Property and period
Correct property, legal entity, fiscal period, accruals, prepayments, refunds, rebates and prior-year adjustments.
Commercial Lease Administration Tool
Operating cost
reconciliation workpaper.
Rebuild the stated bridge from property actuals and exclusions to the tenant allocation, estimates paid and resulting balance—without uploading a lease or statement.
Reviewed August 26, 2026 by Commercially Research & Editorial, with commercial review by Slav Loban. This workpaper does not interpret a lease, determine recoverability, perform an audit, calculate GST or preserve a notice or dispute deadline.
Reproducible reconciliation
Source.
Rule.
Calculation.
Source: Reconcile the property ledger to tax notices, insurance, invoices, contracts, utilities, credits and the correct accounting period.
Rule: Cite the executed lease and amendments for inclusions, exclusions, share, denominator, gross-up, caps, stops, management, capital and review rights.
Calculation: Preserve the unadjusted actual, each adjustment, the tenant allocation, estimates billed and final credit or amount due as separate steps.
Resolution: Record questions, responses, corrections, invoices, delivery and the applicable contractual timeline. Legal, accounting and tax advisors control their conclusions.
Before accepting the balance
Four exception
tests.
A variance is a review signal, not proof of error. Connect every question to the statement, source record and lease clause.
Category and exclusion
Recoverable, excluded, capital, tenant-specific, disputed and pending accounts mapped to the actual lease language.
Area and allocation
Premises area, denominator, effective dates, direct charges, gross-up, caps, stops and different rules by category.
Billing and tax
Estimates, payments, credits, prior balances, invoice support, GST treatment, delivery and question or dispute deadlines.
Operating cost questions
The lease defines
the recovery.
What is an operating-cost reconciliation?
It is the lease-defined bridge from property expenses and permitted adjustments to the tenant allocation, estimates already billed and the resulting amount due or credit for a stated period.
Does every operating expense belong in additional rent?
No. Recoverability depends on the executed lease, amendments, source records and applicable professional conclusions. An accounting category or landlord payment does not decide the tenant obligation.
Can one proportionate share be used for every category?
Not necessarily. A lease may use different areas, direct allocation, expense stops, caps, gross-up or category-specific rules. Consolidate only after those differences have been calculated and documented.
Does the workpaper calculate GST?
No. CRA explains that basic rent and many additional-rent amounts for taxable commercial leases can be subject to GST/HST, while the result depends on the supply and facts. Use the actual invoice and tax advice.
Primary references and next work
Verify before
allocating.
CRA: Commercial real property—sales and rentals ↗CRA: Charge and collect GST/HST ↗Alberta: Municipal property assessment ↗BOMA: Building measurement standards ↗RECA: Real Estate Act Rules ↗Read the operating-cost reconciliation guide →Review a tenant operating-cost statement →Map additional rent and recoverable costs →Review operating-cost audit rights →Build an operating-cost dispute record →Review capital and repair cost recovery →Compare first-year occupancy cost →Submit a tenant or renewal requirement →Discuss a landlord leasing mandate →
Private by design.
Lease, property and financial inputs remain in your browser and are not submitted to Commercially. Only a form you intentionally submit creates an inquiry.