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Platform feature

InventoryBase Connect

Connect trusted suppliers for outsourced property reports.

Invite other Inventory Base users as Approved Suppliers, assign inspections to them, track progress and review completed reports without managing everything through email, attachments or manual chasing.

Use Workstreams to find and trial local suppliers, then use InventoryBase Connect to build your preferred supplier panel.

Book a Demo Explore Workstreams Read the Outsourcing Guide
Buyer account
Harbour Lettings · 3 branches
Workstreams
2 bids to review
InventoryBase Connect
S
Southsea Inventories
Portsmouth
Accepted
C
Clerk & Co
Southampton
In progress
H
Hampshire Reports
Winchester
Pending
C
Coastal Clerks
Chichester
Declined
4 connected accounts
Assigned inspection
Accepted
Check-out · 14 Albert Rd, Southsea
Supplier: Southsea Inventories · Clerk: J. Patel
Assigned Supplier completion Buyer review Delivered
Returned for review
Review
Inventory · Flat 5 Sevenoaks
From Clerk & Co · Buyer branding
ApproveRequest changes
What is InventoryBase Connect?

One Inventory Base account, connected to another

InventoryBase Connect lets one Inventory Base account connect with another so property reports and inspections can be outsourced through a structured workflow.

An agent, property manager or reporting business invites another Inventory Base user as an Approved Supplier. Once connected, the supplier receives assigned inspections, completes the report through their own account and returns it for review.

Definition

InventoryBase Connect is the connected supplier workflow for outsourcing property reports to trusted Inventory Base users.

Approved Suppliersthe in-product and help-centre term for the same feature
Buyerthe account inviting suppliers and assigning work
Supplierthe account accepting work and completing reports
The problem with disconnected outsourcing

Outsourcing should not mean losing visibility

Email, phone, spreadsheets and shared folders work at low volume. They get harder to manage with multiple suppliers, branches, report types and deadlines.

Manual supplier chasing

Teams spend time asking whether a job has been accepted, completed or returned.

Disconnected report status

The agent may not know whether the supplier has started, assigned a clerk or finished the report.

Duplicate data entry

Property details, appointment notes and client instructions get copied into another system.

Inconsistent supplier management

Different suppliers follow different communication, branding or report return processes.

Lost quality control

Reports arrive outside the agent’s preferred review workflow.

Harder supplier scaling

A multi-supplier panel becomes difficult to manage without a connected workflow.

InventoryBase Connect makes outsourcing feel like part of the platform workflow, not a separate manual process.

How it works

How InventoryBase Connect works

InventoryBase Connect links the Buyer’s Inventory Base account with the Supplier’s Inventory Base account. Ten steps, each one visible to both sides.

  1. Buyer
    01

    Invite a supplier

    Invite another Inventory Base account as an Approved Supplier.

  2. Supplier
    02

    Accept the invitation

    The Supplier accepts from their own Inventory Base account.

  3. Both
    03

    Accounts are connected

    The Supplier appears in the Buyer’s supplier list; the Buyer appears as a linked client.

  4. Both
    04

    Set permissions & branding

    Each side manages what the other can do and which branding appears on reports.

  5. Buyer
    05

    Assign an inspection

    Assign an inspection or report to the connected Supplier.

  6. Supplier
    06

    Accept or decline

    The Supplier reviews the job and accepts or declines it.

  7. Supplier
    07

    Assign a clerk

    The Supplier allocates the work to one of their own clerks.

  8. Supplier
    08

    Complete the report

    Completed through the normal Inventory Base reporting workflow.

  9. Supplier
    09

    Return for review

    The Supplier submits the report back to the Buyer.

  10. Buyer
    10

    Review and complete

    The Buyer reviews, approves and completes through their own workflow.

Buyer action Supplier action Both action
Two accounts, one workflow

Assign reports without giving suppliers full access to your account

Suppliers work from their own Inventory Base account while staying connected to the Buyer’s workflow, with no need to turn every supplier into a full internal team member.

Supplier uses their own account

The supplier manages the work in their own Inventory Base environment.

Buyer keeps control

The Buyer manages the supplier relationship, permissions and review workflow.

Supplier manages their own clerks

The Supplier allocates work to their own team.

Report returns for review

The Buyer reviews the completed report before final completion.

Branding can be controlled

Buyer and Supplier manage report branding settings where configured.

Relationship can scale

Connect multiple suppliers as the outsourcing model grows.

