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Platform Overview

One platform for the entire property reporting lifecycle

From inventories and inspections to report delivery, compliance and billing, Inventory Base helps property professionals manage every stage of the workflow from one connected platform.

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The connected workflow
Scheduling
Mobile App
BaseAI
Report Builder
Client Portal
Billing
Integrations
The platform

Everything you need to run property reporting at scale

Mobile Inspections

Capture evidence from anywhere.

BaseAI

Generate content and summaries faster.

Reporting

Create professional property reports.

Delivery & Tracking

Know what happens after sending.

Operations

Manage teams, schedules and workloads.

Integrations

Connect your existing software stack.

End to end

From inspection to delivery

A complete workflow built specifically for residential lettings and property reporting.

01

Schedule

Assign inspections and workloads.

02

Inspect

Capture evidence on-site, remotely or through self-service workflows.

03

Generate

Use BaseAI to accelerate reporting.

04

Review

Approve reports internally.

05

Deliver

Share reports with clients and tenants.

06

Invoice

Manage billing and payments.

07

Analyse

Monitor performance and activity.

08

Integrate

Keep systems synchronised.

Flexible inspections

Inspect properties your way

Whether you're on-site, working remotely, or enabling tenant self-service, Inventory Base gives you flexible ways to capture property data.

Front door
3/12
Door
Condition

On-Site Inspections

Capture photos, notes, condition ratings and observations directly from the property using our mobile inspection app.

  • Offline mobile app
  • Photo and video capture
  • Voice-to-text notes
  • Structured room templates
Is the room clean and tidy?
Any visible damage?
Upload a photo

Self-Service Inspections

Allow tenants, landlords or occupants to complete guided property inspections using structured workflows.

  • Guided questionnaires
  • Photo submissions
  • Branded experience
  • Automatic report creation
LIVE 14 Acacia AveMidterm Save
Hallway
Kitchen
Living Room
Bathroom
Bedroom 1
Area
Walls
Condition
Good
Comments
Emulsion green, large mirror, framed pictures.
Photos
+
Live living room view

Live Remote Inspections

Conduct inspections remotely using live video and complete reports in real time.

  • Remote walkthroughs
  • Live evidence capture
  • Reduced travel time
  • Faster issue resolution
Reports

Professional reports your clients will trust

Create inventories, check-ins, check-outs, midterms and compliance reports from one platform.

Inventory Base Inventory Reports
Kitchen 4 items · photographed
Item Description Condition
Walls Cream emulsion, two walls tiled Good condition
Flooring Grey laminate, oak effect Good condition
Base units 6 white gloss doors, chrome handles Fair, light wear
Hob 4 ring ceramic, Bosch Good, clean
Inventory Reports
Inventory Base Check-In Reports
Meters & Keys 4 items · recorded
Item Location / Serial Reading
Electric meter Hallway cupboard, S/N 2041 8873 04512.6
Gas meter External box, S/N G7 11920 01288
Water meter Front path, S/N W3 00417 00394
Keys Front door × 2, window × 1 Received
Check-In Reports
Inventory Base Check-Out Reports
Bedroom 1 4 items · compared
Item Description Condition Condition at Check Out
Walls Magnolia emulsion Good condition Scuff marks near bed
Carpet Grey fitted Good condition Stain by window
Wardrobe Double, oak effect Good condition Good condition
Blinds White roller Good condition Cord missing
Check-Out Reports
Inventory Base Midterm Inspections
Bathroom 4 items · photographed
Item Description Condition
Extractor fan Ceiling mounted Action
Sealant Around bath edge Fair
Tiles White ceramic, full height Good
Smoke alarm Hallway ceiling, tested Good
Midterm Inspections
Inventory Base Void Inspections
Vacant Property Check 4 items · photographed
Item Description Condition
Doors & locks Front and rear secured Good
Water Stopcock off, no leaks seen Good
Heating Boiler on frost setting Good
Post Mail on doormat, cleared Action
Void Inspections
Inventory Base Compliance Assessments
Safety & Compliance 4 items · photographed
Item Description Condition
Gas safety Certificate seen, exp. Mar 2027 Pass
EICR Report dated Jan 2026 Pass
Smoke alarms 2 fitted, tested Pass
CO alarm Not present in kitchen Action
Compliance Assessments
View Sample Reports
BaseAI

You inspect. BaseAI helps complete the report.

AI-assisted reporting designed specifically for residential lettings.

AI Photo Analysis

Generate structured condition descriptions directly from inspection photos.

Smart Fill

Complete report fields automatically using room context and captured evidence.

Executive Summaries

Generate concise, professional report summaries instantly.

