Annual Full Audit
Once a year, room-by-room: every piece of furniture, every appliance, every kitchen item, every linen set. Counted, photographed, condition-graded. You receive a complete asset register PDF with comparable to prior years.
Villa Inventory Management in Koh Samui
Annual audit from ฿4,500 per villa, monthly mini-checks included in management plans — part of our property management Koh Samui service.
What's Included?
A clear scope of what every villa on this service receives, with no hidden carve-outs.
Monthly Spot Checks
Between annual audits, our housekeeping team flags missing or damaged items at every turnover. Logged in your villa file, summarised on your monthly statement. Nothing waits a year to be discovered.
Photographic Asset Register
Each item logged with a photo, location, condition grade, year acquired, and replacement cost. Useful for insurance, owner sale, and accurate damage-deposit claims against guests.
Replacement Scheduling
Based on observed wear, we propose replacement schedules: cushions every 18–24 months, mattresses every 5–7 years, outdoor furniture every 3–5 years on Samui. Plan and budget instead of being surprised.
Damage & Loss Reporting
Every damage or loss event is logged with date, guest booking, item, photos, and cost. Forms the basis for any damage-deposit claim. Monthly summary so trends can be spotted (one guest, repeated losses).
Pre-Sale & Insurance Reports
Selling your villa? We prepare a clean asset list for the buyer. Insurance claim? We pull the relevant historic photos and condition reports. Auditable, exportable, useful when it matters.
Why Inventory Management Matters More Than Owners Think
Most villa owners don't know what's actually in their villa. They have a 5-year-old furniture list, no photos, and no idea which items are still there.
After 2–3 years of guest stays, villa inventory drifts. Cushions get stained and quietly replaced by housekeepers. Beach towels go home in guest beach bags. Kitchen knives chip and disappear. Smaller appliances (toasters, kettles, hair dryers) get burned out and replaced with cheaper models. Without an active register, owners can't reconcile any of it. After 5 years the gap between the owner's mental image of the villa and the reality on the floor is significant.
Damage-deposit claims fall apart without inventory records. When a guest leaves a stained sofa or broken vase, the question "was that already there?" is the difference between recovering 15,000 baht and refunding the deposit. Photo evidence dated before the stay is the gold standard — and the only way to have it is to maintain a current asset register.
Insurance claims for theft, storm damage or fire require the same evidence. After a major storm hits a Samui villa, the loss adjuster wants a list of items with values — ideally with photos and acquisition dates. Owners who built this record before the event get paid out. Owners who didn't argue with the insurer for months and usually settle for 30–50% of actual loss.
Replacement budgeting is impossible without a register. Owners are constantly surprised by big replacement years: "this year I had to redo all the mattresses, repaint, and replace every cushion". With an asset register, those years are predicted 18–24 months out and the budget is built into the operating plan. No more nasty surprises in the May low season.
For owners thinking about selling, a clean inventory is a real value driver. Buyers want to know exactly what is included in the sale. "Fully furnished" is too vague. A photographic inventory list with current condition grades shortens due-diligence and tends to make the price stick. We've helped owners close sales 2–3 weeks faster because the inventory was ready to hand over.
How We Work
A clear, repeatable process — so you and your guests always know what's happening.
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01
Initial Inventory Build
First-time onboarding: one full day on-site with our team, room by room, every item photographed, counted, location-tagged, condition-graded. You receive a complete PDF and a sortable spreadsheet within 7 days.
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02
Ongoing Spot Checks
Every turnover, housekeeping logs anything missing, damaged or replaced. Built into the existing housekeeping checklist, no extra trip required, no extra fee.
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03
Quarterly Reconciliation
Once a quarter we reconcile inventory changes against guest damage logs, planned replacements, and disposal records. Anything unaccounted for is investigated.
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04
Annual Refresh Audit
Once a year, full re-audit. Updated photos, updated condition grades, updated replacement values. Sent to you as a fresh PDF and stored historically so year-over-year comparisons are available.
Pricing
Real prices, no surprises. Bundled into our full management plan, or available stand-alone.
First-Time Build
From ฿8,000
Full initial inventory: room-by-room photo-and-count, condition grading, replacement values. PDF + spreadsheet delivered. One-time fee per villa.
Annual Audit
From ฿4,500/year
Yearly refresh audit comparing to prior baseline. Quarterly reconciliation included. Suitable for villas not on full management.
Included in Management
Bundled
Full management clients get inventory tracking included: monthly spot checks via housekeeping, annual refresh audit, damage logs feeding into deposit claims.
Prices quoted in Thai Baht (THB). Custom scopes quoted after a free site visit. No call-out fees.
Frequently Asked Questions
Do you really photograph every item?
Major items, yes — every piece of furniture, every appliance, every artwork. Smaller items (kitchen utensils, linen pieces) are counted and grouped, not photographed individually. The right level of detail depends on the value at stake.
What format do I receive the inventory in?
A polished PDF with photos and notes, plus a sortable Excel/Google Sheet with item, location, condition, acquired year, replacement value. Both delivered to you and stored in your owner portal.
Can this be used for insurance claims?
Yes. Insurers consistently accept dated, photographic inventory records as evidence in claims. We format the inventory specifically with insurance use cases in mind — acquisition cost, replacement cost, current condition all included.
What about consumables like kitchen knives or wine glasses?
Tracked in groups with count and grade, not individually. We re-count quarterly and replenish as needed (a missing or chipped glass triggers a replacement, billed on your statement, sourced from your standard supplier).
Do you tag items with serial numbers?
On request for high-value items — TVs, appliances, art, valuable furniture. Serial numbers and any maker's plates are photographed and indexed. Useful for warranty claims and theft recovery.
Will guests know there's an inventory list?
No. Guests see a clean villa, nothing more. The inventory work happens between bookings or during owner-only periods. We don't put tags on items or otherwise make it visible.
This service is part of our full property management Koh Samui offering. Owners commonly bundle it with our housekeeping Koh Samui, garden maintenance and pool service for a single coordinated team across the property.
Ready to Get Started?
Get a fixed quote for your Koh Samui villa. No obligation, no sales pressure — just real numbers.