Mistakes to Avoid
Treating Visual Lease as a full property management ERP — it does not post GL journal entries or manage payables, so actual CAM expenses must come from a separate accounting system
Not abstracting CAM exclusion clauses from leases, causing reconciliation disputes when tenants challenge non-allowable expenses
Failing to enter the correct base year stop amount during lease abstraction, causing incorrect stop calculations throughout the lease term
Not updating lease records after CAM-related lease amendments, leading to stale provision data used in reconciliation comparisons
Ignoring the audit rights fields in lease abstraction — these define deadlines for tenants to dispute CAM charges
How Visual Lease Works with CapVeri
Export the Operating Expense Detail report from Visual Lease as CSV to get lease-level CAM provision terms. Separately export your GL actuals from your accounting system (Yardi, MRI, QuickBooks, etc.). Upload both to CapVeri: CapVeri uses the Visual Lease export to understand each lease's CAM terms (caps, stops, exclusions, gross-up), and the GL export to calculate actual costs. This two-source workflow is the standard approach for Visual Lease customers using CapVeri.
About Visual Lease
Visual Lease is primarily a lease accounting and administration platform, not a property management system. Its strength is ASC 842 / IFRS 16 compliance and lease obligation tracking. CAM management is through lease abstraction — tenants use Visual Lease to understand what they owe; landlords use it to track what they can recover per lease terms. Actual reconciliation requires a separate GL data source. Popular with mid-market corporate real estate teams and tenants managing complex lease portfolios.
Troubleshooting Common Visual Lease Issues
How do I use Visual Lease data for CAM reconciliation when it has no GL integration?
Visual Lease holds your lease terms (caps, stops, exclusions, gross-up provisions) but not your actual GL expenses. For reconciliation, use a two-source approach: export lease terms from Visual Lease and actual expenses from your accounting system. CapVeri accepts both exports simultaneously — it applies the Visual Lease lease terms to the GL expense data to compute each tenant's reconciled amount, enforcing caps, stops, and exclusions automatically.
What Visual Lease fields are most important for CAM reconciliation accuracy?
The five most critical fields to abstract correctly are: (1) Expense Stop or Base Year Amount, (2) CAM Cap Percentage and Type (cumulative vs. compounding), (3) CAM Exclusions (capital expenditures, above-standard services, management fee limits), (4) Gross-Up Provision (yes/no and threshold percentage), and (5) Pro-Rata Share Method (RSF basis and building denominator). Errors in any of these fields propagate to every reconciliation for the life of the lease.
Related Resources
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