Skip to content
GetInto AI

Inventory reports for letting agents: InventoryBase app

InventoryBase builds check-in, check-out and inspection reports on a phone, with unlimited photos and report templates. From about $52£39€46A$75C$73 a month.

At a glance

  • What it costs$52–63£39–47€46–56A$75–90C$73–88 a month

  • Worth, in extra profit or time saved in the worked example$266£200€238A$384C$376 a month

  • Pays for itselfIn about a week

  • Sign up and configure; no technical skills neededEasy to set up

Figures come from the worked example below, using its stated assumptions. Tool prices checked . How we check prices

The problem

A deposit dispute is won or lost on the check-in report, and reports typed up in Word with photos pasted in take a long time. If you do about 8 check-ins and check-outs a month and each write-up takes 2.5 hours, that is 20 hours a month of one person's time.

What the AI does

InventoryBase is an inspection app for inventories, check-ins, check-outs and mid-term inspections. Its pricing page lists unlimited reports and photos on every plan, along with custom templates, a personalized dictionary, built-in transcription and client logins, though it doesn't show which plan has which feature. The clerk works through each room on a phone or tablet, taking photos against each item, and the report is produced from the template. A property manager checks the report before it goes to the landlord and tenant.

A worked example

A letting agency in Northampton manages 120 properties and does about 8 check-ins and check-outs a month in-house, with one property manager doing them all. They move from Word and a camera to InventoryBase's Solo plan.

Before

About 2.5 hours a report for 8 reports: 20 hours a month

After

About 1.25 hours a report in the app: 10 hours a month

What it's worth

About $266£200€238A$384C$376 a month saved, against a $52£39€46A$75C$73 to $63£47€56A$90C$88 cost. That is 10 hours a month valued at $27£20€24A$38C$38 an hour. Solo is $47£35€42A$67C$66 a month plus VAT for 1 user and 100 properties, and 20 extra properties at 20p each add $5£4€5A$8C$8 so $52£39€46A$75C$73 plus VAT ($63£47€56A$90C$88 with VAT). Better evidence in deposit disputes isn't counted.

How to set it up

  1. Set up InventoryBase with your report templates for inventories, check-ins, check-outs and mid-term inspections.
  2. Load your managed properties and check how the 100-property allowance counts them.
  3. Do the next 2 check-ins in the app alongside your old method and compare time and quality.
  4. Take a photo against every item and meter reading, and describe condition in your own standard words.
  5. Have a second person read each report before it goes to the landlord and tenant for comment.

What goes wrong

  • The pricing page doesn't show which plan includes built-in transcription; audio transcription is also listed as an add-on from 35p a minute. Check before relying on dictation.
  • Solo includes 1 user. A second clerk needs Duo at $60£45€54A$86C$85 a month, and 5 users need Team at $100£75€89A$144C$141.
  • A report is only good evidence if it is detailed and agreed. Send it to the tenant promptly and keep their comments.
  • Extra properties above the plan's allowance cost 20p each a month.

More ideas for Letting Agents

Repair thread summaries with Gemini in Gmail: letting agents

Gemini in Gmail sums up a long repair thread before you ring the landlord, then drafts the follow-up email. From about $24£18€21A$35C$34 a month for 3 users.

  • Costs $24£18€21A$35C$34/mo
  • Worth $250£188€224A$361C$353/mo
  • Pays for itself in a few days
  • Easy to set up

Inquiry replies for letting agents: next steps in minutes

A Tally form gathers each applicant's move date, household and pets, and Zapier emails them the next steps straight away. From about $20£15€18A$29C$28 a month.

  • Costs $20–29£15–22€18–26A$29–42C$28–41/mo
  • Worth $233£175€208A$336C$329/mo
  • Pays for itself in about a week
  • Some setup needed

Lettings viewing slots for letting agents with Calendly

Applicants book viewing slots in your calendar through a Calendly link, and Calendly sends reminders. From about $11£8€10A$15C$15 a seat a month.

  • Costs $32–60£24–45€29–54A$46–86C$45–85/mo
  • Worth $200£150€179A$288C$282/mo
  • Pays for itself in about a week
  • Easy to set up

Certificate expiry reminders for letting agents in Apex27

Apex27 workflows cover certificates and inspections; a named person checks the expiry list weekly. $47£35€42A$67C$66 a user a month plus VAT; 30-day trial.

  • Costs $47–56£35–42€42–50A$67–81C$66–79/mo
  • Worth $117£88€105A$169C$165/mo
  • Pays for itself in about two weeks
  • Some setup needed

Rent arrears reminder drafts for letting agents, checked

ChatGPT, Claude or Gemini draft first and second rent reminders from your arrears list. You check the figures. Free to about $27£20€24A$38C$38 a month.

  • Costs Free–$27Free–£20Free–€24Free–A$38Free–C$38/mo
  • Worth $63£47€56A$90C$88/mo
  • Pays for itself in about a week
  • Easy to set up

Last updated October 17, 2026.