Extended Stay is an asset and operational investment management discipline for HORECA groups that enables controlling approvals, equipment lifecycle, and non-food procurement. Monday at 9:00 AM at a 200-unit apartment complex on the coast. The maintenance manager opens the weekend report: burnt microwave in apartment 47, dishwasher that won't drain in 112, cracked cooktop in 83, leaking coffee maker in 156. Four incidents, four units with guests who have been staying for weeks and expect immediate resolution. He opens his spreadsheet to check warranties. He can't find the data for 47 or 83. He calls the supplier, who asks for the serial number. He doesn't have it. He requests authorization from the director to buy four new appliances. The director asks if replacement parts weren't purchased two months ago. Nobody can confirm with certainty. Half a day lost on a task that, with traceability, would be resolved in minutes.
Extended stay: the hotel where CAPEX is the new F&B
Tourist apartments and extended-stay hotels have a radically different operational profile from any other hotel establishment. The F&B offering is minimal or completely nonexistent: the guest cooks in their own unit. But that absence of a restaurant doesn't simplify operations. It complicates them in a completely different dimension: each apartment contains a complete kitchen and household equipment set that needs traceability, maintenance, repair, and continuous replacement.
A typical apartment includes: refrigerator, microwave, cooktop or induction hob, oven, dishwasher, coffee maker, toaster, blender, kettle, complete set of pots and pans, dinnerware for 4-6 people, cutlery, glassware, kitchen utensils, and small tools. In a complex of 200 units, we're talking about more than 3,000 individual assets to manage.
The asset lifecycle: every apartment is different
The microwave in apartment 47 was installed 4.5 years ago. Apartment 48's is 14 months old because it was replaced after a breakdown. Apartment 49's is the original from the last renovation, has been running for 7 years, and is statistically at the end of its useful life. But without records, that information doesn't exist in any system.
Lost warranties: money you're giving away to manufacturers
An appliance under warranty gets repaired or replaced at no cost. Out of warranty, replacement costs between 150 and 600 euros per unit depending on the asset type. But if you don't have an updated registry with installation date, serial number, and warranty expiration for each appliance in each apartment, it's impossible to know if you can claim from the manufacturer or if you have to absorb the cost.
How Controliza Solves It
Controliza's CAPEX module is designed to provide complete traceability for every asset, in every unit, with an approval workflow that centralizes control without slowing down daily maintenance operations.
Digital file per apartment with complete asset inventory
Each unit has a digital file with all its registered assets: type, brand, model, serial number, installation date, supplier, acquisition cost, warranty expiration date, repair history, and current status.
Approval workflow for each replacement purchase
When an asset needs replacement, the system generates a request that goes through the approval workflow configured by the group.
Automated preventive maintenance by asset type
Controliza generates a preventive maintenance calendar based on the expected lifecycle of each asset type. If the average useful life of a microwave under intensive hotel use is 4 years, the system alerts when an asset approaches that threshold.
Do you know the condition of every asset in every apartment?
Discover how Controliza's CAPEX module provides complete traceability for every asset per unit, with approval workflows, reception verification, and preventive maintenance. Request a personalized demo.
How Controliza solves it
Controliza’s CAPEX module is designed to provide full traceability for every asset, in every unit, with an approval workflow that centralizes control without slowing down day-to-day maintenance operations.
Digital record for each apartment with a complete asset inventory
Each unit has a digital record with all its assets logged: type, brand, model, serial number, installation date, supplier, acquisition cost, warranty end date, repair history, and current status. When the maintenance manager receives an issue from apartment 47, they open the record and within seconds know whether the microwave is under warranty, who the supplier is, how many times it has been repaired, and how much those repairs have cost. Asset management in HORECA stops depending on the team’s memory and becomes structured, searchable data.
Approval workflow for every replacement purchase
When an asset needs replacing, the system generates a request that goes through the group’s configured approval workflow. Maintenance submits the request in one click. The request automatically includes the asset context: age, full repair history, accumulated cost, and a comparison with the replacement price. The operations director approves or rejects based on data, not intuition. Purchasing executes and records it. And the system cross-checks every request against spare parts stock in the warehouse to detect duplicates before they turn into purchases.
Goods receipt confirmation: knowing that what arrives is what you ordered
When the new microwave arrives at the complex, the system records the receipt, links the asset to the unit where it will be installed, and automatically starts the warranty clock. Goods receipt confirmation verifies that the model, specifications, and price match what was requested. Nothing gets lost between the order and installation. And when someone asks 3 years later, “When was apartment 47’s microwave installed?”, the answer is one click away.
Automated preventive maintenance by asset type
Controliza generates a preventive maintenance schedule based on the expected lifecycle of each asset type. If the average useful life of a microwave in intensive hotel use is 4 years, the system alerts you when an asset is approaching that threshold. If a ceramic hob has accumulated repair costs equal to 60% of its replacement price over the last 12 months, it recommends replacement. This lets you plan purchases in advance, negotiate volume pricing with manufacturers, and avoid emergencies that force you to buy from the first available supplier at an urgent price.
Consolidated multi-property visibility
For groups managing several apartment complexes, Controliza offers a consolidated CAPEX view by property, asset category, age, and period. You can spot that complex A spends 45% more on appliance replacements than complex B with the same number of units, and investigate whether the issue is the quality of the original equipment, wear and tear caused by the guest profile, or a lack of preventive maintenance. Renovation investment decisions are made with data, not perception.
Do you know the condition of every asset in every apartment?
Discover how Controliza’s CAPEX module gives you full traceability for every asset by unit, with approval workflows, goods receipt confirmation, and preventive maintenance. Request a personalized demo and see the impact on your complex.
Control approvals, dual receiving, and payment conformity: where CAPEX leakage really happens
The biggest losses in extended stay do not start when an appliance breaks. They start earlier, when non-food purchases are approved without context, received without validation, and paid without certainty that the right asset reached the right apartment. A replacement dishwasher may be urgently ordered for unit 112, but if there is no approval flow tied to asset history, you cannot know whether it was truly necessary, whether repair was still viable, or whether the same item had already been requested. That is how CAPEX turns opaque: duplicate purchases, avoidable replacements, and invoices paid without operational conformity.
This is where Controliza closes the gap. With CAPEX workflows, you route each request through multi-level approvals based on urgency, category, and budget owner. The request is linked to the asset record, so the approver sees warranty status, maintenance history, and previous incidents before authorizing spend. On receipt, dual receiving confirms both what the supplier delivered and what operations actually accepted in the apartment or storage area. If the coffee maker delivered does not match the approved model, or arrives without the serial number needed for traceability, the discrepancy is visible before payment.
The impact is immediate: fewer emergency purchases, faster warranty claims, and tighter control over non-food spend. For operators already managing recipe costing, food cost, delivery notes, and traceability in F&B, this applies the same operational discipline to apartment assets. You stop managing appliances through emails and spreadsheets, and start managing lifecycle, approvals, and payment conformity in one system.
Measurable impact
Data measured in active Controliza clients.
