Move-in and move-out inspection reports in TenantCloud

When a tenant disputes a deposit deduction, a paper checklist and a camera roll make a weak record, and writing up each inspection takes time. If a manager does 2 move-ins and 2 move-outs a month and spends about 90 minutes on each walking the home, sorting photos and typing the report, that's 6 hours a month.

TenantCloud's inspections use a digital form with photos, videos and notes, stored in the account. Tenants can flag issues from the form, you can share results and have them signed online, and you can compare move-in and move-out reports side by side. Walk the home with the tenant at move-in where you can and get the report signed; at move-out, use the same form and compare. A manager decides deductions from the comparison and the lease. The deposit deadline is recorded first in your main property management calendar with a named person checking it, and the itemized statement goes out within your state's time limit.

An independent property manager in Kansas City looks after 50 rental homes, with about 2 move-ins and 2 move-outs a month. He replaces paper checklists with TenantCloud Pro, has tenants sign the move-in report online, and compares the reports side by side at move-out.

About $90£68€81A$130C$127 a month saved, against a $50£38€45A$72C$71 cost. That's 3 hours a month, worth $90£68€81A$130C$127 if your time is worth $30£23€27A$43C$42 an hour. Pro is $50£38€45A$72C$71 a month billed annually or $60£45€54A$87C$85 billed monthly, with 50 inspections and up to 60 leases. Fewer lost deposit disputes would add to this but aren't priced here.

1. 1Build your inspection form room by room, with the same items for move-in and move-out.
2. 2At move-in, walk the home with the tenant if you can, take photos and video of every room, and have the tenant sign the report online.
3. 3Record each move-out date and your state's deadline for returning the deposit or sending an itemized statement in your main property management calendar, with a named person checking the list every week.
4. 4At move-out, use the same form, compare the reports side by side, and separate damage from normal wear and tear.
5. 5Send the itemized statement with photos before the state deadline, and keep the reports as long as your state and the management agreement require.

• Deposit deadlines and what counts as normal wear and tear differ by state. Missing the deadline can cost the right to deduct, and in some states a penalty, whatever the photos show.
• Any reminder an app sends can fail silently. The weekly check of move-outs and deposit due dates by a named person is the control.
• The page doesn't say whether the inspection allowance (15 on Growth, 50 on Pro) is monthly, yearly or in total. Check before planning 48 inspections a year on it.
• Photos added later from a camera roll are weaker evidence. Take them in the app, room by room, during the inspection.