Casa Moksha — Capex Inventory (DRAFT)¶
Purpose: Step 4 of accounting/casa-moksha-integration-plan.md. Consolidated inventory of 2025–2026 transactions that should (or probably should) be capitalized rather than expensed on Renfroe Hospitality Group's books. Built from source-data/santander/ and accounting/vendor-mappings.md. Covers through March 2026 Santander activity.
Status: DRAFT — every item flagged needs-JME-confirm unless explicitly annotated. Final classification depends on:
1. JME Contadores' scope-and-nature assessment (what each invoice actually describes)
2. Mexican depreciation rules (different categories vs. US MACRS)
3. Capex vs. repair-and-maintenance line per SAT rules
4. Whether the NOTARIA 78 + Anjona items tie to entity reorganization (capitalizable as organization costs)
Output use:
- Input for cost-segregation analysis once check-the-box status on RHG resolves (tax/advisory-tax-benefit-areas.md §A1)
- Input for the RHG-side 2025 books + 5471 Schedule A asset reporting
- Cross-reference for accounting/vendor-mappings.md Cap/Exp = C flag
- Supporting documentation for the "scope and effect" capture discipline recommended in accounting/advisory-best-practices.md §3
Currency: All amounts below are MXN as paid from Santander MXN. USD-equivalent noted where it helps context. Final basis capitalization will use historical-rate USD translation.
Written: 2026-04-20.
1. Summary by project (2025-Q4 through 2026-Q1)¶
| Project | Vendor(s) | MXN spent to date | Status | Suggested useful life | Confidence |
|---|---|---|---|---|---|
| Palapa (deck / fence / upper floor) | Don Sebastian Palapa Carpintero | 176,963 + ongoing | Partially paid; upper floor ~50% deposit made Mar 17 | 15 years (building improvement) | High — project clearly capex |
| Osmosis/water system enclosure + roof | Paola Maria Chavez Rodriguez | 50,495.78 | Phase 1 complete (enclosure); Phase 2 underway (roof) | 15 years | High |
| Drain well | Geodrilling | 27,840 | Complete (Oct 2025) | 15 years (site improvement) | High |
| Security camera system | Nelsy | 47,565.80 + prior small | Complete install Mar 17, 2026 | 5-7 years | High |
| HVAC installations | Frigotek | 13,657.57 across 3 installs | Installs complete; ongoing R&M separate | 7-15 years | Medium — confirm install-vs-repair per invoice |
| Generator repair (major) | Eran Generator + "TRANSFERENCIA ENLACE" | 38,775 to date (diagnostic + 50% repair deposit) | Underway | 5-10 years if extends life | Medium — major repair may or may not capitalize |
| Biodigestor repairs (non-routine) | biodigestor treatment (BBVA) | 32,480 (repairs portion only) | Complete | 7-15 years | Medium — some portion likely R&M |
| NOTARIA 78 (reorg-related) | Notaría Pública 78, Solidaridad | 22,742 | Complete | N/A (organization costs if reorg) | Medium — tied to S.A. de C.V. → S. de R.L. de C.V. conversion |
| Anjona — advisory (if reorg-related) | Desarrollo Empresarial Anjona S.C. | 39,916 est | Partially paid | N/A (organization costs if reorg) | Low — scope split capex vs. expense |
| Total estimated capex through Mar 2026 | ~450,435 MXN |
At an illustrative ~19 MXN/USD rate: ~$23,700 USD of 2025–Q1 2026 capex across all projects.
This is material to RHG's basis and is the primary source of a future cost-segregation study's building-improvements bucket. Every line should confirm as capex on JME's monthly deliverable or be reclassified based on JME's view.
2. Detail by project¶
2.1 Palapa — Don Sebastian Palapa Carpintero¶
Scope: Deck, fence, palapa carpentry (roof-structure-adjacent work), upper floor carpentry. Ongoing project across multiple phases.
