Inspection and reporting software for BTR, PBSA and large residential portfolios

Build-to-Rent

Standardise move-in, move-out, unit condition and resident reporting across BTR communities.

Purpose-Built Student Accommodation

Manage high-volume room checks, student move-ins, move-outs and end-of-term reporting.

Large PRS Portfolios

Keep inspection records consistent across dispersed residential portfolios and regional teams.

Serviced Apartments

Record condition, turnover inspections, resident issues and maintenance observations across units.

Co-Living

Support room, shared space and communal area reporting across co-living buildings.

Multi-Site Residential Operators

Create consistent workflows across buildings, sites, regions and operating teams.

High-volume turnover

Move-in and move-out periods can create inspection peaks across hundreds or thousands of units.

Inconsistent records

Different site teams, regions or providers may capture property condition in different formats.

Limited portfolio visibility

Managers need to know what is booked, completed, reviewed, delivered and still outstanding.

Evidence scattered across systems

Photos, notes, resident comments and follow-up actions can become disconnected from the report.

Reporting delays

Manual reporting and duplicated admin slow down operations during peak periods.

Stakeholder communication

Residents, site teams, landlords, asset managers and operators all need clear records.

Standardise inspections across sites

Create consistent workflows for every building, region and team.

Capture evidence at unit level

Record photos, notes, signatures and condition details against each property or unit.

Manage move-in and move-out peaks

Support high-volume reporting during seasonal, student or operational turnover periods.

Improve portfolio visibility

Track inspection progress, report statuses and follow-up actions across locations.

Reduce repetitive admin

Use templates, dictionaries and BaseAI to speed up report preparation.

Deliver audit-ready records

Maintain report history, recipient activity, timestamps and supporting evidence.

Create inspection workflows

Set up report types for units, rooms, communal areas, move-ins, move-outs and periodic checks.

Assign work

Allocate inspections to site teams, regional teams, external providers or specialist assessors.

Capture evidence

Use mobile inspections to record photos, notes, condition details and resident acknowledgements.

Generate reports

Create professional reports using templates, dictionaries and BaseAI-assisted content.

Review and deliver

Approve reports, share with stakeholders and track activity.

Follow up

Record maintenance observations, actions, comments and completion status.

Move-In Reports

Record unit condition, keys, meters, furniture, appliances and resident acknowledgements.

Move-Out Reports

Compare condition, capture damage, record cleaning issues and document evidence.

Turnaround Checks

Support short-window inspections between occupancies.

Room and Unit Condition Records

Keep structured condition history at unit, room or shared-space level.

Resident Acknowledgements

Capture sign-off, comments and report access where required.

Evidence for Follow-Up

Connect observations to maintenance, cleaning or remedial actions.

Room-Level Reporting

Capture condition and evidence for individual bedrooms, studios and shared spaces.

Shared Space Checks

Inspect kitchens, corridors, lounges, bathrooms and communal facilities.

High-Volume Scheduling

Coordinate large numbers of inspections across sites and teams.

Evidence-Led Records

Keep photos, comments and report history connected to each room or unit.

Resident Communication

Share reports, capture acknowledgements and track activity.

Maintenance Handoffs

Turn observations into follow-up actions for site or maintenance teams.

Site Dashboards

Track progress across buildings and regions.

Team Diaries

See inspection activity across site teams and providers.

Scheduling

Assign work by site, region, team or provider.

Maps

Plan regional activity and site visits.

Permissions

Control access by role, team, branch, site or provider.

Portfolio Oversight

Monitor activity across residential assets and operating teams.

Capture consistent evidence on-site

Use the InventoryBase mobile app to capture photos, notes, signatures and structured condition data while teams are at the property or unit.

AI Photo Analysis

Generate draft condition descriptions from inspection photos.

Smart Fill

Complete report fields using inspection context.

Executive Summaries

Create concise summaries for portfolio, site or resident reporting.

Smart Rewrites

Turn rough notes into professional report language.

Consistency Across Sites

Help maintain a consistent reporting style across teams and regions.

Maintenance Observations

Capture issues during inspections.

Cleaning Notes

Record cleaning standards and turnaround requirements.

Damage Evidence

Document photos, comments and condition changes.

Action Tracking

Assign and monitor follow-up actions.

Priority Levels

Mark urgent, routine or informational items.

Report-Linked History

Keep actions connected to the original inspection record.

Role-Based Permissions

Control who can view, edit, review and deliver reports.

Site and Team Access

Manage access by site, team, branch, region or provider.

Report History

Maintain a record of report activity and changes.

Audit Trails

Keep evidence, timestamps and recipient activity connected.

Secure Portals

Share reports through controlled client and resident workflows.

Enterprise Support

Support larger teams with onboarding, configuration and account management.

Single Site

Manage unit inspections, move-ins, move-outs and maintenance observations in one place.

Multi-Site Portfolio

Standardise reporting across buildings, locations and operating teams.

Regional / National Operation

Coordinate teams, providers, reporting standards and portfolio visibility across regions.