Commercial Real Estate Expense Types

Last Updated on January 18, 2024 by Morgan Beard

Commercial real estate (CRE) refers to properties used for business purposes, such as office buildings, retail spaces, industrial facilities, and warehouses. Understanding commercial real estate expense types is crucial for both tenants and property owners as it directly impacts their financial planning and profitability.

Defining Commercial RE Expenses

Having a clear understanding of the different expense types in CRE is essential for several reasons. First, it helps commercial tenants budget and forecast their operating costs accurately. Second, it allows property owners to maintain and improve their properties efficiently. Finally, it enables financial professionals, such as CPAs, to effectively manage lease accounting and accurately calculate financial statements for their clients.

Defining Commercial Lease Types

In understanding commercial real estate expenses, one cannot overlook the significance of different lease types. Some of which outline the tenant’s share of property costs, administrative fees, and overall building expenses. 

Different Lease Types:

Commercial leases come in various structures, each impacting expense responsibilities. The building lease structure, modified gross lease, full-service gross lease, and tenant pro-rata share are essential considerations.

Building Lease Structure:

The structure of commercial leases determines how expenses are allocated between landlord and tenant. It forms a critical aspect of lease negotiations and ongoing expense management.

Modified Gross Lease:

This lease type involves a sharing of expenses between the landlord and tenant. Understanding the specifics of this arrangement is crucial for both parties.

Full-Service Gross Lease:

In a full-service gross lease, certain expenses are included in the lease, offering tenants a comprehensive understanding of their financial obligations.

Common Commercial Real Estate Expense Types

There are several types of expenses associated with commercial real estate. Let’s explore the most common ones:

Operating Expenses

Operating expenses encompass the day-to-day costs of running a commercial property. These expenses typically include utilities, property management fees, insurance costs, maintenance and repairs, and cleaning services. Understanding and monitoring operating expenses is vital for both tenants and property owners to ensure smooth operations and financial stability.

Capital Expenses

Capital expenses, also known as “capital expenditures,” refer to significant investments made in a property to enhance its value or extend its useful life. Such expenses might include major renovations, structural improvements, and the installation of new systems or equipment. Unlike operating expenses, capital expenses are typically incurred infrequently and have a long-term impact on the property’s value.

Property Taxes

Property taxes are levies imposed by local governments on commercial properties based on their assessed value. It is important for tenants and property owners to understand property tax assessments and the factors influencing them. Having a clear understanding of property tax obligations allows for accurate budgeting and financial planning.

Common Area Maintenance (CAM) Expenses

Common Area Maintenance (CAM) expenses are costs associated with the upkeep and maintenance of shared spaces within a commercial property. These expenses are typically divided among the tenants and cover services such as landscaping, cleaning, security, and repairs in common areas like lobbies, hallways, and parking lots. It is essential for tenants to understand their share of CAM expenses and the strategies for managing them effectively.

Operating Expenses in Detail

Let’s dive deeper into the various components of operating expenses in commercial real estate:

Property Management Fees

Property management fees are charges paid to professional property management companies for their services. These fees cover tasks such as property maintenance, tenant relations, lease administration, rent collection, and financial reporting. For tenants, understanding the breakdown of property management fees helps evaluate the value they receive from property management services.

Insurance Costs

Insurance costs in commercial real estate protect both tenants and property owners against potential risks and damages. These costs include property insurance, liability insurance, and sometimes additional coverage for specific risks like floods or earthquakes. Understanding insurance policies and their associated costs is crucial for tenants and property owners to ensure they have adequate coverage and are prepared for unexpected events.

Utilities

Utilities are essential services needed for the operation of a commercial property. These include electricity, water, gas, internet, and other necessary services. Understanding utility expenses helps tenants plan their energy consumption and evaluate the efficiency of the building’s infrastructure. Property owners need to track and manage utility costs to enhance energy efficiency and reduce operational expenses.