Asset treatment: Capitalize as building improvement (palapa is structural / semi-permanent extension of Casa Moksha's built environment). Useful life 15 years under typical Mexican hotel depreciation for similar structures; US MACRS would classify as 39-year non-residential real property (or 15-year land improvement if structurally separate — depends on cost-seg).
| Date | Description (Santander memo) | MXN | Notes |
|---|---|---|---|
| 2025-10-28 | anticipo 50% deck and fence | 40,000.00 | Phase 1 deposit |
| 2025-11-10 | remaining 50% palapa fence carpentry | 40,000.00 | Phase 1 final |
| 2025-11-24 | palapa deposit 50% | 17,000.00 | Phase 2 start |
| 2025-12-01 | palapa repairs final payment | 19,000.00 | Phase 2 final |
| 2025-12-29 | anticipo trabajo moksha diciembre | 15,000.00 | Phase 3 start |
| 2026-02-12 | carpinteria febrero pago final | 20,493.00 | Phase 3 final |
| 2026-03-17 | upper floor carpentry deposit 50% | 25,470.00 | Phase 4 start — ongoing |
| Subtotal | 176,963.00 | ~$9,313 USD |
Capex vs. expense concern: the Dec 1 "palapa repairs final payment" uses the word "repairs" — JME may argue R&M rather than capex. Scope-and-effect matters: if the work restored existing palapa to prior condition = R&M; if it materially improved or extended useful life = capex. Austin's characterization as "palapa construction project" supports capex; the memo language alone doesn't.
2.2 Water system enclosure + roof — Paola Maria Chavez Rodriguez¶
Scope: Construction of enclosure for water/osmosis system; roof work (related to same enclosure or adjacent building portion).
Asset treatment: Capitalize as building improvement. New structural element enclosing operational equipment = permanent addition.
| Date | Description (Santander memo) | MXN | Notes |
|---|---|---|---|
| 2026-01-06 | deposit constr water system enclosure | 20,394.00 | Enclosure Phase 1 |
| 2026-03-09 | osmosis enclosure final payment | 13,284.00 | Enclosure complete |
| 2026-03-17 | roof deposit 80% | 16,817.78 | Roof work Phase 1 — ongoing |
| Subtotal | 50,495.78 | ~$2,657 USD |
Additional payments expected: roof 20% remaining (~$4,200 MXN estimate). Update this file when paid.
2.3 Drain well — Geodrilling¶
Scope: Drilling new drainage well for property.
Asset treatment: Capitalize as site improvement. Land-improvement cost-segregation category; useful life 15 years (US MACRS land improvements) or Mexican equivalent.
| Date | Description (Santander memo) | MXN | Notes |
|---|---|---|---|
| 2025-10-23 | 70% drain well drilling | 19,488.00 | Initial |
| 2025-10-30 | drainage well remaining 30% | 8,352.00 | Final |
| Subtotal | 27,840.00 | ~$1,465 USD |
Complete. Most straightforward capex on the list.
2.4 Security camera system — Nelsy¶
Scope: Install security camera system at Casa Moksha property. Prior small job ($986 Oct 2, 2025 cable replacement) is R&M; the March 2026 project is full install.
Asset treatment: Capitalize as equipment (not building integration). US MACRS 5-year (tangible personal property); Mexican equivalent usually similar short life for electronics.
| Date | Description (Santander memo) | MXN | Treatment | Notes |
|---|---|---|---|---|
| 2025-10-02 | cambiar cables 2 cameras | 986.00 | Expense (R&M) | Existing cameras |
| 2026-03-17 | Cotiz M2604 | 47,565.80 | Capitalize | Install project |
| Capex subtotal | 47,565.80 | ~$2,503 USD |
2.5 HVAC — Frigotek¶
Scope: Mix of installation work (capex) and service calls (R&M). Split per invoice/memo.
| Date | Description (Santander memo) | MXN | Treatment | Notes |
|---|---|---|---|---|
| 2025-07-14 | COT 52054 | 580.00 | Expense | Service call |
| 2025-08-28 | anticipo AC installacion | 6,767.00 | Capitalize | Install start |
| 2025-09-03 | installacion AC restante | 4,143.98 | Capitalize | Install complete |
| 2026-01-06 | install new AC | 2,746.59 | Capitalize | Separate new unit install |
| 2026-02-06 | COT 57303 | 4,756.00 | Confirm — likely R&M | COT prefix matches earlier service call pattern |
| Capex subtotal | 13,657.57 | ~$719 USD | ||
| R&M subtotal | 5,336.00 est | If Feb 6 is R&M |
Capex vs. expense concern: separation between "installation" and "service call" is the COT number + memo language. Capex total above is conservative — could be higher if Feb 6 item is partially install-related.
