Expense Stop Reconciliation Calculator

At year-end, landlords reconcile actual opex against the monthly estimates billed to tenants. If actuals exceeded estimates, the tenant owes more; if lower, the landlord refunds. This calculator runs the reconciliation including pro-rata share, admin fee, and the final true-up amount.

Actual opex (year)

Expense stop (total $)

Tenant pro-rata %

Estimated billed during year

Admin fee %

Tenant total owed for year

$34,500

True-up amount (positive = tenant owes more)

$9,500

Total expenses over stop

$120,000

Tenant share of over-stop

$30,000

Admin fee

$4,500

How the math works

Year-end expense stop reconciliation reconciles monthly estimates against actual spend. If actuals exceed estimates, the tenant owes the difference; if lower, the landlord refunds. Most leases require reconciliation within 90-120 days of year-end.

Always check the tenant's audit rights before signing off on reconciliations — most leases allow a 90-180 day audit window, and errors in recoverable expense classification are common.

How to Use

Enter actual opex for the year and the expense stop.
Enter tenant pro-rata percentage.
Enter estimated amounts billed during the year.
Enter admin fee percent.
Read tenant total owed and the true-up vs billed estimate.

Frequently Asked Questions

When is reconciliation sent?

Most leases require within 90-120 days of year-end. If the landlord misses that window, some leases allow tenants to dispute or receive a full credit — check the reconciliation clause.