Control leased hotel CAM work
Build one queue for eligible leased hotel sites.
Start by excluding owned properties and HMA fee issues. Then track one site and statement year per row.
The queue should show files, dates, owners, and status. It should not blend different leases into one total.
A hotel contract guide splits leases, HMAs, and brand deals. Only the tenant lease branch enters this CAM queue.
Set the row key
Use this row key:
Tenant entity + site + lease + statement year + charge lane
The key matters because hotel groups mix structures. A group may own one hotel and lease another.
It may also lease a restaurant, spa, or shop. Each lease can have different terms and dates.
National Lease Advisors recommends separate site reviews. Its portfolio guide also calls for central intake.
Use that as process guidance. The signed lease still controls each site.
Add the core fields
Give every row enough detail for a decision.
| Field | What it holds |
|---|---|
| Tenant entity | Legal name on the lease |
| Site | Address or site code |
| Property type | Hotel, shop, spa, or restaurant |
| Contract form | Lease, HMA, owned, or ground lease |
| Landlord | Name on the statement |
| Statement year | Cost period under review |
| Statement date | Date shown on the statement |
| Delivery proof | Email or other receipt |
| Audit text | Exact lease words |
| Possible review date | Sourced date needing review |
| File state | Complete or named gap |
| Charge lane | CAM, rent, tax, insurance, or other |
| Review owner | Named firm reviewer |
| Counsel flag | Yes, no, or open |
| Work state | Current queue status |
| Next action | One named decision |
Do not label a possible deadline as final. Ask counsel when notice rights are unclear.
Ensemble describes lease based review topics. They include annual statements, audit terms, gross up, and caps.
Those fields are not the same for all leases.
Use six work states
Each row needs one clear state.
| State | Test | Next action |
|---|---|---|
| Structure check | Contract form is not confirmed | Map the contracts |
| Out of scope | No tenant lease CAM issue exists | Route or close the row |
| Missing files | A core source is absent | Request that source |
| Date review | Notice timing needs review | Send terms to counsel |
| Firm review | Sources are ready | Assign the reviewer |
| Closed | A sourced close reason exists | Keep the record |
Closed does not mean the client got money. It only means the row has a close reason.
Do not move a row from intake to firm review. Check the structure and sources first.
Rank work without guessing
Use evidence to set the queue order.
Open rows with these traits first:
- The file confirms the tenant lease.
- The statement date is known.
- Delivery proof is present.
- Core lease files are complete.
- A named reviewer is ready.
Do not invent a deadline from the statement date. The lease language and delivery facts matter.
When dates conflict, use Date review.
Attach the source text for counsel.
Do not rank owned hotels as CAM work. Route them outside this queue.
Keep charge lanes apart
One site may have several cost lanes.
| Charge | Queue treatment |
|---|---|
| Ground rent | Separate ground lease row |
| Percentage rent | Separate rent row |
| CAM costs | CAM review row |
| Property tax | Separate tax row |
| Insurance | Separate insurance row |
| HMA fee | Out of CAM scope |
| Franchise fee | Out of CAM scope |
A separate rent row keeps rent visible. HMA fees stay outside landlord review.
Walk one sample queue
This example is fictional. The names and facts are made up.
| Site | Charge lane | Structure | File state | Work state | Next action |
|---|---|---|---|---|---|
| Bay Hotel | CAM | Tenant lease | Complete | Firm review | Assign CAM reviewer |
| Bay Hotel | Tax | Tenant lease | Tax support missing | Missing files | Request tax support |
| Bay Hotel | Insurance | Tenant lease | Complete | Firm review | Assign insurance reviewer |
| Cove Hotel | Owned costs | Owned | Complete | Out of scope | Route owned costs |
| Dock Spa | CAM | Tenant lease | Lease missing | Missing files | Request lease |
| Pier Hotel | HMA fee | HMA only | Complete | Out of scope | Route HMA fee |
| Wharf Shop | CAM | Tenant lease | Date unclear | Date review | Ask counsel |
Bay Hotel has three charge rows. CAM, tax, and insurance stay apart.
Enter each cost on one row only. This rule stops double counts.
The CAM and insurance rows enter firm review. The tax row waits for its support.
Cove Hotel does not enter CAM review. Owned property costs need another service.
Dock Spa waits for its signed lease. The team does not start charge testing.
Pier Hotel has an HMA fee question. That issue goes to the HMA reviewer.
Wharf Shop has an unclear notice term. Counsel gets the clause and delivery proof.
Copy the blank queue
Use this row for each site and year.
| Field | Entry |
|---|---|
| Tenant entity | |
| Site | |
| Contract form | |
| Statement year | |
| Statement date | |
| Delivery proof | |
| Audit text | |
| File gap | |
| Charge lane | |
| Review owner | |
| Counsel flag | |
| Work state | |
| Next action |
Name one owner for every open action. Do not use a shared team name.
Start each row with the leased property guide. Ground rent rows move to the ground lease guide. An HMA fee leaves the queue for the HMA guide.
Set queue roles with the hotel advisor pillar.
A row with no owner needs a new one. Check the specialty advisor hub for that role. Choose that firm in the Practice Growth hub.
Where CAMAudit fits
Your firm chooses each eligible queue row. CAMAudit does not analyze owned property costs.
Hotel advisors use that queue for leased sites only.
CAMAudit reads chosen lease and CAM files. It may identify items and cite source lines.
It can build a branded CAM audit. Your firm reviews and signs the work.
CAMAudit may prepare a dispute letter draft. Your firm reviews that draft before use.
It is not legal advice. Have counsel review before sending.
Use the service line guide to set the process.