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Recurring costs are the scheduled payment records that form the backbone of lease financials. They drive rent generation, integrations, accounting schedules, and reconciliations.

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What is a recurring cost?

A recurring cost record defines:
  • Payment type (Base Rent, CAM, RE Taxes, etc.)
  • Frequency (Monthly, Quarterly, etc.)
  • Effective dates — the period during which this amount applies
  • Period amount — the payment amount per frequency period
  • Vendor — the payee
  • Tax rate, prorate method, adjustment method, and other attributes
Recurring costs are found in Lease Details → Recurring Costs.

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Key fields

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Allocations

Allocations split a single recurring cost across multiple payees or internal cost centers.
  • Vendor allocations — split payment to multiple vendors by percentage
  • Internal (segment) allocations — split by cost center or accounting segment
To set up allocations, select the recurring cost and click the Allocations tab. Add rows with the percentage and vendor or segment fields. The percentage column shows a running total — ensure it reaches 100%. Default allocations: If the same split applies to all costs on a lease, check Default Allocation and use Apply Default to All to push it to every recurring cost. Use Set as New Default Allocation when the default needs to change going forward.

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Updating a recurring cost

Use the Update function (not manual editing) when the payment amount changes:
  1. Select the recurring cost and click Update.
  2. Enter the Change Effective Date and the new period amount.
  3. If the change is retroactive, the system calculates a catch-up payment automatically.
  4. Review the details and click Update.
The system ends the old cost record and creates a new one at the new amount. A catch-up recurring cost record is also created if applicable (placed on hold to prevent double processing).

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Offsets and credits

Offsets automatically deduct from rent and generate negative payments or billings. Two types:
  • Fixed offset — a total credit that depletes over time as it is applied to payments
  • Date range (scheduled) offset — a temporary rent reduction for a defined period
To create an offset, go to Lease Financials → Offsets/Credits and click New. Set the type, vendor, amount, payment type to assign, and status. Offsets are applied during the Generate Rent Roll process when Apply Offsets is checked.
Only active offsets with a remaining balance (fixed) or a date range covering the generation month (scheduled) are applied during rent generation.