2.6 Generator — Eran Generator Tech + "TRANSFERENCIA ENLACE"¶
Scope: Routine generator maintenance + major repair project (in progress March 2026).
| Date | Description (Santander memo) | MXN | Treatment | Notes |
|---|---|---|---|---|
| 2025-10-23 | SPEI to Eran Generator Tech — generator maintenance | 4,060.00 | Expense (R&M) | Routine |
| 2026-02-06 | CARGO TRANSFERENCIA ENLACE — generador | 2,500.00 | Expense (R&M, likely) | Small generator-related ENLACE |
| 2026-03-17 | CARGO TRANSFERENCIA ENLACE — diagnostico generador | 20,000.00 | Confirm | Diagnostic investigation — may be R&M or pre-capex |
| 2026-03-24 | CARGO TRANSFERENCIA ENLACE — 50 deposit generator repair | 18,775.00 | Confirm — likely capex if major repair | 50% deposit for repair |
| Capex pending subtotal | 38,775.00 | ~$2,041 USD (Mar diagnostic + repair deposit only) |
Critical capex vs. expense question: major generator repair that extends useful life of the asset = capitalize. Major repair that just restores existing function = expense. Need the actual invoice scope to classify.
Note on vendor identity: accounting/vendor-mappings.md historically referenced "$20K + $18,775 Eran Generator project." Those exact amounts are the March 2026 CARGO TRANSFERENCIA ENLACE transactions in the table above — vendor-mappings.md likely attributed them to Eran (the only known generator vendor) but the ENLACE transfers don't disclose the destination. JME / Austin to confirm the vendor.
2.7 Biodigestor — vendor (name TBD from CFDI)¶
Scope: Monthly maintenance service ($3,480 MXN/mo) + periodic major repairs.
| Date | Description | MXN | Treatment | Notes |
|---|---|---|---|---|
| 2025-07-28 | biodigestor Julio | 3,480.00 | Expense (R&M) | Monthly |
| 2025-08-25 | biodigestor agosto | 3,480.00 | Expense (R&M) | Monthly |
| 2025-09-17 | biodigestor septiembre | 3,480.00 | Expense (R&M) | Monthly |
| 2025-10-06 | new valve and labour | 6,612.00 | Confirm | Valve replacement — possibly capex |
| 2025-10-22 | biodigestor octubre | 3,480.00 | Expense (R&M) | Monthly |
| 2025-11-18 | biodigestor mntc Nov | 3,480.00 | Expense (R&M) | Monthly |
| 2025-12-01 | anticipo biodigestor repai | 14,384.00 | Capitalize (major repairs) | Deposit on project |
| 2025-12-22 | biodigestor Dec mntc | 3,480.00 | Expense (R&M) | Monthly |
| 2025-12-26 | pago restante de reparacion | 3,596.00 | Capitalize (continuation) | Balance on Dec 1 project |
| 2026-01-20 | biodeigestor mntc enero 2026 | 3,480.00 | Expense (R&M) | Monthly |
| 2026-02-03 | tuberia y bomba | 7,888.00 | Confirm | Piping + pump — likely capex |
| 2026-02-12 | biodigestor mntc Feb | 3,480.00 | Expense (R&M) | Monthly |
| 2026-03-10 | biodigestor mntc Mar 2026 | 3,480.00 | Expense (R&M) | Monthly |
| R&M subtotal | ~31,320.00 | ~$1,649 USD (9 months at $3,480) | ||
| Capex subtotal (likely) | ~32,480.00 | Valve + repairs + piping/pump |
Biodigestor notes: a biodigestor / wastewater treatment system is part of the property's plumbing infrastructure. Routine maintenance = expense; parts that extend useful life (new valve, pump, piping redo) = capex. The Dec 2025 "anticipo biodigestor repair" + "pago restante" pair is clearly a distinct capex project; the others need JME invoice-level classification.
2.8 NOTARIA 78 (Solidaridad) — notarial fees¶
Scope: Notarial services at Notaría Pública 78 in Solidaridad (Quintana Roo). Two payments, identical amounts, 40 days apart — characteristic of staged notarial work on a single matter (deed drafts, corporate filings).
