The inspection problem

Deposit disputes. Compliance gaps. Reports that won't hold up. All symptoms of the same root cause.

The inventory report is the most important document in any tenancy — and most lettings teams still produce them in ways that are slow, inconsistent, and impossible to defend when it matters. One missed item at check-in, one report that wasn't delivered and signed, one dispute without a clear photo record: that is the difference between a deposit you can defend and one you hand back.

"We lost the deposit claim — the adjudicator sided with the tenant."

Adjudicators decide on evidence. Reports that lack timestamps, matched photos and digital signatures give tenants the benefit of every doubt. A dispute you should win becomes one you lose on paperwork.

"The check-in didn't note the state of the bathroom ceiling. Now the landlord is furious."

Inconsistent templates and paper-based workflows mean critical items get skipped in the field. One gap at check-in can invalidate a deduction claim worth hundreds of pounds at check-out.

"We've got a compliance inspection overdue on 40 properties. Nobody flagged it."

HHSRS assessments, midterm visits and fire safety checks that fall through manual diaries are a regulatory liability. As your managed portfolio grows, the gaps multiply.

"Our self-employed clerks use their own systems. We have no visibility."

When inventory clerks produce reports outside your platform, you lose brand consistency, audit trail ownership and the ability to defend a claim with evidence you can actually locate and verify.

How Inventory Base works for your lettings team

Six pieces that do one job: a defensible evidence trail on every property in your managed portfolio.

Inventory Base is built around how lettings teams actually work — in the field, under time pressure, often without a signal. Every module feeds a live dashboard your office sees in real time, and a CRM that receives the finished report automatically.

1

Mobile-first inspection app

Clerks and property managers complete full reports from iPhone or Android with no internet connection required. Photos, condition ratings, voice notes and signatures are captured on-site and synced the moment a signal is restored — no re-entry, no delays.

2

BaseAI dictation and smart fill

Speak your observations; BaseAI transcribes them into professionally structured report lines automatically. On-site photos are converted into condition descriptions with AI — cutting the time your clerks spend at the property and the time spent writing up afterwards.

3

Audit-grade report trail

Every report carries a complete share history: who was sent the report, when they opened it, and whether they signed digitally. That timestamped chain of evidence is built in by default — and it is the difference between a defensible deposit claim and one that unravels at adjudication.

4

Custom templates and compliance forms

Build unlimited report templates under your agency branding — inventory and schedule of condition, check-in, check-out, midterm inspection, HHSRS health and safety assessment, void inspection, property information questionnaire. Every template updates across all users instantly from the web dashboard.

5

Workstreams: outsource on demand

Not enough internal capacity? Publish inspection jobs to a pool of vetted, local inventory clerks already working on Inventory Base. They complete the report inside your branded template and it comes straight back to your dashboard — under your name, with your evidence trail.

6

CRM integration and automatic delivery

Property data flows in from Reapit, Alto, SME Professional and Acquaint automatically. The moment a report is marked complete, it is sent to the landlord and tenant, uploaded to your CRM as a PDF and journal entry, and maintenance actions are pushed back — without a single manual step from your team.

Works alongside the platforms you already run

Reapit Alto SME Professional Acquaint MRI Agency Solutions Fixflo Xero Zapier

Your lettings team's journey with Inventory Base

From first login to compliance-ready reporting across your entire portfolio — five steps.

Your property managers are live in a single onboarding session. Your clerks download the app and start the same day. After that, it runs in the background of every tenancy.

1

Connect your CRM

Link Inventory Base to Reapit, Alto, SME Professional or Acquaint. Your full property portfolio imports automatically — no duplicate data entry, no manual property setup, no starting from scratch.

2

Build your templates

Use the template builder to create agency-branded inspection forms — or choose from the ready-made UK lettings library and customise. Every report type your team needs, standardised across every branch.

3

Clerks go live on the app

In-house staff and self-employed clerks download the iOS or Android app and start producing reports in the field — offline, with photos, AI-assisted notes and digital signatures from day one.

4

Reports deliver and sync automatically

On completion, the report is sent to the landlord and tenant, uploaded to your CRM, and logged with a full audit trail — timestamps, signatures, delivery confirmation. Zero manual handling by your office.

5

Live visibility across every branch

Your lettings director sees real-time inspection status, outstanding reports, team diaries, compliance deadlines and action items across every property and every branch — from a single dashboard.

The Kerfuffle member offer

Kerfuffle members get prioritised onboarding, a named account manager, and commercial terms that go through your AM first.

Inventory Base is a Kerfuffle Gold Award winner and a long-standing partner of Compare The PropTech. Members of Kerfuffle get more than a software trial — you get a commercial conversation with your Kerfuffle account manager in the loop before you commit to anything.

What Kerfuffle members get

Prioritised onboarding for Kerfuffle members
Named Kerfuffle account manager throughout
First refusal on K Con 2026 supplier slots
Member-only commercial terms reviewed by your Kerfuffle AM

Kerfuffle member route

Standard trial route

Off-the-shelf pricing

Your terms, reviewed before you sign

Bespoke deal

Scoped to your portfolio size and CRM

Pricing tier, integration scope and onboarding timeline are agreed per agency. Book a demo and the Inventory Base team will scope it live — with your Kerfuffle AM in the room.

Book an Inventory Base demo →

Dig into the data before you book a demo.

