Run a move-in or move-out inspection

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Lease inspectionsmay not be turned on for your workspace or plan. If you don't see it, contact your workspace admin.

An inspection is the evidence behind a deposit decision. The move-in inspection sets the baseline condition of the unit; the move-out inspection is compared against it, and what’s changed drives the deductions.

Find or schedule the inspection

Most inspections are created for you: a move-in when a lease is activated, and a move-out when a lease is terminated or reaches its end date — that one is scheduled about a week ahead of the hand-back.

To schedule one yourself — a mid-term check, or an ad-hoc visit:

1. In the sidebar, select Inspections.
2. Select Schedule inspection.
3. Choose the Lease, the Kind, and the date under Scheduled for.
4. Tick Accompanied by tenant if the tenant will be present, and Requires sign-off if you want the report signed.
5. Select Schedule.

Note

A lease can have only one active inspection of each kind at a time. If the form says one already exists, open it instead of creating a second.

Conduct it

Conducting an inspection is a three-step walk-through — Start, Capture, Review.

1. Open the inspection and select Conduct, then Start inspection. Its status becomes In progress.
2. Under Capture, log what you inspected as you go. For each row set the Area and the Item, then the Condition now: New, Good, Fair, Poor, Damaged or Missing. Select Add item for the next one — there is no fixed checklist, so record what the unit actually has.
3. Select Add photos on the rows that need evidence, and use Note for anything a photo doesn’t show. On a move-out you’re comparing against the Move-in baseline shown beside each item.
4. Turn on Beyond fair wear & tear for anything the tenant should be liable for, and add the Estimated cost.
5. On Review & complete, use Add deduction to turn liabilities into deposit deductions — each with a Line item, an Amount and its Evidence.
6. Select Complete inspection (on a move-in, Complete & store baseline).

Caution

An inspection is locked once it’s complete. Record everything — including the photos — before you finish it.

What happens next

On a move-in, the recorded condition becomes the baseline. Every later inspection on that lease shows a move-in column next to what you find, so changes are obvious.

On a move-out, the deposit is reconciled: the return is the deposit minus the agreed deductions, and any shortfall becomes a charge on the tenant’s account. The draft payment and any overage invoice appear in Rent & Billing for you to review before they go out.

If the tenant challenges the outcome, mark the inspection Disputed with a reason — the amounts freeze until an administrator resolves it, so nothing is paid out or charged while the disagreement is open.