Asset treatment: Depends on purpose. If tied to the S.A. de C.V. → S. de R.L. de C.V. conversion, these are organization/reorganization costs — capitalize under Mexican NIF or amortize over appropriate period. If unrelated (routine legal notarial for a property matter), expense.
| Date | Description | MXN | Treatment | Notes |
|---|---|---|---|---|
| 2025-10-09 | Card consumo: NOTARIA 78 (Solidaridad) | 11,371.00 | Capitalize if reorg | Phase 1 |
| 2025-11-18 | Card consumo: NOTARIA 78 (Solidaridad) | 11,371.00 | Capitalize if reorg | Phase 2 |
| Subtotal | 22,742.00 | ~$1,197 USD |
Confirm with Portilla which invoice — likely the conversion filings. If so, these become part of 2025 organization costs and sit on balance sheet rather than hitting P&L.
2.9 Desarrollo Empresarial Anjona, S.C.¶
Scope: Mexican legal/tax advisory services. Per vendor-mappings.md: $2,216 paid from Primary (Brex) + $37,700 bill in Xero.
Treatment: Split. Advisory work on ordinary Mexican tax/legal matters = expense (6XX). Advisory directly on the S.A. de C.V. → S. de R.L. de C.V. conversion = organization/reorganization costs (capitalize).
Estimate until JME / Anjona scope itemization: - ~$10K MXN expense (routine advisory) - ~$30K MXN capex (reorg-related)
Requires Anjona's invoice-level detail to split accurately.
3. Items that look like capex but aren't¶
For reference — vendor patterns that might be confused with capex but should stay expense:
| Pattern | Why not capex | Example from data |
|---|---|---|
| Nehemias Mtnc, Edy Daniel | Day-labor; individual jobs don't extend life or add function | Ad-hoc small amounts |
| Profesionales Sanitización | Pest control service | Recurring |
| Wilbert Jose | Fire extinguisher refills | Recurring |
| Mattress Clean | Deep cleaning | Recurring |
| Epsilon / Ing. Alan Osmosis (service calls) | Existing osmosis system maintenance (distinct from enclosure work) | 2026-03-09 $5,407.50 MXN "osmosis maintenance 50 perc" |
| Alfredo "Manteniemento AC x 2" (2026-03-02, $1,400) | Minor AC maintenance, not install | Expense |
| Alfredo "power washing hammocks" (2026-03-18, $400) | Cleaning service | Expense |
4. Items not yet in this inventory (need to be added)¶
4.1 Pre-2025-10 capex (Brex side, before Santander activity)¶
Casa Moksha was active Oct 2024 onward on Brex Casa Moksha Ops (3753). Any capex paid through Brex during that period should be added here once the Brex transaction-level detail is extracted against the capex vendors. Likely candidates from vendor-mappings.md:
- Original Eran Generator install (~$20K + $18,775) — confirmed from vendor-mappings but dates not sourced
- Any early palapa work predating Oct 2025
- HVAC installs prior to Aug 2025 (if any)
- Initial furniture/fixtures purchase cycle
4.2 Brex-paid Mexican vendors¶
Per accounting/vendor-mappings.md, several Mexican-side vendors are paid from Brex Casa Moksha Ops rather than Santander:
- Megamak ($4,440 across 8 txns — needs-JME-confirm classification)
- Edy Daniel Argueta Zapeta ($1,918 across 8 txns — likely expense but needs confirmation)
- Grupo Consultor Juarmex ($4,872 one-time — could be capex if reorg)
- Olas Tulum ($3,266 — marketing, expense)
- Jorge Eduardo Jag ($5,723 — likely expense)
Any of these that are capex-character should be added to this file once JME confirms.
4.3 Post-March 2026 Santander activity¶
When the April 2026 Santander statement arrives, extend each project table with additional payments.
4.4 Furniture, fixtures, equipment¶
No line items for F&F are in the current data. Either they predate the data window, were paid from Brex, or JME/Austin's separate records hold them. For a complete capex inventory, pair this file with a separate F&F inventory (Airbnb-ready furnishings, mattresses, kitchen equipment, etc.) once that data arrives.