Inventory Base's full Kerfuffle profile has 654 verified agent reviews, integration list, awards history, video reviews and case studies. Open in a new tab — your spot on this page is saved.

654

Verified agent reviews

Real letting agents, real ratings →

★

Awards & recognition

Kerfuffle Gold & industry awards →

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Video reviews

Agents on camera, unedited →

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Full Kerfuffle profile

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Live demo — open to all Kerfuffle members

See Inventory Base in action — from the mobile app to audit trail to CRM sync.

A 30-minute walkthrough of the inspection app, Reapit and Alto integrations, BaseAI dictation and the compliance dashboard — followed by live Q&A for lettings directors and property managers.

Inspection reports, compliance and CRM in one place — a practical session for UK lettings teams

How estate agents using Reapit, Alto, SME Professional and Acquaint can close the gap between what clerks capture in the field and the audit-grade evidence your team needs when a deposit is disputed, a compliance check lands, or a landlord asks for their report at midnight.

SR

Steve Rad

Founder & CEO, Inventory Base — founded 2012, Portsmouth

Reserve your demo spot →

The integration with Reapit means completed reports land in the right place without anyone on our team touching them manually. The audit trail has already saved us on deposit disputes we would have lost before — because the adjudicator can see exactly when the report was sent, when the tenant opened it, and that they signed it. It is the one piece of software our property managers would genuinely fight to keep.

Lettings Director, multi-branch independent agency South East England — Reapit, 400+ managed properties

Frequently asked questions

What lettings directors ask before they get started.

Does Inventory Base replace our CRM, or sit alongside it?

It sits alongside your CRM — Reapit, Alto, SME Professional or Acquaint — and does not replace it. Properties import automatically from your existing system and completed reports sync back as PDFs, journal entries and maintenance actions. Your property managers keep working in the platform they know; Inventory Base handles everything that happens in the field and delivers the evidence back to the right place.

Our clerks are self-employed and use their own tools. Can we bring them onto the platform?

Yes — this is one of the most common reasons agencies switch. You add clerks as team members or approved suppliers in Inventory Base, assign inspections to them, and they complete the report in your branded template on their own device. The finished report comes back to your dashboard under your branding, with your audit trail, before it goes to the landlord. The Workstreams feature also lets you publish jobs to a pool of vetted local clerks you have not worked with before, for overflow capacity.

How does the audit trail actually help when a deposit dispute reaches an adjudicator?

Every Inventory Base report carries a full share history: who was sent it, when they opened it, and whether they signed digitally. The system can display a side-by-side comparison of check-in and check-out condition with matching photos. The major UK tenancy deposit schemes accept Inventory Base reports as evidence. The combination of precise delivery timestamps, matched photo records, digital signatures and a documented chain of custody is what turns a disputed claim into a defensible one.

Is it just inventories, or does it cover our full compliance inspection cycle?

It covers the full range: inventory and schedule of condition, tenant check-in, tenant check-out, interim and midterm inspection, HHSRS health and safety assessment, property appraisal, void visit, property information questionnaire for lettings and sales, and more. All use the same template builder, the same mobile app, and the same audit trail workflow. Fire safety, electrical compliance and gas safety certificate ordering are also available via the Workstreams marketplace.

What does onboarding look like? How long until we're live?

The typical onboarding session for a lettings team is 20 to 40 minutes with a dedicated Inventory Base account manager. Properties import from your CRM in bulk so there is no manual re-entry. Clerks download the app and can be completing inspections the same day. Kerfuffle members get prioritised onboarding — you skip the standard queue and your Kerfuffle AM is part of the setup conversation.

Is it secure enough for client and tenant data under GDPR?

Inventory Base holds Cyber Essentials Plus accreditation — the UK government-backed cyber security standard — and is fully GDPR-compliant. The platform supports multi-branch management, role-based access controls and a public developer API using OAuth 2 authentication. 85% of their corporate customer base has stayed for seven or more years, which reflects both the platform's stability and its data governance track record.

How do we access the Kerfuffle member deal?

Book a demo through the button on this page and let the Inventory Base team know you came via Kerfuffle or Compare The PropTech. Your Kerfuffle account manager will be looped in to review the commercial terms before anything is signed. If you are not yet a Kerfuffle member, visit comparetheproptech.com/become-a-partner to find out more.

Why the UK's leading lettings teams choose Inventory Base

Ten years of building exactly one thing: the most defensible inspection evidence in UK lettings.

Founded by Steve Rad in 2012, Inventory Base has done one job for over a decade — making sure lettings teams have the evidence they need when it matters. This is not a feature add-on. It is the whole product.

8m+

Property reports completed on the platform

750m+

Images captured and processed

200k+

Registered users across the UK and 45+ countries

85%

Corporate customer retention after 7+ years

Pays You Back

Inventory Base pays you back when you use what you buy.

Inventory Base is one of a small group of suppliers on PropTech That Pays Back — a Kerfuffle initiative that rewards estate agents with kredits when they actually use the tools they invest in, not just when they sign the contract. See Inventory Base's pay-back terms, see what other agents are saying, and start earning back on your subscription.

See Inventory Base on PropTech That Pays Back → Register your agency →

Every deposit dispute your lettings team loses started life as an inadequate inspection report. Inventory Base closes that gap — at every tenancy, on every property.