FAQs
InventoryBase FAQs
Find answers to common questions about InventoryBase — including reports, inspections, templates, mobile apps, Live Inspections, Self Assessments, Workstreams, BaseAI, integrations, billing, support, security and training.
This page is designed for product and pre-sales questions. For detailed setup instructions and troubleshooting, visit the support centre.
Topics
Browse by topic
7
Getting started
What InventoryBase is, who it's for and how to begin.
8
Pricing & billing
Free trials, plans, billing and add-ons.
9
Reports & templates
Report types, templates, dictionaries and customisation.
6
Mobile app
iOS, Android, offline reporting and syncing.
6
Live Inspections
Guided remote video inspections.
6
Self Assessments
Self-service reports completed by tenants, owners or third parties.
4
Workstreams
Outsourcing, supplier networks and work allocation.
5
BaseAI
AI-assisted reporting, transcription and usage.
5
Integrations
Connecting InventoryBase with other systems.
6
Support & Academy
Support, onboarding, training and CPD learning.
7
Security & data
Data ownership, privacy, exports and access.
5
Account management
Users, permissions, subscriptions and cancellation.
All
Getting started
Pricing & billing
Reports & templates
Mobile app
Live Inspections
Self Assessments
Workstreams
BaseAI
Integrations
Support & Academy
Security & data
Account management
Getting started
InventoryBase is property inventory, inspection and reporting software for residential property professionals. It helps teams create reports, capture evidence, manage inspections, use templates, share reports and coordinate property workflows from one cloud-based platform and mobile app. It's used by inventory providers, letting agents, property managers, housing providers, student accommodation teams, managed service providers and other residential property teams.
It's built for property professionals who need to create, manage or coordinate property reports and inspections — inventory clerks and providers, letting agents, property managers, housing providers, student accommodation teams, managed service providers, compliance managers, contractors and suppliers, and landlords or clients involved in property reporting workflows.
Many residential property workflows: inventory reports, check-ins, check-outs, midterm inspections, building inspections, void inspections, maintenance reporting, tenant self-service, self assessments, Live Inspections, property information forms, upfront / material information workflows, and outsourced reporting through Workstreams.
Yes. InventoryBase is a cloud-based platform with a web dashboard and mobile apps. The dashboard manages properties, jobs, templates, teams, reports, clients and workflows; the mobile app completes inspections and captures data on site.
No. The main dashboard is accessed through a web browser. The mobile inspection app is installed separately on supported iOS and Android devices for on-site work.
Yes. A free trial lets you explore the platform, create reports and understand whether it fits your workflow. For larger teams, complex workflows or enterprise requirements, booking a demo is usually the best way to see the right setup.
Start a free trial to explore the platform yourself. Book a demo if you manage a team, need help choosing the right setup, want to discuss pricing, need Workstreams, Live Inspections or Self Assessments, have integration requirements, are switching systems, need help recreating templates, or operate across multiple branches or portfolios.
Pricing & billing
Pricing depends on your plan, users, features, report volumes and any additional modules or services you need. Visit the pricing page for current package information, or book a demo if you need help matching the right plan to your team.
Yes. You can start a free trial to explore InventoryBase and test whether it fits your reporting and inspection workflows.
You can start a trial without speaking to sales. If payment details are required at a later stage, the platform will guide you through the next step before your subscription begins.
Yes. You can upgrade, adjust or discuss your plan as your team, report volumes or workflow needs change. For larger changes, contact the team so they can help make sure your plan matches how you use the platform.
Some modules, usage types or advanced workflows may depend on your plan, account setup or configuration. If you're interested in any of these, book a demo or contact the team so they can confirm the right setup.
BaseAI usage may be billed based on the AI features, usage volume or configuration available on your account. Because AI usage and billing can vary by feature, check your account settings or speak to the team for the latest information.
Yes. InventoryBase supports team-based workflows, and user access can be managed based on your account setup, permissions and plan. For larger teams, it's worth reviewing user roles and permissions so the right people have the right level of access.
Yes. It can support teams, branches, contractors and multi-user workflows. Larger teams can use permissions, templates, dashboards and reporting workflows to improve consistency across offices or regions.
Reports & templates
A wide range of residential property report types: inventory reports, check-ins, check-outs, midterm inspections, building inspections, void inspections, maintenance reports, self assessments, property information forms and custom reports. Your available report types may depend on your templates, plan and account configuration.
