Extract data from CAM reconciliation statements

A CAM reconciliation is the annual true-up statement a commercial landlord sends a tenant to settle the difference between the estimated common area maintenance charges the tenant paid through the year and the tenant's actual share of what the property spent. Under a net lease the tenant pays a monthly CAM estimate; after the calendar year closes, the landlord totals the actual operating expenses, applies the tenant's pro-rata share, and issues a statement showing whether the tenant overpaid, and is owed a credit, or underpaid, and owes the balance. Lease administrators and asset managers audit these statements closely, because the operating-expense pass-through is where landlord and tenant disputes tend to start. Arithmetic is the whole document, and it has to tie out. Its tenant's pro-rata share is usually the ratio of leased area to the building's rentable area, and it applies to a total of actual expenses broken down by category: utilities, security, landscaping, insurance, and repairs. That share of each category must sum to the tenant responsibility, and that figure minus what the tenant already paid in estimates gives the surplus or deficit. Every reconciliation runs against the lease terms, the base rent, and any expense caps or exclusions the lease allows, so the abstracted lease governs what belongs in the pool in the first place. Talonic reads the reconciliation statement into structured totals and an expense breakdown. A statement for the 2025-01-01 to 2025-12-31 period at Gateway Commerce Center, for tenant Brightline Analytics LLC in Suite 300, applies an 8.5 percent share, 12,750 of 150,000 rentable square feet, to 480,000.00 USD of actual expenses, giving a tenant responsibility of 40,800.00 USD against 38,400.00 USD of estimates paid, for a 2,400.00 USD balance due from the tenant, with each expense category and its tenant share returned as its own row. Captured and reconciled, the figures carry no judgment about whether a charge is properly billable under the lease.

What gets extracted from CAM reconciliation statements

How extraction works for CAM reconciliation statements

CAM reconciliation statements come from property-management systems and asset managers in landlord-specific layouts, so the expense breakdown and the true-up summary sit in different places from one property to the next. Talonic classifies the statement and maps it to the real-estate lease field set in the Field Registry, which separates the property, tenant, and landlord identifiers from the reconciliation totals and keeps the expense breakdown and the reconciliation summary in their own tables. Each tenant's pro-rata share is read from the leased and rentable area, and the arithmetic is checked to tie out: the tenant's share of each expense category sums to the tenant responsibility, and that figure minus the estimates paid gives the surplus or deficit, so the 480,000.00 USD of actual expenses at an 8.5 percent share is verified to yield the 40,800.00 USD responsibility and the 2,400.00 USD balance. Per-value confidence and pixel-region provenance under DIN SPEC 91491 conformity let a lease administrator verify a category or the true-up against the source statement. Read as written, the statement yields its totals, and no judgment is made about whether a charge is properly billable under the lease.

Sample extraction

An annual CAM reconciliation with a balance due from the tenant

{
  "document_number": "CAM-2025-0300",
  "document_date": "2026-03-15",
  "reconciliation_period_start_date": "2025-01-01",
  "reconciliation_period_end_date": "2025-12-31",
  "property_name": "Gateway Commerce Center",
  "property_address": "4100 Enterprise Dr, Naperville, IL 60563",
  "tenant_name": "Brightline Analytics LLC",
  "tenant_unit": "Suite 300",
  "landlord_name": "Meridian Property Holdings LLC",
  "cam_estimate_paid": 38400,
  "cam_actual_expenses": 480000,
  "tenant_share_percentage": 8.5,
  "tenant_responsibility_amount": 40800,
  "surplus_or_deficit": -2400,
  "currency": "USD",
  "total_amount": 480000,
  "governing_law": "State of Illinois",
  "lease_commencement_date": "2022-03-01",
  "lease_expiration_date": "2027-02-28",
  "base_rent": 32,
  "operating_expenses": 40800,
  "rentable_area": 12750,
  "notes": "Tenant pro-rata share is 12,750 of 150,000 rentable square feet; balance due within 30 days of statement date",
  "expense_breakdown": [
    {
      "expense_category": "Utilities",
      "expense_amount": 180000,
      "tenant_share_amount": 15300
    },
    {
      "expense_category": "Security",
      "expense_amount": 90000,
      "tenant_share_amount": 7650
    },
    {
      "expense_category": "Repairs and maintenance",
      "expense_amount": 80000,
      "tenant_share_amount": 6800
    },
    {
      "expense_category": "Insurance",
      "expense_amount": 70000,
      "tenant_share_amount": 5950
    },
    {
      "expense_category": "Landscaping",
      "expense_amount": 60000,
      "tenant_share_amount": 5100
    }
  ],
  "reconciliation_summary": [
    {
      "line_item_description": "CAM estimate paid by tenant",
      "amount": 38400,
      "period": "2025"
    },
    {
      "line_item_description": "Tenant share of actual expenses (8.5%)",
      "amount": 40800,
      "period": "2025"
    },
    {
      "line_item_description": "Balance due from tenant",
      "amount": 2400,
      "period": "2025"
    }
  ]
}

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