What is the difference between normal wear and tenant damage?

That judgement depends on your jurisdiction, your lease, the age and condition of the item, and how long the resident lived there — and it is a judgement you and your counsel make, not one software should make for you. ProFlow360 does not classify findings automatically or score them. It records the classification you chose, the amount you entered, who entered it, and the photographs it was based on, so the reasoning is legible to someone reviewing it later.

How soon after move-out should the inspection happen?

As soon as the unit is vacant and before any cleaning or repair work begins, because work performed before capture is work you can no longer evidence. Statutory timelines for returning a deposit vary by state and are not something ProFlow360 tracks or calculates.

What if there is no move-in record to compare against?

You can still run a move-out inspection and produce a documented condition record — it just carries less weight, because a photograph of damage without a matching photograph of the same subject at handover does not establish when the damage occurred. The practical answer is to start capturing move-in baselines on every turnover from now on.

Can I attach repair invoices to a specific finding?

Yes. Each line on a disposition carries its own supporting photos, a repair estimate, an invoice reference, and free-text notes, alongside the room and issue it came from. The documentation attaches to the individual finding rather than to the tenancy in general, which is what lets you explain one charge without narrating the whole walkthrough.

Does ProFlow360 calculate what to withhold from a deposit?

No. It does not determine legal entitlement, statutory deadlines, or account balances, and it does not hold or move funds. Amounts shown are the amounts you entered. What may be withheld is your decision.

Use case

Move-out inspections that answer the only question being asked

Not what the unit looks like now — what changed, when it changed, and whether there is a photograph from the start of the tenancy that proves it.

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The real question

A photograph of damage is not proof of responsibility

It establishes that something is damaged. It says nothing at all about who damaged it, or when.

This is the gap that makes most move-out documentation weaker than it looks. A folder of move-out photographs feels thorough. Set against a resident who says the mark was there when they moved in, it does almost no work, because the folder cannot speak to the day they took possession.

What closes the gap is the pair: the same cabinet door, the same stretch of carpet, the same wall, photographed at both ends of the tenancy with both capture dates intact. One photograph is an assertion. Two photographs of the same subject a year apart are an observation.

Everything in a ProFlow360 move-out inspection is organized around producing those pairs, which is also why the move-in template and the move-out template are the same template.

Move-in / move-out comparison — 1420 Oak Ridge Dr, Unit BIllustrative

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

A diagram of the comparison view: each move-out photo is held against the move-in photo of the same subject, with both capture timestamps carried through.

Compare

Subject by subject, not album by album

Comparison is only useful at the level of a specific thing in a specific room.

Because both inspections were driven by the same template, each required shot at move-out has a counterpart at move-in. The comparison view pairs them and keeps both capture timestamps visible, so the reviewer is looking at a before and after of one subject rather than scrolling two galleries and trying to hold the difference in their head.

Findings are recorded against the pair. A note attached to “kitchen, cabinet fronts” stays attached to those two photographs, which is what makes it possible to explain the charge to somebody months later without narrating the whole walkthrough.

Classify

Your call, recorded as your call

Software that tells you what counts as normal wear is software making a legal judgement it is not qualified to make.

ProFlow360 does not classify findings for you, does not score severity, and does not estimate cost. Those are decisions that depend on the lease, the jurisdiction, the age of the item, and the length of the tenancy — and they belong to you.

What the product does is make the decision durable and legible. Each finding carries the classification chosen, the amount entered, the person who entered it, the date, and the photographs behind it. A charge that can be explained is a charge that gets disputed less often.

ProFlow360 records and organizes inspection evidence and the deductions you enter. It does not determine legal entitlement, statutory deadlines, or account balances, and it does not hold or move funds.

Condition classification — Kitchen, cabinet frontsIllustrative

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

A diagram of the classification control. The operator makes the call; ProFlow360 records the choice, the amount entered, and the photos it was based on.

What happens next

From findings to something you can send

The classified findings are not the end of the workflow — they are the input to the disposition.

Findings roll up into an itemized disposition: whole-cent amounts, your reasoning, and the photographs behind each line. Issuing it seals the record and produces a content-hashed manifest of everything it references, so what you sent can be shown to be what you sent.

If you get something wrong, you correct it — a correction adds a new revision carrying a complete new set of lines and supersedes the previous one, rather than quietly editing what the resident already received. The old revision stays intact and readable.

Questions

Move-out inspection questions

What is the difference between normal wear and tenant damage?: That judgement depends on your jurisdiction, your lease, the age and condition of the item, and how long the resident lived there — and it is a judgement you and your counsel make, not one software should make for you. ProFlow360 does not classify findings automatically or score them. It records the classification you chose, the amount you entered, who entered it, and the photographs it was based on, so the reasoning is legible to someone reviewing it later.
How soon after move-out should the inspection happen?: As soon as the unit is vacant and before any cleaning or repair work begins, because work performed before capture is work you can no longer evidence. Statutory timelines for returning a deposit vary by state and are not something ProFlow360 tracks or calculates.
What if there is no move-in record to compare against?: You can still run a move-out inspection and produce a documented condition record — it just carries less weight, because a photograph of damage without a matching photograph of the same subject at handover does not establish when the damage occurred. The practical answer is to start capturing move-in baselines on every turnover from now on.
Can I attach repair invoices to a specific finding?: Yes. Each line on a disposition carries its own supporting photos, a repair estimate, an invoice reference, and free-text notes, alongside the room and issue it came from. The documentation attaches to the individual finding rather than to the tenancy in general, which is what lets you explain one charge without narrating the whole walkthrough.
Does ProFlow360 calculate what to withhold from a deposit?: No. It does not determine legal entitlement, statutory deadlines, or account balances, and it does not hold or move funds. Amounts shown are the amounts you entered. What may be withheld is your decision.

Use caseMove-in inspectionsThe baseline this comparison depends on, and how to capture one that holds.Read more Use caseSecurity deposit documentationTurning classified findings into a charge someone else can follow.Read more ProductEvidence packagesThe chronological output: one tenancy, in order, with the documents attached.Read more CategoryProperty inspection softwareHow this differs from phone photos and from the module inside your PMS.Read more PlansPricingWhat the free plan covers and what Portfolio Unlimited adds.Read more Talk to usBook a demoBring a real turnover and we will walk the workflow against it.Read more

Document the next turnover properly

Run a templated move-out capture on your next vacancy and see what a structured condition record gives you that a camera roll does not.