Artificial Intelligence & inventory clerks – what is the future?

Earlier this month Sian Metcalfe Operations controller at InventoryBase a top voice in the PRS and sector did a webinar with Daniel Evans from AIIC (Association of Independent Inventory Clerks). The discussion was provocatively called ‘ Will AI replace inventory professionals – or unlock their true potential?’ Now I missed the event so have no idea what was covered on the day – but I am sure it unpacked a lot of great content as it was built up with the following teaser ,

‘As artificial intelligence becomes more embedded in property technology, inventory professionals are facing big questions about their roles, relevance, and future value. This webinar will unpack the realities behind the hype, explore how AI is already changing the way reports are compiled and delivered, and explain why human expertise is still the most critical asset in the process.

Why should you attend? – Discover how AI is transforming inventory report workflows – Understand what today’s clerks and suppliers need to know – Learn why your expertise matters more than ever. Whether you compile reports daily or manage teams who do, this is one conversation you won’t want to miss’.

Having missed all of the wisdom of that webinar, but increasingly in my day job dealing with founders utilising AI in the services they are building out, and of course with the AI revolution seeming to be encroaching in to all our lives so I thought I would give my own views on what possibel impact AI is having in the inspection of property assets sector.  

In UK lettings, inventory clerks play a crucial role in protecting landlords, tenants, and property managers alike. By documenting the condition of rental properties at check-in and check-out, they provide the foundation for fair deposit returns and help resolve disputes. But as artificial intelligence and automation technologies become more sophisticated, a pressing question arises how will AI feed into this nexus replace inventory clerks – or will it simply change the way they work for the better?

The Role of the Inventory Clerk

Inventory clerks are responsible for producing detailed reports that outline the state of a property before and after a tenancy. This includes descriptions of furnishings, fixtures, cleanliness, and any wear and tear, often supported by hundreds of photos. Their work demands attention to detail, strong communication skills, and impartiality – all of which are essential in the event of a dispute.

In the UK rental sector, where compliance with regulations like the Tenant Fees Act and Deposit Protection Schemes is vital, the accuracy of these reports can have legal and financial implications. But the job also comes with challenges: tight deadlines, travel between properties, data-heavy administration, and time-consuming report writing.

Enter AI: Threat or Tool?

AI-powered tools are now making their way into the property sector, so this must inevitably include inventory services. These innovations offer:

Automated Report Generation: Software can auto-generate structured reports using templates and pre-filled data, significantly cutting down on time spent writing.

Voice-to-Text & Image Recognition: Clerks can dictate notes that are transcribed and formatted instantly. Some platforms even use AI to tag and describe property photos. And more importantly pictures are now being translated into words, a critical changeover point.

Smartphone Apps with AI Assistance: Clerks can capture evidence and receive prompts about items they may have missed, ensuring more consistent reports. Predictive Maintenance: Some systems analyse repeated issues across properties (e.g. recurring mould or appliance breakdowns) to recommend preventative action.

These advancements are undeniably powerful. But do they make human clerks obsolete?

Why Human Judgment Still Matters

Despite its growing capabilities, AI has limits—particularly in the nuanced, often subjective areas of property assessment. AI can detect a stain, but it can’t yet understand whether it’s fair wear and tear or tenant damage based on context. Nor can it always handle the interpersonal side of the job, like explaining findings to a nervous tenant or mediating a tense check-out.

Inventory clerks provide professional judgment, local knowledge, and a human presence that AI cannot replicate. They also ensure that reports are truly impartial and tailored to each property—something templates and automation struggle with in more complex cases.

Collaboration, Not Replacement

The future isn’t about AI replacing clerks—it’s about AI helping them do their jobs more efficiently. For instance: Clerks can complete reports faster, reducing admin hours and increasing their capacity. Errors and inconsistencies can be minimised with smart suggestions and prompts.

Time saved on formatting and editing reports can be reinvested in better client service and training. In other words, AI can take care of the repetitive, low-value tasks, so inventory clerks can focus on high-value work that requires their experience and judgment.

The Evolving Role of Inventory Clerks

As AI tools become more mainstream, the role of the inventory clerk in the UK rental market is set to evolve. Clerks who embrace digital tools will become more agile, more productive, and better equipped to meet the expectations of landlords, letting agents, and tenants alike.

Upskilling will be key learning how to use AI tools, understand their outputs, and remain compliant with legal standards. Rather than fearing technology, clerks should view it as a competitive edge.

AI is not here to replace UK inventory clerks—it’s here to unlock their full potential. By streamlining admin and enhancing accuracy, AI allows clerks to deliver faster, smarter, and more consistent service. But it’s the human touch—experience, fairness, and communication—that still makes a great inventory clerk indispensable.

In a sector built on trust and documentation, the smartest move isn’t choosing between humans and machines. It’s empowering both to work better, together. And most importantly as inventories are of course a source document that will be used to settle disputes they are of course a possible legal piece of evidence, so the better and truer picture they provide, will help all stakeholders to get the correct result.

 

 

Andrew Stanton CEO Proptech-PR

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