Built for known suppliers

Build your own connected supplier panel

InventoryBase Connect is ideal when you already know the suppliers you want to work with. Invite preferred inventory providers, regional suppliers, trusted contractors or partner businesses and keep them connected to your reporting workflow.

Preferred supplier panel

Invite your regular suppliers into one connected workflow.

Regional coverage

Different suppliers for different towns, cities, regions or branches.

Overflow work

Send excess jobs to trusted external suppliers during busy periods.

Specialist reports

Connect with suppliers who handle particular report types or property categories.

Multi-branch supplier management

Branches work with approved external providers while head office keeps visibility.

Long-term supplier relationships

Build an outsourced reporting network that grows with your business.

Permissions, branding and review

Control permissions, branding and report review

Suppliers are connected for assigned reporting work, not given unrestricted control over the Buyer’s whole account. Outsourcing does not mean losing control of the final client experience.

Supplier permissions
Control what the connected supplier can do in the relationship.
Buyer permissions
The Supplier manages the linked client relationship from their side.
Report branding
Buyer branding or Supplier branding on completed reports, where configured.
Complete and share permissions
Control whether suppliers can complete and share reports directly, where enabled.
Review before completion
Keep a review step so the Buyer checks reports before delivery.
Relationship management
Manage supplier settings from the supplier relationship area.
Supplier relationship
Southsea Inventories
Connected
Supplier can accept or decline assigned jobs On
Supplier can assign their own clerks On
Supplier can complete and share reports directly Off
Reports return to Buyer for review On
Report branding Buyer branding
Supplier can create inspections for this Buyer Off
Available controls depend on plan, permissions and account configuration. The Supplier manages the Buyer’s access from their side.
Connect vs Workstreams

InventoryBase Connect and Workstreams: what’s the difference?

Both support outsourcing, but they are not the same product. Connect is for managing known suppliers you already want to work with. Workstreams is for discovering local approved suppliers, requesting bids, tendering jobs and testing supplier relationships.

Area InventoryBase Connect Workstreams
Main purpose Connect known suppliers Discover and request bids from local suppliers
Best for Preferred supplier panels Supplier discovery and outsourcing opportunities
Supplier relationship Direct connected account relationship Network, bid or marketplace-style relationship
User action Invite a supplier Request bids or offer work
Typical use Assign reports to trusted suppliers Find, compare and trial suppliers
Long-term role Manage your supplier panel Build a supplier pipeline
Recruitment angle Manage trusted regular suppliers Discover suppliers who may become regular contractors or future team members
Main purpose
Connect · Connect known suppliers
Workstreams · Discover and request bids from local suppliers
Best for
Connect · Preferred supplier panels
Workstreams · Supplier discovery and outsourcing opportunities
Supplier relationship
Connect · Direct connected account relationship
Workstreams · Network, bid or marketplace-style relationship
User action
Connect · Invite a supplier
Workstreams · Request bids or offer work
Typical use
Connect · Assign reports to trusted suppliers
Workstreams · Find, compare and trial suppliers
Long-term role
Connect · Manage your supplier panel
Workstreams · Build a supplier pipeline
Recruitment angle
Connect · Manage trusted regular suppliers
Workstreams · Discover suppliers who may become regular contractors or future team members
Need to find suppliers first?

Use Workstreams to request bids from local approved suppliers, trial working relationships and identify suppliers worth inviting into InventoryBase Connect.

Explore Workstreams
Workstreams as a supplier discovery tool

Use Workstreams to find future suppliers for your panel

Discover local suppliers and trial real working relationships before deciding whether to invite a supplier into InventoryBase Connect. Over time this supports preferred supplier panels, overflow contractor pools, regional networks and long-term partnerships.

  1. Workstreams
    Discover through Workstreams
  2. Workstreams
    Request bids
  3. Workstreams
    Trial supplier
  4. Workstreams
    Review quality
  5. Connect
    Invite through InventoryBase Connect
  6. Connect
    Preferred supplier panel
  7. Connect
    Contractor or team opportunity

Workstreams can help you discover and trial local suppliers who may later become preferred partners, regular contractors or future team members. Neither Workstreams nor InventoryBase Connect is a recruitment platform.

Connected CRM and PMS workflows

Keep outsourced work connected to your CRM or PMS workflow

Outsourcing should not break the connection between your CRM, PMS, property records and reporting workflow. InventoryBase Connect sits alongside Integrations and Workstreams as part of one connected operational flow.

  1. CRM / PMS
  2. Inspection created
  3. Supplier assigned via Connect
  4. Supplier completes report
  5. Buyer reviews
  6. Report delivered
  7. CRM / PMS updated*

*Where supported. Specific data flows depend on integration scope, setup and permissions; not every CRM or PMS supports every return flow automatically.

