Keeping the Client’s Landlords “On Track” to Reconcile Their CAM Charges

The Situation

Scribcor has a long-time client that is an information technology company with a large office portfolio.

Landlords typically charge escrow amounts monthly for building operating expenses/CAM and common area maintenance. These figures are based on an estimated budget for the property, often provided at the end of a calendar year. They are expected to be “trued up”, or reconciled, the following calendar year.  The problem is that not all landlords provide the backup billing history needed for tenants to accurately reconcile, some landlords provide no reconciliation statement at all.  In many situations the expenses come in under budget and tenants are owed a credit. In our experience roughly 25% of landlords do not reconcile unless proactively requested by the tenant.

Scribcor’s client was facing this exact dilemma, and based on the size of its portfolio, the exposure was significant.

The Solution

Scribcor worked with the client’s database solution to create a ticket tracking system. This system would allow Scribcor to generate a report identifying landlords that had not provided a reconciliation statement by September, for the previous year. Through this process, Scribcor was able to proactively follow up with the landlords that had not reconciled.

The Result

By implementing this ticket tracking system, Scribcor saved this client an average of $737K annually over the past several years through the reconciliation process.   Since the system has been in practice, roughly 20-30% of the annual savings and the recoveries generated by Scribcor are a direct result of diligently following up with the delinquent landlords.