Build a CAM exception queue
Build one queue with clear states and owners.
Do not make a new shared inbox. Email hides age and proof gaps.
Track each item by source key. Then route file failures before review.
JLL's CRE tech guide calls scale complex. It gives tips for a sound setup at scale.
This guide proposes the queue below. It names owners and tracks use.
Use one record per item
Each queue row should name one lease year.
Use a stable property, tenant, lease, and statement key. Keep the source record key too.
OSCRE publishes common real estate models. Those models help teams name shared keys.
Do not merge two years into one row. Do not use a client name alone.
Start with these fields:
item_key,property_key,tenant_key,lease_key,statement_year
source_record_key,state,owner,target_date,evidence_key,decision
The target date tracks work. It makes no speed promise.
Give the queue clear states
Use states that show the next action.
| State | Meaning | Next owner |
|---|---|---|
| Intake | Packet arrived | Data owner |
| File gap | A needed file is absent | Client owner |
| Key conflict | Source keys do not match | System owner |
| Ready | Files and keys passed | CAM reviewer |
| Review item | A check needs judgment | Firm reviewer |
| Approved | Firm accepts next step | Client owner |
| Closed | Final support is stored | Record owner |
Do not call a new item "in progress." That state hides the real block.
Use the smallest true state. Then name the next owner.
Store source confidence
Confidence should describe the source match. It should not score the outcome.
Use three source states:
- Checked: file and key agree
- Conflict: two records disagree
- Missing: required proof is absent
Yardi Smart Lease calls for user review and approval. Use the same care after an export.
Do not turn source confidence into finding confidence. Those are different checks.
Route failed documents first
Failed files should not enter the review lane.
Test for file type, readable pages, and the right lease year. Then test the record keys.
Use one failed path for each cause:
| Failure | State | Owner action |
|---|---|---|
| Lease absent | File gap | Supply signed lease |
| CAM bill absent | File gap | Supply landlord bill |
| Pages unreadable | File gap | Replace file |
| Lease key differs | Key conflict | Fix source map |
| Wrong year | Key conflict | Match the year |
Keep the failed file. Store its name and received date.
Do not guess a missing field. Return it to the source owner.
Separate machine and human work
The queue may route work. It cannot make firm choices.
Machines may check keys and file presence. They may assign a known owner.
A person should review source meaning. A named firm reviewer approves findings.
The client controller owns any final accounting entry. Counsel owns legal meaning.
MRI ProLease includes lease work steps. Verify the client's own modules before mapping them.
This queue assumes no native CAMAudit link.
Preserve the audit trail
Each state move needs a small record.
Keep these facts:
- Prior state
- New state
- Change time
- Person or rule
- Source file
- Note or reason
Do not overwrite the last reason. Append a new event.
The evidence key should lead to checked source lines.
That trail helps the firm replay a choice. It does not prove an outcome.
Track queue health
Measure the queue without a speed promise.
Count items by state. Track age inside each state.
Also count returns from firm review. A high return count may show weak intake.
Useful views include:
- Items ready for review
- Items blocked by files
- Items blocked by keys
- Items waiting for firm choice
- Items closed with final support
Do not blend all open items. A file gap needs different work.
Set a target date with the client. Report misses as facts.
Replay one failed packet
This packet replay is fictional. All names are made up.
Assume Park Lane Tech runs a rollout for Bright Foods. One packet lacks amendment two.
| Event | State | Owner | Proof |
|---|---|---|---|
| Packet arrives | Intake | Data owner | File list |
| Gap found | File gap | Client owner | Missing file name |
| File added | Intake | Data owner | New file record |
| Keys pass | Ready | CAM reviewer | Key check |
| Item found | Review item | Firm reviewer | Source lines |
The item does not skip the file gap. It keeps the full event trail.
The example assumes no result. It tests route quality only.
Add this lane to a rollout
Put the queue beside the main lease tech plan.
Name its owner during design. Do not wait for the first failed packet.
The tech consultant hub holds more rollout guides. The Practice Growth hub maps other firm offers.
Set system bounds with the handoff map. The PropTech firm pillar ties the four records together.
For export keys, use the Yardi and MRI guide. The ROI ladder keeps use apart from outcomes.
Where CAMAudit fits
Proptech consultants can place this review in the ready queue.
Keep CAMAudit behind the Ready state. Your firm's queue remains the main record.
A ready packet sends its lease and CAM files into fixed math checks. CAMAudit flags cited items.
Each item returns to its evidence key. The named reviewer then resolves the Review item state.
Only an approved row can enter the branded CAM audit. Your firm reviews and signs that audit. Your firm then sends it.
Some approved rows need a dispute letter draft. CAMAudit can prepare one for firm review.
This draft is not legal advice. Have counsel review before sending.
Assign queue duties in the service line guide.
Ready to add this work to your firm? Get started.