Residential property managers often settle deposits from memory and loose photos, and tenants dispute the deductions. An inspection flow compares move-out photos against the move-in record, prices a deduction worksheet and drafts the release letter for one-click approval.
Typical results
6 days
Average settlement time
95%
Settled within 14 days
100%
Photo-backed deductions
Figures reflect typical results for this kind of automation.
The challenge
Move-out inspections lived in a clipboard and a camera roll. Nobody could prove whether the scratch predated the tenancy, deduction letters went out weeks late with vague line items, and two dozen settlements a year escalated into formal disputes. Each one consumed days of correspondence and usually ended with the manager refunding just to close the file.
Before and after
Deposit disputes
−71%Settlement time
−81%Settled within 14 days
3.2×The automation
A move-out notice now launches the settlement flow automatically. The inspector walks the unit with a guided app that pairs every photo with its move-in counterpart, room by room, and flags visible differences. Flagged items flow into a deduction worksheet with standard pricing and the photo evidence attached, and the deposit release letter drafts itself — amounts, deadlines, itemization. The manager reviews the side-by-side evidence, approves, and the letter goes out the same day.
How it works
- 01
Notice received
A move-out notice opens the settlement flow and schedules the inspection automatically.
- 02
Inspect with the app
The inspector walks the unit room by room, photographing against the move-in record.
- 03
Side-by-side compare
Each photo pairs with its move-in counterpart, and visible differences are flagged for review.
- 04
Worksheet built
Flagged items become a priced deduction worksheet with the photo evidence attached.
- 05
Letter for approval
The deposit release letter drafts itself; the manager approves and it goes out the same day.
Starts from
- Move-out notice
- Inspection photos
Delivers
- Priced deduction worksheet
- Deposit release letter
- Manager approval
The impact
Deposit disputes typically fall about seventy-one percent, from twenty-four a year to seven, because every deduction arrives with side-by-side photo proof. Average settlement time drops from thirty-two days to six, most deposits settle within two weeks, and tenants sign off instead of writing back.
Questions about this automation
How does the photo comparison work?
The inspector walks the unit room by room with a guided app. Each new photo is paired with the matching photo from the move-in record, and visible differences, such as marks on a wall or damaged fittings, are flagged for review. The inspector confirms or dismisses each flag before moving to the next room.
How are deductions priced?
Confirmed items flow into a deduction worksheet that applies the manager's standard price list, with the before and after photos attached to each line. The deposit release letter is drafted from the worksheet with amounts, deadlines and itemization, so the tenant sees exactly what each deduction is for.
Does anything go to the tenant without a person checking it?
No. The manager reviews the side-by-side evidence and the draft letter, edits it if needed and approves it, and only then does the letter go out. This approval step is built into the flow. It is a multi-step build, usually rolled out in stages, starting with the inspection app.