Yes. InventoryBase supports customisable templates so you can create reports around your own structure, wording and workflows. You can use existing templates, adapt standard formats or build templates that match your services and client requirements.
Templates are reusable report structures. They define what sections, rooms, items, questions, fields and outputs appear in a report — helping keep reports consistent across your team and reducing the time needed to create each one from scratch.
Dictionaries help standardise commonly used words, phrases, condition descriptions and report language. They're useful for improving consistency across different clerks, inspectors, teams or branches.
Yes. You can customise wording, clauses, descriptions and templates so your reports match your business style and client expectations. For larger teams, standardising wording can help improve report consistency and quality control.
Yes. You can capture and add photos to reports. Photos can support condition records, maintenance observations, check-in/check-out evidence and other report sections.
Yes. InventoryBase supports digital signing and acknowledgement workflows where configured — for check-ins, check-outs, tenant acknowledgements, client approvals or other report workflows depending on your setup.
Yes. InventoryBase can support custom forms and property information workflows for landlord onboarding, tenant information, seller information, property questionnaires, PIQ/BASPI-style workflows and other structured data capture needs.
Yes. You can view sample reports to see how InventoryBase reports can be structured and presented.
Mobile app
Yes. InventoryBase has mobile apps for supported iOS and Android devices, allowing inspectors and property professionals to complete reports while on site.
Yes. The mobile app is designed to support on-site reporting even where internet access is limited. You can complete inspection work in the field and sync when a connection is available.
When your device has a connection, report data and photos can sync back to InventoryBase so the report can be reviewed, edited, completed or shared through the platform.
InventoryBase is designed around connected web and mobile workflows. Depending on your setup, reports can be prepared, assigned, completed and reviewed across dashboard and app workflows.
Yes. Reports can be reviewed and edited after an inspection before they are finalised or shared, depending on your workflow and permissions.
Yes. InventoryBase can support fields for meter readings, keys, property details, rooms, items, photos, signatures, documents and other inspection data depending on your template.
Live Inspections
Live Inspections allow property professionals to inspect a property remotely over live video while guiding the tenant, landlord, owner or on-site contact through the visit in real time — useful when you need to see the property, direct the inspection and capture evidence without physically attending every visit.
A Live Inspection is guided by a property professional in real time over live video. A Self Assessment is completed independently by a tenant, landlord, owner, resident or third party using a guided self-service workflow.
The nominated remote party — such as a tenant, landlord, owner, resident, student, guest or on-site contact — using the access method provided.
The relaunched Live Inspections experience is planned to support video recording where enabled. Recording should always be used with appropriate notice, consent, configuration and permissions.
Yes. They can be useful for viewing maintenance issues remotely, asking questions, capturing photos and deciding what needs to happen next.
Not always. Some inspections still require an in-person visit. Live Inspections are best used where a guided remote visit is suitable for the property, risk, client requirements and professional judgement.
Self Assessments
Self Assessments let you send a structured report, checklist or property form to a tenant, landlord, owner, resident, student, guest or third party to complete themselves. Recipients answer questions, upload photos, add comments, confirm information and submit the assessment remotely.
Tenants, landlords, owners, residents, students, guests, contractors or other third parties depending on your workflow.
Self Assessments are designed for simple recipient access by link or QR code where configured. Final access behaviour is confirmed per account setup.
Yes. Self Assessment templates can include photo prompts so recipients can upload supporting images for rooms, items, maintenance issues or other evidence points.
Yes. Completed Self Assessments can be used to generate structured reports containing responses, comments, photos, signatures or declarations where configured.
No. Some inspections still require a professional in-person visit or a guided Live Inspection. Self Assessments are best used where remote third-party data capture is appropriate.
Workstreams
Workstreams is InventoryBase's workflow for coordinating outsourced inspection and reporting work. It can help teams allocate jobs, manage suppliers, track progress, coordinate report delivery and support managed service workflows.
Yes. InventoryBase can support outsourced inspection workflows through Workstreams or contractor/supplier setups where configured — useful for agencies, property managers, managed service providers or businesses that need external clerks to complete reports.
Yes. InventoryBase can support workflows where you add, assign and manage your own contractors or inspection suppliers. Permissions, fees, job allocation and reporting workflows may depend on your account setup.
