Inventory reports
Check-In & Check-Out Reports (Property Inventories)
A dated, photo-backed record of a property’s condition at move-in and move-out — built room by room on your phone, signed by the tenant, and compared at the end so fair wear and tear is separated from damage. The evidence that protects a deposit. Here’s how it works.
Creating reports is on the paid plans (Starter and up). The AI check-out comparison and AI photo descriptions are on Standard and Business.
Last updated: July 2026
How it works
1. Start a check-in report
From the Inspections area — or a tenancy's Reports tab — create a check-in report for the property and link it to the tenancy. (A check-out report later requires a tenancy, so the two can be compared.)
2. Walk the property on your phone
Go room by room from the built-in templates. Rate each item Excellent, Good, Fair or Poor (each rating has its own icon and colour, so it's clear at a glance), add notes, and take photos straight from your phone's camera. Record the meter readings and the keys handed over as you go.
Good to know: On the Standard and Business plans, RentFig's AI can draft an item's condition description from your photos — a time-saver on a big inventory.
3. Generate the PDF and get it signed
One click produces a professional, deposit-scheme-style PDF — rooms and items with photos and condition, meter readings, keys and a signatures block. The tenant is automatically emailed a secure link to confirm or dispute it, and you can see whether it's pending, confirmed or disputed.
4. Compare at check-out
At move-out, create a check-out report and let the AI compare it to the check-in. It flags each change as no change, fair wear and tear, or damage beyond wear — with an estimated cost — and you can flag the genuine damage straight into the deposit deductions.
Good to know: The AI check-out comparison is on the Standard and Business plans.
Frequently asked questions
What kind of reports can I create?
Check-in and check-out inventory and condition reports — a dated, photo-backed record of the state of a property at the start and end of a tenancy. They're built for protecting the deposit, not for routine periodic visits.
Can I do the whole thing on my phone?
Yes. The report is built room by room with condition ratings, notes and photos taken straight from your phone camera, so you complete it on-site as you walk round.
Does the tenant sign the report?
Yes. When you complete a report the tenant is emailed a secure link to review and either confirm or dispute it, and the signature status is tracked against the report.
What does the AI check-out comparison do?
It compares the check-out report against the check-in, item by item, and classifies each change as no change, fair wear and tear, or damage beyond wear — with an estimated cost. You can push the genuine damage straight into the deposit deductions, which makes an end-of-tenancy dispute far easier to evidence.
Where are my reports kept?
Against the tenancy, and in an organisation-wide list of all your reports. Each finished report is saved as a PDF you can download or re-send.
Which plan do I need?
Creating reports (with photos, the PDF and tenant e-signature) is on the paid plans, Starter and up. The AI photo descriptions and the AI check-out comparison are on Standard and Business. Free accounts can view reports but not create them.