Reduce duplicate entry
Property and appointment details flow from connected systems where configured.
Keep reports connected
Completed reports stay linked to the original property or inspection workflow.
Support supplier outsourcing
Suppliers complete work without the agent re-keying every job.
Improve operational visibility
Track report status alongside the wider property workflow.
Support multi-supplier operations
Different suppliers for different branches, areas or report types.
Explore Integrations
For letting agents and property managers

A better way to manage outsourced reporting

Manage external suppliers without losing control of assignment, status, branding, review or report delivery.

Letting agent and property manager solutions
Build a supplier panel
Invite multiple suppliers and connect them to your workflow.
Assign jobs faster
Choose a connected supplier when creating or assigning an inspection.
Keep status visible
See whether work is assigned, accepted, completed or returned.
Reduce admin
No separate email chains, manual attachments or duplicated job details.
Improve report consistency
Inventory Base workflows, templates and review steps.
Manage overflow and regions
Route busy-period work and local jobs to trusted external suppliers.
Keep review control
Approve reports before completion or sharing where required.
For inventory providers and suppliers

Why suppliers connect

Receive work from connected Buyers while managing your own clerks, branding and workflows inside your own Inventory Base account.

Inventory provider solutions
Receive work from connected Buyers
Accept assignments from agents, property managers or reporting businesses.
Work in your own account
Manage assigned work from your own Inventory Base environment.
Assign your own clerks
Allocate jobs to your team rather than working inside the Buyer’s account.
Return reports for review
Complete the work and send reports back to the Buyer’s workflow.
Grow client relationships
Become a trusted connected supplier for long-term clients.
Support your own brand
Use branding options where configured and agreed.
What can be assigned

What reports can be assigned to connected suppliers?

InventoryBase Connect supports outsourced reporting across different property report types, depending on supplier capability, permissions and account configuration.

Inventory reports

Starting condition, contents, cleanliness and evidence records.

Check-in reports

Move-in handover, keys, meters, tenant comments and acknowledgements where configured.

Midterm inspections

During-tenancy condition checks and maintenance observations.

Check-out reports

End-of-tenancy comparison against the starting record.

Maintenance reports

Issue evidence, photos, repair notes and follow-up observations.

Specialist reports

Custom or specialist reports where the supplier is qualified and the workflow supports it.

InventoryBase Connect, Workstreams and outsourcing

A connected outsourcing ecosystem

Three parts that work together: find suppliers, connect suppliers, manage reporting.

1
Find suppliers

Workstreams

Find local approved suppliers, request bids and offer work or contracts through the supplier network.
2
Connect suppliers

InventoryBase Connect

Invite known suppliers and connect their Inventory Base accounts to your reporting workflow.
3
Manage reporting

Inventory Base workflow

Assign reports, track progress, review quality and keep completed work connected to your property records.
Check plan and setup

Before you start

InventoryBase Connect depends on plan eligibility, account setup, permissions and supplier configuration. Plan names, allowances and pricing are confirmed with your account team.

  • Confirm the Buyer account is on a plan that supports inviting connected suppliers.
  • Check whether connected suppliers count towards your user allowance or incur additional-user charges.
  • Invite the supplier using the correct account owner email.
  • Confirm supplier permissions, branding preference and whether the supplier can complete, share or return reports for review.
  • Agree how assigned jobs should be handled, and whether CRM/PMS integrations apply to the workflow.
Related resources

Related resources

Workstreams
Find local approved suppliers, request bids and use the Workstreams network for outsourced reports.
Guides
Practical guides on supplier outsourcing, QA, templates and CRM/PMS-connected workflows.
Inventory Providers
How reporting businesses use Inventory Base to run a better inventory operation.
Letting Agents
How inventories, check-ins, midterms and check-outs fit into the tenancy lifecycle.
Report Templates and Dictionaries
How templates and standard wording keep outsourced reports consistent.
Integrations
Connect Inventory Base with CRM, PMS and other systems where supported.
FAQs

InventoryBase Connect FAQs

InventoryBase Connect is the supplier connection workflow for inviting other Inventory Base users to work as connected suppliers and complete reports on your behalf.

Build a connected supplier panel for outsourced reporting

Use InventoryBase Connect to invite trusted Inventory Base suppliers, assign reports, track progress and review completed work. Use Workstreams when you need to find and trial local suppliers first.

Book a Demo Explore Workstreams Read the Outsourcing Guide