Stage 3 of 12. See the full curriculum and choose your starting stage
The decision to make
Separate the budget into design and coordination, products, tax, freight, receiving, storage, assembly, installation, trade work, household essentials and final photography. Record the basis of each number: actual quote, allowance or unresolved estimate. Add a project reserve deliberately rather than hiding it inside every item. The appropriate reserve depends on uncertainty; this guide does not prescribe a universal percentage.
How to carry it out
Build a room-level schedule and reconcile it to the property total. Keep quantity, unit price and total visible. Mark retained items separately so they are not purchased twice. Track deposits, balances, cancellations, credits and refunds alongside approved commitments. A paid deposit does not mean the complete project cost has been spent or that the item has arrived. Review cash timing before authorizing long-lead orders, custom goods or nonreturnable purchases.
Worked planning example
Illustrative scenario; not a client case or performance result.
In an illustrative budget, four dining chairs at $180 each total $720. A $95 delivery charge and $120 assembly charge bring the subtotal to $935 before any applicable tax or other charges. If one chair is canceled, revise the commitment and capacity plan; do not leave the original quantity in the installed inventory. These amounts are hypothetical arithmetic, not market price benchmarks.
Decision gate: evidence before moving on
Approve a purchase batch when the products, logistics, cash timing and reserve draw are visible. Reconcile the actual installed schedule to invoices at handover.
Build the working record
Use one record per property and decision. Replace the prompts with verified information, retain the source documents and mark anything that still requires confirmation. Assign a person and a date to open questions instead of leaving them buried in conversation.
| Field | Your property evidence | Owner / next action |
|---|---|---|
| Room and item identifier | [Record verified facts or mark unresolved] | [Name and date] |
| Quantity and approved unit cost | [Record verified facts or mark unresolved] | [Name and date] |
| Tax, freight and receiving | [Record verified facts or mark unresolved] | [Name and date] |
| Assembly and installation | [Record verified facts or mark unresolved] | [Name and date] |
| Quote versus allowance status | [Record verified facts or mark unresolved] | [Name and date] |
| Committed, paid and outstanding amount | [Record verified facts or mark unresolved] | [Name and date] |
| Reserve decision and approver | [Record verified facts or mark unresolved] | [Name and date] |
Download the blank CSV worksheet
Use the record with your project team
Start with the current approved revision. Send the same document to the owner, designer and local coordinator so each person can see which decisions are settled. Keep quotes and manufacturer information attached to the relevant line. When a decision changes, record what changed, why it changed and which downstream documents must be updated.
At the next review, compare the installed or contracted result with the recorded requirement. Close an item only when the required evidence exists. If the record describes a planned purchase, do not relabel it as installed inventory until receiving and site checks confirm it. If the property is already operating, schedule work around the actual calendar and communicate the affected rooms and amenities to the person responsible for listing accuracy.
Go deeper
Explore the related detailed design library · Use the free host planning tools · Compare design and furnishing providers
Coordinate design records with the tax team
For tax strategy, speak with AE Tax Advisors. For property-component evidence and a study preparation checklist, visit Stratum Cost Segregation’s STR resources. AE considers the broader tax strategy; Stratum focuses on property analysis. These are related business resources recommended by MyBnBDesign. Confirm separate engagement scope and fees. Design selections do not establish tax treatment or a promised deduction.
Continue through the roadmap
Plan your rental with a clear brief
Bring your room measurements, priorities, and project questions to a conversation about your property.
Book a design conversation