Mobile property inspection solution that generates the documents automatically
Coordinators filled in a paper form on site, then the office retyped everything, sorted the photos and wrote each document separately. Now the visit is entered once on a phone, and the documents are ready as soon as the file is finalised.
In figures
- 470+properties documented since summer 2025
- 52,000+photos and videos filed automatically
- 270+draft listings prepared since June 2026
- ≈ 630 hof office work saved
The client
A holiday rental management company takes on new properties every week. Before each one goes up for rent, a coordinator visits it and records everything the company will need: equipment, access and codes, cleaning instructions, condition of the property, photos and videos. That information is then used by several teams: the office, the cleaning team, the people who write the listing and the team that looks after the owner.
The starting point
On site, the coordinator filled in a printed PDF, the same one for every property. Photos and videos stayed on their phone or were sent by messaging app and email. Back at the office, someone retyped the form into the company’s software, sorted and renamed the media by hand, then wrote the access guide, the cleaning team’s sheet and the listing separately, starting from scratch each time.
Why it was a problem
Every new property cost hours of re-typing and sorting. The documents were only ready several days after the visit. A detail missed on paper, such as a code or a photo, came to light too late and meant calling the owner back or returning to the property. And the quality of the file depended on whichever coordinator had filled it in.
What was built
The approach
- Start from the real visitThe form follows the flow of a real visit, and was refined with the coordinators and their manager based on what they check on site.
- One entry, on the phoneThe coordinator fills in the file during the visit. Everything else follows from it, without anyone copying anything.
- Keep the company’s toolsThe information feeds the client file, the management software and the shared folder already in use. Nobody had to change software.
- Improve with feedback from the fieldIn use since summer 2025, the tool evolves every month based on requests from the coordinators and the office.
What was delivered
- A phone app that guides the coordinator through 24 sections, with guided choices and required fields. It only shows what applies to the property being visited: no more “not applicable” boxes.
- 113 photo and video slots: each file is attached to its section, then filed automatically in the property’s folder with a clear name.
- A kitchen inventory that can be dictated by voice, rather than tapping dozens of counters.
- A nine-criterion rating grid for the property, instead of free-form opinions.
- Documents produced automatically: the complete property file as a PDF, a version for the cleaning team without the confidential codes, and an access guide for guests.
- A draft listing written from the file, which the team reviews and approves before publishing.
- The client file updated and the property created in the management software, with its cleaning checklists.
What changed
- Information is entered once, on site. The office no longer retypes anything.
- Photos and videos arrive filed in the right folder, with no sorting and nothing sent by messaging app.
- One visit produces every document. The office reviews instead of writing.
- The office can see the file as soon as it is finalised, and each property’s history stays available.
- Access credentials, once copied into the client file by hand and missing almost two times out of three, now arrive there automatically.
- Every coordinator records the same information in the same way. A new coordinator gets up to speed faster.
Where these figures come from
Volumes taken from the app’s database on 25 October 2026: 476 finalised property files, 52,376 photos and videos, 274 draft listings. The time saved is calculated on a conservative basis: 30 minutes of re-typing, 20 minutes of photo sorting and 30 minutes writing the access guide per property, across 476 properties. It counts neither the other documents nor the return visits avoided.
For confidentiality, neither the client nor the software used is named. The diagram uses made-up data.