Score CAM files before intake
A lease admin firm needs one clear intake rule.
First, block files that lack key proof. Then score the files that pass. The score sets queue order. It does not prove a CAM error.
This scorecard uses five factors. They are case size, due date, file state, lease work, and the client date. Your firm sets each weight. Keep those weights in writing.
Gate the file first
Do not let a high score hide a bad file. Check six gates before you add points.
| Gate | Pass test | Hold test |
|---|---|---|
| Client go-ahead | A named client says yes | No client owner is named |
| Lease chain | Signed lease and changes are present | A signed change may be missing |
| CAM statement | Period and charge lines are clear | A page or period is not clear |
| Review window | Lease words and date source are saved | The date source is not known |
| Work scope | The firm names the task and limits | The ask may need legal advice |
| Final signer | A senior owner accepts the file | No signer has time for the file |
Ask for one exact item when a gate fails. Name the file and the person who owns it. Set a check date. Keep the case on hold until the gate passes.
MRI lists invoice checks and key date work as lease service tasks. Those tasks support the gates above. MRI does not set a CAM intake score.
The lease abstract may help staff find a term. Use the signed lease as the source. Cite each signed change too.
Score five case facts
Use a scale from zero to two. Zero means low queue need. Two means high queue need. The firm must define what each point means.
| Factor | 0 points | 1 point | 2 points |
|---|---|---|---|
| Case size | Firm marks it low | Firm marks it mid | Firm marks it high |
| Due date | No near client choice | A date needs watch | A set date is near |
| File state | Many gaps remain | One hard gap remains | Core file is ready |
| Lease work | One plain term | More than one term | A senior read is needed |
| Client date | No date is set | A date is planned | A set choice is near |
Do not copy a score weight from this page. A firm may value due dates more than case size. Another firm may guard senior review time. Write the local rule beside the score.
CBRE lists data, reports, costs, and checks. Use those as intake fields. CBRE gives no score weight.
Case size is not a result claim. Use a firm label based on the facts in hand. Do not call the amount saved or won.
The due date also needs a source. Save the signed lease words. Save how and when the statement came in. Send a legal timing issue to counsel.
Route each score
A score should lead to one route. It should not sit in a sheet with no next step.
| Route | Use it when | Next step |
|---|---|---|
| Reject | The ask falls outside firm scope | Name the reason and close intake |
| Hold | A hard gate fails | Ask for the exact missing item |
| Base queue | Gates pass and no date is near | Set maker and check dates |
| Fast queue | Gates pass and a set date is near | Name the signer at once |
| Senior triage | The lease or scope is hard | Senior owner picks the path |
A low score can still need senior triage. A legal question is one case. A weak lease chain is another. Hard gates come before points.
A high score can remain on hold. Size and a near date do not cure a missing lease. This keeps queue rank from turning into false proof.
Use a short route note. Name the route and reason. Add the owner and next check date.
Test two sample files
Sample A has a high firm value label. Its client date is near. Yet one signed lease change is missing. The file stays on hold. Staff ask for that exact change.
Sample B has a mid value label. Its core file is ready. The lease work is plain. Its client date is near. This file can enter the fast queue.
The two files show why gates come first. A large case is not ready by size alone. A smaller case may be ready now.
Do not use fake client facts in staff drills. Mark each sample as a test file. Use made-up names and no real client data.
Run the daily queue check
The intake lead can run this check each day.
- Did a held file pass its gate?
- Did a due date gain new proof?
- Did the client change its choice date?
- Did a senior owner clear a hard term?
- Does the signer still have time?
- Did the firm change a score rule?
Save each change. Staff should see why a file moved. The client lead should see any new ask.
Do not promise a finish date from the score alone. Queue load still matters. Maker time matters. Check time and signer time matter too.
A visible queue can use five states. Use reject, hold, base, fast, and senior. Add one owner and one next date to each open row.
Set the proof bar
Each case needs a source trail before client use.
| Proof item | Maker task | Checker task |
|---|---|---|
| Lease term | Link the signed page | Open and read the page |
| Statement line | Link the billed line | Match period and amount |
| Math | Save each input | Repeat the rule |
| Missing proof | Name the gap | Decide if work must stop |
| Client note | State facts and limits | Cut weak claims |
CoStar links CAM work with dates and lease data. Use that link only for field groups. It gives no proof that a case is ready.
The checker should record pass, return, or hold. A return needs one clear reason. A hold needs one named file or choice.
The signer sees all open limits. The signer then reviews and signs the client file. Keep that gate after software output.
Where CAMAudit fits
CAMAudit runs branded CAM audits for lease admin firms. It starts after the firm accepts a file.
The tool can flag review items. It cites lease and statement lines. Fixed rules run the math. The firm still checks each source and input.
CAMAudit builds a branded report. The lease admin firm reviews and signs it. The firm then sends it to its client.
When needed, it can make a dispute letter draft. It is a draft for your review. It is not legal advice. Ask counsel to check it before you send it.
Use Practice Growth for the full growth plan. The lease admin pillar joins all four guides. The lease resource hub holds the normal topic path.
Plan demand with the season calendar. Set the control gate with the review and sign guide. Frame client use with the branded report map.
Keep the old tools in reach. Use the file request SOP, quality rubric, and signoff sheet. The scope letter helps name firm limits. The source meeting plan helps gather proof.
Set the intake lane with the service line guide.
Keep intake firm-led on the lease admin service page.