Inspection evidence for residential property managers
From inspection photos to a complete move-out evidence package.
Document move-in and move-out condition, compare what changed, organize the deductions you claim, and produce one chronological record — without replacing the property management software you already run.
The status quo
The evidence exists. It is just in six different places.
Deposit disputes are not won at the move-out walkthrough. They are won by what was recorded eleven months earlier, and whether anyone can still find it.
A resident disputes a charge, and someone spends most of a day reconstructing what the unit looked like a year ago. They find the move-out photos immediately. The move-in photos take longer. The one shot that proves the carpet was clean on day one is on a phone that belonged to a leasing agent who left in June.
The charge might have been entirely fair. That is rarely the problem. The problem is that a fair charge and an undocumented charge look identical once they are being questioned.
Phone camera roll
Move-in photos, mixed in with everything else that week
A folder on the shared drive
Named after the address, organized by whoever got there first
A PDF condition report
Accurate on the day it was signed, unopened since
A text thread
The maintenance tech sent the good photos here
An email with an invoice
The only proof of what the repair actually cost
The deposit spreadsheet
Amounts, but nothing behind them
The chain
One tenancy, recorded end to end
Each step exists to make the next one possible. A move-out photo is only worth something because a move-in photo of the same wall exists, and both are worth more because the repair invoice is attached to the finding they produced.
- 01
Capture the condition
Room-by-room templates tell the person on site exactly which shots are required. Capture works with no signal — photos are written to the device and upload when the network comes back.
- 02
Show what changed
Move-in against move-out, room by room, side by side, with both capture timestamps carried through. The pair is what makes a change visible rather than arguable.
- 03
Organize the evidence
Classify each finding as normal wear, tenant damage, or cleaning, and attach the estimate, the invoice, and the supporting photos to that specific line.
- 04
Document the decision
An itemized disposition in whole cents, carrying your reasoning and your name. Correcting one adds a revision — it never rewrites what you already sent.
- 05
Produce the record
One chronological package for the tenancy, hashed and sealed, shared through a link that expires and can be revoked.
Show what changed
The pair is the evidence, not the photo
A photograph of a stained carpet proves a carpet is stained. It proves nothing about who stained it.
What answers that question is the same carpet, photographed on the day the resident took possession, sitting next to it with both dates visible. So the comparison is built around subjects rather than albums: move-out kitchen counter against move-in kitchen counter, not one folder against another.
Because both inspections ran from the same template, every required shot at move-out already has a counterpart at move-in.
Move-in
Tenancy started 03 Mar 2025
Move-out
Tenancy ended 28 Feb 2026
Kitchen — cabinet fronts
Change noted: Lower left door detached at hinge
Living room — carpet, north wall
Change noted: Staining along baseboard, approx. 1.2m
Classifying findings and assembling the package
Wear, damage, or cleaning — recorded as your call
ProFlow360 does not classify findings for you, score severity, or estimate cost. It records the classification you chose, the amount you entered in whole cents, who entered it, and the photographs it rests on — and whether the line came out of the comparison or was typed by hand.
Move-out capture, held against the 03 Mar 2025 move-in photo
Operator classifies this finding
Normal wear
Not chargeable
Tenant damage
Chargeable
Cleaning
Chargeable
Other
Operator note required
- Repair documentation
- Invoice attached · 1 file
- Amount entered by operator
- $184.00
- Recorded by
- D. Ramirez · 02 Mar 2026
Assembled once, in the order it happened
One tenancy, in sequence, from the move-in capture through the classified findings and the invoices behind them — produced from records that already existed rather than reconstructed under pressure the afternoon a dispute arrives.
1420 Oak Ridge Dr, Unit B
Resident tenancy · 12 months
169 photos · 3 documents
Move-in inspection
03 Mar 2025
9 rooms · 64 photos · signed by resident
Mid-lease maintenance visit
11 Jul 2025
Water heater replacement · 6 photos
Periodic walkthrough
19 Nov 2025
9 rooms · 41 photos
Move-out inspection
28 Feb 2026
9 rooms · 58 photos
Findings classified
02 Mar 2026
3 chargeable · 5 normal wear
Repair documentation attached
04 Mar 2026
2 invoices · 1 vendor estimate
Exported as a single chronological package, or shared as an expiring link. Amounts shown are the ones the operator entered.
Why it holds up
A record that can be quietly edited after it is sent is weak evidence
Most documentation tools let you go back and change what you already issued. That is convenient right up to the moment somebody asks whether you did.
When a disposition is issued, ProFlow360 seals it. The sealed revision carries a SHA-256 hash over its own canonicalized contents and a manifest listing every photograph it references, each with its own content hash and capture time.
From that point the database itself refuses to change it. Postgres triggers reject any update, delete, or late line-item insert against a sealed revision — not application code that could be bypassed, but a constraint underneath it. Photos referenced by an issued revision cannot be deleted either, including by a cascade from a parent record.
Corrections are still possible, because real ones happen. A correction creates a new revision with a complete new set of lines and supersedes the previous one. The old revision stays intact and readable. The chain is the audit history.
- Revision 2Sealed · current
Issued 04 Mar 2026 · D. Ramirez
sha256 a3f1c9…7b42
169 photos and 3 documents hashed into the manifest
- Revision 1Sealed · superseded
Issued 02 Mar 2026 · D. Ramirez
sha256 0e88d4…19ac
Superseded by revision 2. Retained in full, never edited.
Enforced in the database, not the app. Once a revision is sealed, Postgres rejects any update, delete, or late line-item insert against it. The only permitted change is sealing itself.
In the field
A native iOS app, built for units with no signal
Evidence starts at the property, so the field app is the part that cannot fail. Templates remove the judgement call about what to photograph, and the queue removes the risk of losing the work.
- Capture offline
- Photos are written to the device before any network call. A vacant unit with no signal is the normal case, not the edge case.
- Uploads on reconnect
- A queue on the device retries in the background when the network returns, without anyone reopening the app.
- Capture time, not upload time
- A photo taken Tuesday in a basement and uploaded Thursday from the office still reads Tuesday.
- Location if you want it
- Coordinates can be attached, and geotagging stays off unless the person capturing turns it on.
Offline. 12 photos saved on device, queued to upload
- KitchenComplete
- Counters and backsplash
- Appliance interiors
- Under-sink cabinet
- Bedroom 2In progress
- Walls, all four
- Flooring
- Closet interiorOptional
- Bathroom 1Not started
- GarageNot started
Integrations
One PMS integration, and we are specific about which
ProFlow360 is not your system of record and does not want to be. It reads the property list you already maintain so nobody retypes addresses.
Rentvine
Read-only
Syncs properties, units, and tenants into ProFlow360, using lease dates to work out which residents are current. The connection only reads from Rentvine — nothing ProFlow360 does can alter your Rentvine records. Anything you add by hand is never overwritten by a sync.
Rentvine is the only property management system ProFlow360 connects to right now. Other integrations are on the roadmap and none are available yet; if you need one, the fastest way to influence the order is to tell us which.
What the Rentvine sync coversStart documenting condition properly
Create an account and run your next inspection with the evidence trail already in place. No card required to start.
The free plan covers 3 properties and 100 photos per property.