Yes. Workstreams is useful for teams that need to allocate work across internal users, external clerks or supplier networks while tracking report progress and delivery.
BaseAI
BaseAI is InventoryBase's AI-assisted reporting capability, designed to help users work faster with report writing, summaries, transcription and related AI-supported workflows where available. BaseAI should be treated as an assistant, not a replacement for professional review.
Depending on the features available on your account, BaseAI may help with report writing support, summary generation, audio transcription, turning notes into clearer report language, supporting faster report completion and reducing repetitive writing.
No. BaseAI is designed to assist human users, not replace professional judgement or review. Users should review AI-assisted content before finalising or sharing reports.
BaseAI may support audio transcription features where enabled. Availability, usage and billing may depend on your account setup.
BaseAI can assist with report writing and summaries, but compliance-related reports should still be reviewed by a qualified person and completed according to your business process, client requirements and professional judgement. Do not rely on AI output without review.
Integrations
Yes. InventoryBase can integrate with other systems and workflow tools where configured. Available integrations may depend on your account, plan, region and technical requirements.
InventoryBase may support workflows involving property management systems, CRMs, maintenance systems, accounting tools, portals, APIs and automation platforms where configured.
InventoryBase can support maintenance-related workflows and integrations where configured. For example, inspection observations or actions may be used to support maintenance follow-up in connected systems.
InventoryBase can support API or integration requirements where available and approved for your account. If you need an API or custom integration, book a demo or speak with the team so they can understand your workflow.
InventoryBase may support automation workflows where configured. Check the integrations page or speak with the team to confirm the best option for your use case.
Support & Academy
InventoryBase provides support resources, help articles and customer support channels to help users get started, troubleshoot issues and improve their workflows. For detailed how-to guidance, visit the support centre.
Yes. InventoryBase can support onboarding, especially for teams moving from another system, setting up templates, configuring reports or rolling out workflows across multiple users. The level of onboarding may depend on your plan, team size and setup requirements.
Yes. InventoryBase can help teams recreate or configure report templates based on existing report structures, wording and workflows — especially useful for larger teams, established inventory providers or businesses moving from another reporting system.
Yes. InventoryBase Academy provides training and learning resources for property reporting professionals, alongside support resources and guidance to help teams use the platform effectively.
InventoryBase Academy includes CPD-accredited training. Use the Academy page for the latest course information, training options and accreditation details.
Yes. You can book a demo to speak with the team, discuss your workflow and see whether InventoryBase is the right fit.
Security & data
Your business retains ownership of the data you upload and create in InventoryBase, subject to the terms of your agreement and applicable data processing requirements. InventoryBase provides the platform to store, manage, report and export that data through your account.
Yes. InventoryBase supports report outputs and exports so you can download, share or retain completed reports as part of your business records. Available export options may depend on the report type and account configuration.
InventoryBase can support data export workflows. Available export options may depend on your account, permissions, data type and configuration. If you need a specific export, contact support or speak to the team.
InventoryBase is designed to support secure access, controlled permissions and responsible handling of property and report data. See the Security and Privacy pages for details.
Yes. InventoryBase supports user access and permission workflows so the right people can access the right parts of your account. Permission options may depend on your account setup and plan.
InventoryBase supports property history, report activity and audit trail-style records that help teams understand what was created, updated, shared or completed. Available history and audit features may depend on the workflow and configuration.
No. InventoryBase helps teams create structured reports, capture evidence and maintain clearer records, but it does not provide legal advice or guarantee compliance. Compliance responsibilities depend on your business, report type, professional judgement, client requirements and applicable regulation.
Account management
Subscription management depends on your account setup. You can usually manage plan and billing questions through your account area or by contacting the team. For larger teams or custom setups, speak to the team before making changes.
Yes. If you need to cancel, follow the cancellation process in your account or contact support. Before cancelling, make sure you understand your data export options, notice period and any plan-specific terms.
Before cancelling, you should download or export any reports and data you need to retain. Access after cancellation may depend on your plan, account status and terms. Contact support if you need help preparing your account before cancellation.
Plan changes may be available depending on your account and subscription type. Contact the team to discuss options before cancelling if your usage is changing.
Reactivation may be possible depending on your previous account status and data retention terms. Contact support or the team if you want to reactivate.
Still have questions?
If you're comparing platforms, planning a rollout or trying to understand the best setup for your team, book a demo and we'll walk you through the right InventoryBase workflow.