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Use caseUC0044

Check a commercial tenant's yearly expense bill against its lease

Every year each tenant is billed its share of the building's running costs, and each line must match that tenant's lease. This app reads one line, works out what the lease permits and flags an overcharge on a statement already sent.

For the property accountantCross-domain · Real Estate & Property

Why it matters

Today's manual process, and the same job with the app

A property accountant at a commercial landlord, checking each tenant's yearly operating-expense reconciliation before it is released.

✕Today's manual process

1Open every line of each tenant's yearly reconciliation in a spreadsheet, beside the lease.
2Decide what the lease allows: billable or not, capital spread over years, a gross-up for empty space.
3Work out the tenant's share, weighted for a mid-year expansion, then test the cap.
4One slip overbills a tenant, and their auditor claws it back after the statement goes out.
Every line checked manually in a spreadsheet

✓With the app

1Each line is read, every value shown beside the section it came from.
2The lease terms are applied in a fixed order: billable share, gross-up, tenant share, then the cap.
3The permitted amount is worked out and compared with what the tenant was billed.
4An issued overcharge is flagged for a corrected statement, which a person still prepares.
People review flagged lines and a sample

See it work

One real case, read by the app, step by step

CAM-0004: snow and ice removal in a building 86% occupied, billed $4,251.25, exactly what the tenant's annual cap allows.

Check a commercial tenant's yearly expense bill against its leaseReference appBuilt to be shaped to your process
  1. 1The expense line snow and ice removal, read from the tenant's statement with its source.
  2. 2A building 86% occupied so this cost is grossed up for the empty space.
  3. 3The lease cap an annual 4% cap, which ends up setting the amount.
  4. 4What does not count the accountant's note calls the line disputed; the lease decides, not the note.
  5. 5What the lease permits $4,251.25, exactly what the tenant was billed.
  6. 6The outcome billed correctly, so no corrected statement is needed, though it already went out.

For engineers

How it is built, and how we measured it

All fourteen steps of the build are written up, from the business case to running it in your own environment.

Kit overview →
55 of 55lines judged billed right or wrongmeasured in 01 Business case →
7 of 7issued overcharges flagged, no false alarmsmeasured in 06 Evals →
54 of 55permitted amounts right on a repeat run
29¢to check all 55 linesmeasured in 07 Unit cost →

The build, step by step

14 steps

Make it yours

What you see is a reference app. We shape it to how you work.

Every part of it is built to change, and none of it means starting over.

Your rulesYour lease clauses: billable pools, gross-up rules, caps and how capital costs are spread.
Your recordsYour reconciliation statements, lease abstracts and the occupancy history you already keep.
Your systemsYour property accounting system, so flagged lines reach whoever issues corrected statements.
Your screensThe fields, wording and review list your lease administrators already use.

Want this for your team?

Talk to us

We can run this on your own reconciliations and lease terms, inside your environment.

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