PROPTECH-X : InventoryBase: Smart ways for Letting Agents to manage property inspections

In the lettings industry, time is money — and nothing eats up time quite like property inspections and report writing. For letting agents juggling multiple properties, appointments, and tenants, keeping on top of check-ins, inventories, and compliance can feel like a full-time job in itself. That’s where InventoryBase steps in.

InventoryBase is a cloud-based platform with an integrated mobile app that simplifies the entire property reporting process. Built with letting agents in mind, it allows you to complete detailed, professional inspections on-site using your phone or tablet. You can capture high-quality images, record voice notes, and enter comments as you go — all of which sync automatically to the cloud for immediate editing and sharing.

One standout feature is the ability to carry out live inspections remotely. Using real-time video, you can guide tenants or third-party contractors around the property, take notes, and generate reports without having to be physically present. It’s an ideal solution for managing properties at a distance or scheduling last-minute check-outs when your diary is already full.

Once your inspection is complete, it turns your notes and media into polished, fully-branded reports. Templates are entirely customisable, and digital signatures can be added on the spot. Reports are automatically saved, archived, and ready to share with landlords, tenants, or contractors — making it easier than ever to stay organised and compliant.

For agents looking to outsource inspections during busy periods, InventoryBase also connects you with a network of vetted professionals through its Workstreams feature. These inspections can be completed on your behalf and returned under your own branding, so your clients never notice the difference.

The platform integrates with popular CRMs and property management tools, making it easy to slot into your existing workflow. And with pricing starting far lower than you might think, it’s a scalable solution for businesses of all sizes — from independent agents to national chains.

The time it takes to manually carry out a property inspection can vary depending on the size and condition of the property, the type of inspection being done (inventory, check-in, check-out, interim), and the level of detail required. But here’s a general guide based on industry norms:

Average Manual Inspection Times

• Studio or 1-bed flat: 45 minutes to 1.5 hours

• 2–3 bedroom house: 1.5 to 2.5 hours

• 4+ bedroom property: 2.5 to 4+ hours

These estimates include time spent: Walking through the property room by room, taking detailed notes (condition of walls, flooring, fixtures, etc.), photographing each area thoroughly and manually writing or typing the report later (often back at the office).

Add-On Time Factors

• Furnished properties take longer due to the need to document each item.

• Poorly maintained properties or disputes require more photos and detailed commentary.

• No template or software? You’ll spend extra time formatting and editing the final report.

• Tenants present can slow things down if they’re asking questions or you need to navigate around them.

As CEO Steve Rad comments, ‘With traditional methods, the report writing alone can take as long as the physical inspection — sometimes longer, especially for more detailed inventories. That’s why we can save clients by up to 50% or more, allowing reports to be completed during the inspection or shortly after. With InventoryBase, inspections are no longer a chore — they’re an opportunity to deliver a better client experience.’

InventoryBase gives letting agents a professional edge, helping you save time, reduce admin, and provide a better service to both landlords and tenants. To see how it works in action, please visit inventorybase.com or watch their introductory video.