This will usually be an excel sheet, or maybe something fancier, that will outline, item by item, everything that needs to be done, parsing out every item, labor, materials, etc. 

More inventory= better chance of a buyer getting a blood-sucking lowball offer accepted, being able to include contingencies in the offer, negotiating inspection items, asking for seller concessions like a 3-2-1 rate buy-down etc.

For example, maybe I let 10 people try a new menu item.

And then an actual message comes through. 2 weeks after check out they wanted to let us know about some spider webs, a microwave built-in that was too high (based on preference), a power strip with loose wire connection and several other items that they never let us know about during their stay.

I don't expect people in the forum to be Paraguay experts, so I mostly seek feedback on the U.S. items.

Etc....everything should be very detailed/itemized and hyper documented.

And by purchasing new you'll be basically eliminating capital expense items for years.

The HOA funds are limited and if something happens, there will likely be a special assessment; roof and/or exterior paint are the big ticket items that are near end of life according to building assessment. 

She just did such a terrible job at managing this, I am having to micro analyze every line item.

Up until recently I had been doing my own book keeping for both which was a terrible idea haha; I have gotten extensions on my taxes for the past 5 years because i manually itemized all expenses I did not keep up with throughout the year on EXCEL.