Move-in, move-out and inspection checks with photos and signatures
Walk the unit at move-in, move-out and in between with a check. Check points are cards answered with one tap. The check takes photos, meter readings, the item list, keys and damage. Your staff sign first and the tenant signs last. The tenant gets the PDF; new damage at move-out becomes proposed deposit deductions.
PLANSEvery plan
The problem it solves
- The move-in condition is a few phone photos nobody can find a year later.
- At move-out the tenant says the scratch was there before, and you cannot prove otherwise.
- Routine inspections are skipped because nobody tracks when they are due.
How it works
- Set up check templates once: Going Out (move-in), Coming Back (move-out), Periodic (routine), Return to Service. Each has check points, photo angles, meters and an item list.
- List each unit's inventory: room, item, make, serial, quantity, condition, value and a photo.
- Move In on the lease opens the check (the Staff app opens it from Today). Tap an answer on each point card, take a photo on each angle tile, read the meters, tick the items and note damage.
- The staff member presses Staff Sign, and each team signs where the template asks. Checks Done is refused while any required point, photo or reading is open. The check then waits Ready for Customer, on Today in the Staff app too.
- The tenant signs last with Customer Sign, and that signs the check.
- The tenant gets the report PDF and may Dispute within the window (2 days to start with).
- At move-out the check compares with move-in; new damage and missing items become proposed deductions from the deposit.
Everything it does
Templates
- Kinds: Going Out, Coming Back, Transfer, Return to Service, Periodic
- Check points with a team and Mandatory; Charge If Failed amount
- Photo angles (required or not), meters (electricity kWh, water, gas and others), item list
- Customer Signs and Staff Signs (both on to start with), Each Team Signs (off), Dispute Window (2 days to start with)
- Without a template of a kind, that step happens without a check
A check
- Check points as cards by team, answered with one tap: OK, Repair later, Needs repair or N/A; All OK for a team
- Filters All, To answer and Problems; a note and a camera photo on the card
- Photos: a tile per angle with taken and required left, and Extra photo; each photo gets its time
- Readings (a reading lower than before is refused), the unit's inventory copied in with quantity and condition
- Damage: area, description, severity Minor or Major, estimated cost, photo, New, Charge Customer
- In Progress, then Ready for Customer, then Signed; a team's answers lock once it signs
- Staff Sign and Customer Sign open the signature pad with the name filled in; the tenant signs last
- Print Report PDF; Dispute and Resolve Dispute
Routine inspections
- Inspect Every (months) on the unit; 0 means none
- A week before the next date a Periodic check is made for the tenant's lease and the tenant is told
- Last and next inspection dates on the unit; Periodic Check at any time
After move-out
- New damage at its estimated cost and missing items at their value proposed as deposit deductions
- New damage marked Charge Customer also becomes a charge to confirm
- Failed points with a charge become a charge
- Make-ready tasks start for the unit
Who uses it
Inspector or property managerDoes the checks on the web or in the Staff app.
TenantSigns last, gets the PDF and may dispute within the window.
Lease ManagerSets up templates and resolves disputes.
Where you use it
- Web: Lease > Operations > Checks and Upkeep > Checks and Inspections; Lease > Configuration > Upkeep and Checks > Check Templates; Move In and Move Out on the lease
- The SmartMy Lease Staff app: Today and Portfolio > Units > Inspect, with photos and signatures on the screen. (Built and in testing, not in the app stores yet)
- Tenant web page: the signed checks as PDF
- Not by itself: spotting damage from photos with AI needs the AI side switched on
What you control
Settings
- Customer Signs and Staff Signs: on to start with
- Dispute Window: 2 days to start with
- Inspect Every: 0 months (off) to start with
Notifications
- Rental Check Report: the signed report PDF to the tenant, by email, WhatsApp, SMS and in-app, where your messaging is set up
- Inspection Booked: to the tenant a week before a routine inspection, by email and in-app
- Each person can switch off a channel, such as email, for themselves; in-app notices always arrive
Questions
Can the tenant sign on the phone at the unit?
Yes. In the Staff app the tenant and the staff member sign on the screen, and the PDF goes to the tenant. On the web the tenant signs last, after Checks Done.How are move-out charges proposed?
Damage marked New at move-out is proposed at its estimated cost, and missing items at their value. The tenant agrees or disputes each line online.Can the tenant dispute a check?
Yes, within the template's dispute window, 2 days to start with. A Lease Manager can open a dispute later and resolve it.Are routine inspections booked by themselves?
Yes. Set Inspect Every on the unit; a week before each date a check is made and the tenant is told.Related features
CHECKS, DEPOSITS AND REPAIRSDeposits, deductions and settlementThe deposit is held on a liability account, taken in one go or in parts. At move-out, deductions are proposed from the check. The tenant agrees or disputes each line online. Settle Deposit keeps what is agreed and refunds the rest.CHECKS, DEPOSITS AND REPAIRSMake-ready tasks before the next tenantWhen a tenant moves out, your list of tasks between tenants is made for the unit: paint, deep clean, change locks. The unit shows Not Ready until the last task is done, then it is Vacant again.CHECKS, DEPOSITS AND REPAIRSRepair requests with service levels and work ordersTenants report repairs with photos from their page or the app. Each request gets a category and urgency, and respond-by and fix-by times from your service levels. It also gets work orders to vendors, a recharge to the tenant when they pay, and the tenant's rating.OPERATIONSThe SmartMy Lease Staff appProperty managers, leasing agents, inspectors, maintenance, housekeeping and the front desk run the day from a phone. The app opens on Today and its Menu holds the same places as the web's Lease menus.REPORTS AND AIAI spots damage and suggests repair costsAt move-out or an inspection, press Spot Damage with AI. The AI compares each new photo with the same angle from the previous check and adds new damage. Suggest Costs with AI then gives a typical repair cost for each new damage line, ready for deposit deductions.
See your buildings on it.
Tell us how many properties and units you have, whether you let your own or manage for owners, and how rent is paid today. We will set up your portfolio with you on SmartMy Lease.