AI Assistant
Audio Transcription
Bookings Admin
Issue Triaging
Template Creation
Explore BaseAI
Actions & maintenance

Turn observations into actions

Track maintenance issues, follow-up actions and report findings from one place.

Action tracking
Priority levels
Due dates
Assignments
Comments
Attachments
Maintenance handoff
Client visibility
Actions - 14 Acacia Avenue 5 items
Open 2
Carpet stain - Living Room
High
Limescale - Bathroom tap
Low
In progress 1
Oven not heating - Kitchen
High
Resolved 2
Garden overgrown
Med
Smoke alarm test
Done
Compliance & evidence

Audit-ready evidence for every tenancy

Protect your business with structured records and a complete reporting history.

Timestamped photos
Digital signatures
Report history
Audit trails
Deposit-ready comparisons
Compliance assessments
Recipient tracking
Evidence timeline - 14 Acacia Avenue
Evidence captured 11 Mar, 9:02am
184 photos · timestamped & geotagged
Report generated 11 Mar, 9:48am
BaseAI drafted · clerk reviewed
Delivered to landlord 11 Mar, 10:15am
Interactive report sent
Opened by recipient 12 Mar, 2:14pm
J. Doe viewed all sections
Signed & acknowledged 12 Mar, 2:21pm
Digital signature captured
portal.inventorybase.com - Check-out Report
14 Acacia Avenue
Check-out Report · shared with you
Awaiting signature
Check-out photo: tidy living room in good condition
Your comments
Happy with the condition noted.
Acknowledged ✓
Client & tenant experience

A better experience for landlords, tenants and clients

Deliver professional reports and improve communication throughout the tenancy lifecycle.

Interactive reports
Digital signatures
Client portals
Tenant acknowledgements
Comments and feedback
SMS notifications
Email automation
Controlled access
Team operations

Run your entire inspection operation from one platform

Manage teams, schedules, workloads and inspections without switching systems.

Team Diaries

Assign inspections across users and branches.

Team Permissions

Control access by role, office or department.

Scheduling

Drag-and-drop scheduling with workload visibility.

Workstreams Marketplace

Distribute work to trusted providers and contractors.

Maps

View inspections geographically and optimise routes.

Multi-Branch Management

Operate consistently across multiple offices and territories.

Operations 3 branches · 14 clerks
28
Today
142
This week
9
Unassigned
96%
On time
Team diary
JM Check-in · 9am
AR Inventory · 11am
TP Check-out · 2pm
KL Midterm · 4pm
Map view
Templates & standards

Standardise every report

Create consistent outputs across teams using reusable templates, dictionaries and workflows.

Template Library

Pre-built templates for common report types.

Custom Templates

Adapt reports to your workflow.

Auto Text & Dictionaries

Reduce repetitive writing.

Room Presets

Standardise room structures.

Compliance Templates

Support specialised reporting requirements.

Branded Outputs

Deliver reports aligned to your brand.

Template editor Inventory · Standard
1
Meter Readings
Type
Location
Serial No.
Reading
1.1
Gas Meter
Location of meter…
Serial number…
Reading…
1.2
Electric Meter
Location of meter…
Serial number…
Reading…
1.3
Water Meter
Location of meter…
Serial number…
Reading…
6
Entrance / Hallway
Name
Description
Condition
6.1
Door
Item Description…
Item Condition…
6.2
Ceiling
Item Description…
Item Condition…
Item Name…
Item Description…
Item Condition…
Billing & payments

Manage billing without leaving the workflow

Create invoices, collect payments and keep commercial activity connected to completed work.

Client invoicing
Price lists
Card payments
Payment tracking
Accounting integrations
Contractor billing
Margin visibility
Billing March 2026
£8,420
Collected
£1,890
Pending
68%
Margin
INV-2041 Hadley Lettings £420.00 Paid
INV-2042 Foxtons - Acacia Ave £185.00 Paid
INV-2043 Belvoir Manchester £640.00 Pending
INV-2044 Connells - batch £1,250.00 Overdue
Synced to Xero & QuickBooks
Saved Reports Scheduled Reports Inspections Clerks Clients
Inspection Query Save as Report Configure Columns
Date: 04/10 - 10/10 Compared with: 27/09 - 03/10 State: Complete
Conducted
48 Inspections (12%)
46 Properties (9%)
Avg. duration
1h 52m on site (8%)
1d 4h total (25%)
Conducted by
6 Clerks (1)
2 Typists (-)
Total actions
37 Actions (5)
0.8 per Inspection (-)
Status
44 Complete (10)
3 Incomplete (-)
Type Location Client Clerk Completed in Status
Check In 14 Maple Road, Guildford GU1 Northfield Lettings S. Taylor 2h 05m (2h 40m delivered) Closed
Inventory Flat 3, Riverside House, Leeds LS1 Harbour Property Mgmt P. Shah 3h 10m (5h 02m delivered) Closed
Midterm 27 Elm Grove, Bristol BS6 Oakline Estates S. Taylor 48m (1h 12m delivered) Closed
Check Out Flat 9, Station Court, Reading RG1 Northfield Lettings J. Morgan 1h 35m (1d 2h delivered) Closed
Void 6 Chapel Street, Croydon CR0 Borough Housing Team A. Clarke 1h 20m (3h 15m delivered) Closed
Analytics & performance

