Build a client cost plan
An account plan should show more than the next deal.
It should show the client's open site cost questions. Each item needs source proof.
The table below is an original account model. Stop when a number lacks support.
Start with signed terms
Build the plan from signed source files. Do not start with a sales model.
Use the base lease and every signed change. Keep the source page beside each term.
Record these lease facts when they matter:
- Base rent
- CAM share
- Expense cap
- Gross-up term
- Tax term
- Insurance term
- Audit right
- Notice term
- Renewal date
CAM means common area maintenance. A gross-up adjusts some shared costs for use.
Do not treat a lease abstract as final proof. The signed files control.
Use the client file handoff. It creates the source manifest.
Add actual bills
Next, connect each lease term to the later bill.
Link the CAM statement line and page. Add landlord backup when the client has it.
Use one row per cost question. Do not hide two questions in one task.
Modern CRE lists several site cost parts. Its list is one firm's example.
It is not one set model. Each signed lease and actual bill control.
Use one account table
Keep the plan small enough for a client call.
| Field | What to enter |
|---|---|
| Cost item | Lease term or billed line |
| Lease source | File and page |
| Bill source | Statement line and page |
| Open question | One clear gap |
| Owner | Named person |
| Due date | Sourced or internal date |
| Status | Open, held, sent, or closed |
| Next path | Review, landlord, or counsel |
Label internal due dates. Do not present them as lease deadlines.
Use the portfolio CAM queue. It helps choose which sites enter the plan first.
Give each status meaning
Use a short list of status values. Make each one easy to test.
Open
The source exists. The named owner has a next step.
Held
The governing file or date proof is missing. The plan names that gap.
Sent
The question went to a landlord, auditor, or lawyer. The plan names the receiver.
Closed
The team recorded the source-backed reason. Closed does not mean money returned.
Do not close an item because the call ended. Record the actual reason.
Route legal meaning
The broker can track a legal question. The broker should not answer it.
Send the item to counsel when rights need meaning. Keep the exact clause attached.
The NAR Code applies to REALTORS. It calls for care when serving clients.
Log the legal question. Do not answer it.
State law may add other duties. Your firm must check those rules.
The code does not prove this plan grows client work. Track your own firm results.
Walk three fictional sites
This example is fictional. The names and amounts are made up.
| Site | Item | Source | Status | Next path |
|---|---|---|---|---|
| Alder | $8,400 tax line | Statement page 3 | Closed | Source confirmed |
| Birch | $6,200 repair line | Statement page 5 | Open | Ask for backup |
| Cedar | Cap clause meaning | Lease page 22 | Sent | Counsel review |
The table does not claim an error. It only shows work state.
Alder closes with proof
The team ties the tax line to its source. The client asks no other question.
The row closes with that reason. No savings claim appears.
Birch needs backup
The statement lists a repair line. The plan lacks invoices or cost detail.
The broker assigns a landlord request. The reviewing firm waits for support.
Cedar goes to counsel
The signed lease has a cap clause. Its legal effect is unclear.
The broker records the client goal. Counsel receives the exact clause.
No one fills the gap from memory. The row stays sent.
Use the plan on calls
Open the same table before each client call. Lead with changed facts.
Show what closed since the last call. Then show open proof requests.
End with named owners and dates. Do not end with vague follow-up.
Ask these questions:
- Which source changed?
- Which item needs client approval?
- Which file is still missing?
- Which question needs counsel?
- Which row can close now?
The plan can support a CAM renewal brief. Only reviewed facts should move there.
Anchor this plan in the tenant rep growth pillar.
The Practice Growth hub maps plans for other firm types.
Find cost tools in the tenant rep resource hub.
Place this plan on the tenant rep page.
Where CAMAudit fits
A tenant rep owns the client cost plan. The open Birch row can start CAM review.
The reviewing firm sends that row's lease and CAM statement. CAMAudit can flag source-linked items.
The firm reviews and signs the branded CAM audit. The tenant rep updates the row.
A reviewed item may support a dispute letter draft. The draft needs firm review.
It is not legal advice. Have counsel review before sending.
Use the service line guide to define the offer.