5. Depreciation treatment — to be finalized with JME + Pearce¶
Once each line is JME-confirmed as capex, the depreciation method must be selected:
On RHG's Mexican books (for SAT purposes): - Mexican ISR (Impuesto Sobre la Renta) law permits various depreciation rates per asset category - Building improvements: typically 5% annual (20-year life) for buildings - Site improvements (drain well, fencing): higher rates possible - Equipment (security cameras, HVAC): 10-30% per year depending on category - Organization costs: 10% per year amortization
On US books (for 5471 / Austin's 1040 if RHG is disregarded):
- MACRS depreciation applies
- Non-residential real property and improvements: 39-year straight-line (or 15-year for qualifying leasehold improvements)
- Land improvements: 15-year MACRS (good — short recovery)
- Equipment: 5- or 7-year MACRS (very good)
- Cost segregation study can reclassify significant portions from 39-year → 15 / 7 / 5 year categories — see tax/advisory-tax-benefit-areas.md §A1
Pearce + JME need to coordinate so the depreciation schedules aren't wildly out of sync between US and Mexican books. If check-the-box makes RHG disregarded, US depreciation flows to Austin's 1040; Mexican depreciation is a separate Mexican-side calculation.
6. Open items¶
Austin:
- Review each project-level categorization for "scope and effect" accuracy (per accounting/advisory-best-practices.md §3 recommendation)
- Confirm Anjona scope split (reorg vs. routine advisory)
- Surface any Brex-paid capex items that should be added to section 4.¼.2
JME Contadores:
- Confirm each needs-JME-confirm line's capex vs. expense treatment
- Provide invoice-level detail for biodigestor major items (Oct 6, Dec 1, Feb 3 2026)
- Provide Frigotek invoice-level split for install-vs-service
- Provide generator repair (March 2026) invoice to classify
- Provide NOTARIA 78 invoice pair tying to conversion work
- Provide Anjona invoice itemization splitting reorg from routine
Portilla, Ruy-Díaz & Aguilar: - Confirm NOTARIA 78 and Anjona reorg-portion link to the S.A. de C.V. → S. de R.L. de C.V. work
Pearce Bevill: - Check-the-box status on RHG (drives whether cost-seg study is US-side material) - Depreciation schedule coordination between RHG's books and any US-side pass-through
7. Running total summary (update monthly)¶
| Period | Capex confirmed (MXN) | Capex pending confirm (MXN) | Total (MXN) |
|---|---|---|---|
| Pre-Aug 2025 | (TBD — Brex review needed for early Eran Generator install + any earlier work) | — | — |
| Aug 2025 | 6,767 (Frigotek HVAC install anticipo) | — | 6,767 |
| Sep 2025 | 4,143.98 (Frigotek HVAC install restante) | — | 4,143.98 |
| Oct 2025 | 67,840 (Don Sebastian palapa anticipo + Geodrilling drain well) | 17,983 (NOTARIA Oct 9 + biodigestor valve Oct 6) | 85,823 |
| Nov 2025 | 57,000 (Don Sebastian palapa) | 11,371 (NOTARIA Nov 18) | 68,371 |
| Dec 2025 | 51,980 (Don Sebastian palapa + biodigestor major repair) | — | 51,980 |
| Jan 2026 | 23,140.59 (Paola water enclosure deposit + Frigotek install) | — | 23,140.59 |
| Feb 2026 | 20,493 (Don Sebastian palapa final) | 7,888 (biodigestor tuberia y bomba) | 28,381 |
| Mar 2026 | 103,137.58 (Paola osmosis final + roof deposit + Don Sebastian upper floor + Nelsy security cameras) | 38,775 (generator diagnostic + 50% repair deposit) | 141,912.58 |
| Anjona (across periods) | — | 39,916 (estimate; reorg portion if confirmed) | 39,916 |
| Total | 334,502.15 | 115,933 | 450,435.15 |
At ~19 MXN/USD: ~$17,605 confirmed, ~$6,102 pending, ~$23,707 total.
(Anjona's $39,916 estimate combines $2,216 paid from RFH Primary + $37,700 outstanding bill in Xero; the reorg vs. routine split has not been determined.)
Related files¶
accounting/casa-moksha-integration-plan.md— Step 4 (this file)accounting/vendor-mappings.md— Cap/Exp flags this file supportsaccounting/chart-of-accounts.md— 121 Mejoras al edificio (main capex target)source-data/santander/renfroe-hospitality-santander-transactions.md— sourcesource-data/brex/2026-04-19-full-history-analysis.md— additional source for Brex-paid itemstax/advisory-tax-benefit-areas.md§A1 — cost-seg opportunity this inventory supportsaccounting/advisory-best-practices.md§3 — "scope and effect" capture discipline