Understand performance across your business

Track activity, reporting volumes and operational efficiency.

Inspection volumes
Report completion times
Team performance
Branch performance
Client activity
Workload reporting
Exportable analytics
Workstreams marketplace

Scale beyond your internal team

Access trusted external providers when additional capacity is needed.

Outsourced inspections
Regional coverage
Capacity management
Flexible fulfilment
Work allocation
Provider collaboration
Workstreams network 148 providers
12 Scotland
28 North
9 Wales
34 Midlands
18 South West
47 London & SE
Integrations

Connect to the tools you already use

Keep property, client and financial data synchronised across your software ecosystem.

Reapit
Alto
Street.co.uk
MRI
AgentOS
PayProp
iamproperty
SME Professional
Zapier API access Webhooks Custom integrations
View All Integrations
Security & data

Secure property data and controlled access

Built with security, privacy and operational reliability in mind.

Visit Trust Centre
Role-based permissions
Secure cloud infrastructure
Data protection controls
GDPR-ready processes
Backups and resilience
Audit-ready records
Full capabilities

Full platform capabilities

For teams that need the detail, here is a more complete view of the capabilities Inventory Base can support across reporting, inspections, operations and client delivery.

Inventory reports Check-in reports Check-out reports Midterm inspection reports Building inspection reports Void inspection reports Custom report types Report cloning Report comparison Report preview Online report editing PDF report outputs Report summaries Room-by-room structures Item-level notes Condition & cleanliness fields Photo placement in reports Report status tracking Report sharing Report completion workflows Interactive reports HHSRS 2026 reports RICS Level 3 Survey + Valuation reports Find & replace in the editor Bulk field updates Photo timestamps Bulk report sharing Short report links on covers Accreditation logos per user
Explore Reports & Report Builder
Who it's for

Built for every kind of residential property team

Inventory Base supports the people and teams behind professional property reports, inspections, tenancy handovers, compliance-aware records and outsourced reporting workflows.

Choose the team type closest to you to see how Inventory Base fits your day-to-day workflow.

Inventory Providers

Run a faster, more consistent inventory reporting business

Manage reports, clerks, clients, diaries, templates, billing and delivery from one platform - so your team produces professional reports without drowning in admin.

  • Standardise report wording across every clerk
  • Manage diaries, jobs and turnaround times
  • Reuse templates, dictionaries and approved phrasing
  • Deliver branded reports to each client
  • Connect finished reports to fees and invoicing
Inventory provider operations Today
Popular workflows Inventory Reports Check-Ins Check-Outs Workstreams Invoicing & Payments
Cyber Essentials Plus
Certified
SOC 2 Type I
Certified
PropTech
Multi award winner
ESTAS
Best in Sector - Inventories
4.8 / 5
Customer rated
Recognised & trusted

14 years in property reporting, built on 20+ years of software engineering

Trusted by independent inventory clerks, national agencies and enterprise property managers.

Award-winning property software
ESTAS Supplier Awards 2025 - Best in Sector, Inventories
ESTAS Supplier Awards 2024 - Best in Sector, Inventories
ESTAS Supplier Awards 2023 - Best in Sector, Inventories
ESTAS Supplier Awards 2022 - Best in Sector, Inventories
EA Supplier Awards 2025 - Exceptional
Best EA Supplier Awards 2022 - Best Large Supplier
One of the Top 10 Leadership Innovators, in association with Kerfuffle & EA Masters
EA Masters Innovation & Improvement Awards 2024
EA Masters Top 40 Innovation 2021
HMO Awards 23/24 - Best Technology Provider
The Negotiator Awards 2021 - Silver, Supplier of the Year
Industry associations & accreditations
Propertymark Industry Supplier RICS Tech Partner REACH UK Class of 2021 ICG Approved UK PropTech Association Open Property Data Association Crown Commercial Service Supplier HM Government G-Cloud British Property Federation Federation of Independent Agents RE:UK LandAid Kerfuffle

Start completing better reports today

Everything you need to inspect, report, deliver and scale from one platform.

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