Capital Expenses Explained

Capital expenses in CRE involve significant investments that can impact the long-term value and functionality of a property. Let’s explore two common types of capital expenses:

Major Renovations

Major renovations involve significant changes made to a commercial property to enhance its aesthetics, functionality, or market appeal. These capital improvement renovations can include upgrading interior finishes, replacing or upgrading building systems (such as HVAC or electrical), and improving accessibility. Major renovations aim to attract tenants, improve the property’s value, and extend its useful life.

Structural Improvements

Structural improvements refer to modifications made to the building’s core structure, such as foundation repairs, roof replacements, or adding additional floors. These improvements are crucial for maintaining the integrity of the property and ensuring a safe and functional environment for occupants. Structural improvements often require substantial capital investment from both the building owner and the tenant but can significantly increase the property’s value and lifespan.

Tenant Improvement Allowance

A tenant Improvement Allowance is a financial provision in a lease agreement where the landlord allocates funds to the tenant for customizing or improving the leased space. This allowance acknowledges that not all spaces meet the specific needs of tenants, and customization may be necessary. TIA is typically negotiated during lease discussions, and its amount is influenced by factors such as lease term, rental rates, and the extent of improvements required.

Property Taxes Demystified

Understanding property taxes is crucial for both tenants and property owners. Let’s explore the key aspects of property taxes in commercial real estate:

Understanding Property Tax Assessments

Property tax assessments involve the valuation of a commercial property for tax purposes. Local government authorities assess the value of the property and calculate property taxes based on that assessment. It is essential for tenants and property owners to understand the assessment process to ensure accurate tax calculations and avoid potential discrepancies.

Factors Influencing Property Taxes

Several factors can influence the amount of property taxes a commercial property owner or tenant is liable to pay. These factors include the property’s location, size, use, recent sales of comparable properties, and local tax rates. By understanding these factors, tenants and property owners can make informed decisions regarding lease negotiations, property acquisitions, and tax planning strategies.

The Role of Common Area Maintenance (CAM) Expenses

Common Area Maintenance (CAM) expenses play a significant role in commercial real estate, particularly in multi-tenant properties. Let’s explore this topic in more detail:

Definition and Purpose

Common Area Maintenance (CAM) expenses are charges paid by tenants for the maintenance and operation of shared areas within a commercial property. The purpose of CAM expenses is to ensure the cleanliness, safety, and functionality of common areas such as lobbies, hallways, elevators, parking lots, and landscaped areas. These expenses are typically divided among the tenants based on their proportional share of the property’s leasable square footage.

Strategies for Managing CRE Expenses

For tenants, managing  expenses involves understanding the provisions and calculations outlined in their lease agreements. It is essential to review lease terms related to CAM expenses, variable costs, maintenance costs, insurance, etc. and negotiate favorable terms. It’s important to monitor and validate the charges billed by the landlord or property manager. For tenants effective expense management involves accurately tracking operating expenses, understanding fixed costs, base rent vs. additional rent as well as your costs per total rentable square footage.  Where possible, implementing cost-saving strategies without compromising the quality of common area amenities.

The Real Estate CPA

Certified Public Accountants specializing in real estate play a vital role in navigating the complexities of lease accounting, expenses, and financial statements. Their expertise ensures accuracy and compliance in the financial aspects of commercial real estate.

Lease Audit Processes

Tenants may initiate a lease audit to verify that expenses charged by the landlord align with the terms stipulated in the lease agreement. This involves a meticulous review of all financial transactions, ensuring variable expenses within a reasonable amount. An annual lease audit is vital for stakeholders seeking to validate expenses, identify discrepancies, and maintain a robust financial foundation and understanding of cash flow,

In conclusion, understanding the various expense types in commercial real estate is essential for tenants, property owners, and professionals involved in lease management and accounting. By gaining a comprehensive understanding of these expenses, stakeholders can make informed decisions, accurately forecast costs, and ensure the efficient and profitable operation of commercial properties.