Record the apartment before the tenant moves in

Handover happens on a phone, mid-walkthrough

My employee walks through the apartment with a phone in one hand. There are 14 condition checks, plus the cold-water, hot-water and electricity meters.

The tenant is waiting, someone calls, a photo upload stalls. A long form on a small screen doesn't survive that.

A lost note becomes a dispute at move-out

When the record breaks, the cost shows up months later:

• A failed save looks like a finished check, and the evidence is gone.
• An edit after signing quietly changes what both people agreed to.
• A missing photo leaves us arguing from memory.

Here's a fictional example. A cabinet has an existing scratch. If the note and photo didn't save, the tenant can fairly say it's new. If they did, we check the original evidence instead of guessing.

One item at a time, one version to sign

1. One item per screen. Choose the condition, add notes, take or attach photos.
2. Save as you go. Save and next moves on; Save and close keeps the item. Reopening resumes from the first missing item.
3. Nothing disappears. A failed save keeps the note and photos for another attempt. Editing a note keeps its photos. Leaving with unsaved changes triggers a warning.
4. Three meter readings. Cold water, hot water and electricity, each a cumulative value with a supporting photo.
5. Review together. Employee and tenant check the conditions, notes, photos and readings, then both sign the same version.
6. Lock it. The finalized record is locked and a landlord notification draft is created. If a finding changes before then, earlier signatures are cleared and both people sign again.

A signature only counts for the version both people saw.

The meter readings set a starting point. They don't say whether a utility bill was paid, and final usage at move-out counts from the last recorded or paid reading.

Move-in has separate prerequisites: a signed lease, and the deposit and first rent recorded as received. An inspection signature never means a payment arrived.

A record both people can point to

What I get back:

• Condition: what was observed for each item.
• Evidence: notes and photos behind each observation.
• Meter readings: the three starting values.
• Signatures: both people's agreement to one version.

The same record supports move-out. Repair descriptions get captured then, without guessed prices; repair jobs follow after both people sign the exit inspection.

Confirming the deposit and first rent stays with me, from the bank statements I send.

This is the handover workflow I'm building. The examples are fictional. Private phone access, photo capture and interrupted-save behavior still need real testing.