How are estimates and shared costs agreed?

Break the estimate into understandable items

For missing furniture, initial cleaning or a repair, identify the property, item, quantity and purpose. A single “preparation package” amount can hide what is included. Check whether purchase, delivery, installation and disposal are included or quoted separately.

Separate the standard responsibility from exceptions

Start an estimate by identifying furniture already covered by the selected plan. Owner-provided furniture uses 85% owner / 15% LIVIA; LIVIA fully funding mutually agreed furniture uses 70% / 30%, not a recoverable furniture advance to the owner. The percentages apply to collected sublease rent including additional-occupant rent, excluding other guest charges and deposits. Discuss responsibility separately for costs outside the plan.

Reading a new plan description does not replace an earlier purchase agreement or expense approval. Signed terms and issued statements remain intact. A new estimate should identify the items, amount and decisions required instead of extending an old consent without agreement.

State the scope of any shared-cost agreement

If a special 50–50 split is agreed, identify exactly which item and amount it applies to. That does not make every cost in the same conversation shared automatically. Clarify tax inclusion, estimated versus actual amounts and how any additional work will be treated. Before agreeing, list each party’s share in yen as well as the percentage to make differences in the underlying total easier to spot.

A shared-cost discussion must not include the agreed furniture purchase cost already fully funded by LIVIA. That cost is neither separately billed nor deducted from owner proceeds; LIVIA owns the furniture and retrieves it at contract end. Put any building repairs or equipment outside the plan on separate lines so covered furniture costs are not passed back through a shared estimate.

Sharing a plan is different from approving it

Displaying a plan or estimate in the owner portal does not itself establish consent to a purchase or deduction. Distinguish questions awaiting an answer from confirmed items, and record the agreement. If the item or amount changes, check again rather than stretching the original approval.

Agree how an advance will be settled

When LIVIA pays first, the party advancing the money and the party responsible for the cost can differ. Confirm whether an agreed owner expense will be deducted from future payments or settled separately. Link actual amounts to purchase records, photographs and receipts or other evidence, avoiding duplicate entries.

Keep work progress and expense confirmation distinct

Cost discussions can continue without stopping unrelated work. An unagreed expense must not be treated as an approved deduction, however. After the work, compare the actual scope and amount, then check their reflection in the month-end statement or separate settlement.