Stage 9 of 12. See the full curriculum and choose your starting stage
The decision to make
Keep one approved purchasing register with room, SKU, finish, quantity, quote, approval, order number and expected delivery. Confirm cancellation and return terms before purchase. Record the receiving contact and inspection process before the first shipment arrives. An unattended delivery can create a storage, weather or access problem even when the order itself is correct.
How to carry it out
Inspect against the actual order and preserve claim evidence according to the seller’s procedures. Connect photographs to the shipment and product line. Separate a missing item from a damaged item and assign the next action. For substitutions, compare size, access, care, appearance, timing and the total landed cost. Require an approval before purchase and update every downstream record, including the floor plan and installed inventory.
Worked planning example
Illustrative scenario; not a client case or performance result.
A hypothetical delivery contains four chair cartons, but one has the wrong finish. The receiver photographs the label and chair, records three accepted units and one exception, and follows the seller’s remedy process. The purchasing tracker remains open until the corrected unit is received and inspected.
Decision gate: evidence before moving on
Close an order only after its accepted quantity, credits, replacement items and installation status reconcile. Keep open claims visible to the person deciding room readiness.
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 |
|---|---|---|
| Approved item and quantity | [Record verified facts or mark unresolved] | [Name and date] |
| Order and shipment references | [Record verified facts or mark unresolved] | [Name and date] |
| Receiver and delivery appointment | [Record verified facts or mark unresolved] | [Name and date] |
| Inspection evidence and exceptions | [Record verified facts or mark unresolved] | [Name and date] |
| Claim deadline and case number | [Record verified facts or mark unresolved] | [Name and date] |
| Substitution approval and documents | [Record verified facts or mark unresolved] | [Name and date] |
| Accepted quantity and closure date | [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
- Previous: Resolve lighting and outdoor amenity operations
- Next: Install, test and photograph the real property
Plan your rental with a clear brief
Bring your room measurements, priorities, and project questions to a conversation about your property.
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