A Comprehensive Guide to Rental Inspection Apps (10 Software)

What is Rental Property Inspection?

As highlighted by Bigger Pockets, the crucial practice of conducting "move-in" and "move-out" inspections at the commencement and conclusion of a lease agreement can determine whether you, as the landlord, retain the entire security deposit as compensation for damages or risk forfeiting a portion of it.

One of the things you should do as a property manager is to check the property. You could suffer legal consequences if your renter has an injury as a result of a defectively maintained element of the property. 

One-eighth of the property owners discovered an electrical problem. 18.4% discovered issues with the windows of the house. Problems with the water heater were found by 12.2% of homeowners and with the plumbing systems by 13.6%.

You can take a proactive approach to house repairs and provide detailed documentation by using rental inspection app to organize inspections.

4 Types of Rental Property Inspections

For the maximum benefit from routine inspections of your properties and units, familiarity with these several "types" of inspections is essential.

Let's dissect each one:

1. Move-in (walkthroughs)

The majority of inspections are walkthroughs or move-ins, but you shouldn't rely on them too much.

This kind of inspection is carried out immediately after the signing and completion of a lease, soon before a new tenant moves into their newly rented house.

Like other inspections, this one requires you to utilize a checklist to keep track of details as you go through each area, making sure to tick things like:

• HVAC (heating, ventilation, air conditioning)
• Electric outlets and appliances
• Flooring, paint, walls, and ceiling
• Windows and doors, along with any other essential information.

A copy of the checklist is then preserved with the lease as proof of the property's condition prior to the tenant's move-in.

2. Move-out

As one would think, a move-out inspection is done shortly before or immediately after a tenant moves out of a property and should include the renter.

The goal of this inspection is to certify the unit's condition and any damages that must be compensated for. You will need to document these goods so that you can properly claim them from the tenant's security deposit, so be thorough.

If you don't, the renter might always argue that the losses were not their responsibility, leaving you to foot the bill for damages you shouldn't have to pay.

Keep in mind that you'll need to have completed your move-in inspection for the unit and maintained clean records to have something to compare to.

3. Bi-Annual / Quarterly

Some landlords fail to conduct inspections, which they should do.

It's easy to get into the habit of examining your apartments before to the move-in and then sitting back and relaxing. After all, it's a tempting thought that all you have to do is move your new renter in and collect rent each month.

However, to maximize and, more importantly, sustain your investment, you or the business you employ must actively manage the property.

Therefore, it is recommended that you arrange for all of your units to be inspected at least twice a year. Whether you want to undertake annual, semiannual, or quarterly inspections is entirely up to you.

If you do routine inspections of your property and units, you can ward off any problems before they ever start. Also, your renters will know that you value their cooperation in keeping the property in good repair, which will motivate them to do the same.

4. Drive-by

The so-called "drive-by" inspection is another uncommon but helpful kind of inspection. This is more of a fast check than a formal inspection, often for items you wouldn't be able to record on an inspection checklist.

As long as you won't be seeing the tenant or going to enter the premises, this form of inspection, which focuses on examining the exterior of the unit, usually doesn't need prior notification.

Be careful not to intrude on the tenant's privacy in any kind when doing this sort of brief examination.

What Are Rental Property Inspection Apps?

A landlord's maintenance duties are many and time-consuming, especially when it comes to inspecting rental properties. Manually doing even the most basic inspections and maintenance might take days.

This task becomes much easier with the help of a rental inspection app, which provides automated and configurable examinations. 

Inspecting a rental property doesn't have to take all day anymore thanks to the best inspection apps that capture digital data quickly. 

In a single app, you can create and improve your maintenance checklist, snap pictures and make fast notes, get material loaded automatically, and get in touch with the right experts. Without ever having to leave your phone. 

One way that inspection management software helps streamline the process is by letting tenants check out their own rental homes. 

All relevant parties are in real-time notified of the storage and categorization of this information. Fast, efficient, and powerful—that's what it is. 

Note: Having the renter there is beneficial for two reasons: first, they can alert you of any problems with the apartment, and second, you can inform them to keep an eye out for any future problems you see.

Why are Rental Property Inspections Important?

1. Uncertain Rental Market 

Market and economic shifts in the real estate industry, make market volatility and economic uncertainty a common factor that must be dealt with in a property manager’s line of work. Key factors that impact rental value are interest rates and economic conditions.

Staying informed on trends, and economic indicators, and having an adaptive strategy is crucial to navigating this challenge successfully.

2. Tenant Management 

Effective tenant management and communication are imperative in reducing Tenant turnover and maintaining Tenant satisfaction. Making sure your Tenants' concerns are handled promptly and maintaining positive Tenant relations are key to successful property management, and keeping the lines of communication clear and open is also essential. 

3. Maintenance Task Management 

Another challenge Property managers are often faced with is managing the maintenance and repairs that arise on a property, whether this be regular, routine maintenance or more problematic, unforeseen repairs or damage. The key to managing the process lies in establishing efficient systems that assist in ensuring that the property is maintained in the best possible fashion. Managers should ensure various measures and systems can be put in place to streamline the maintenance process and thereby minimize costs (to a degree) and, to the extent possible, maximize productivity.

4. Compliance Management 

The complexity and vast number of laws and regulations property managers must comply with is another challenge of the industry. Property managers must adhere to fair housing laws, as well as state and local regulations that regulate the rental market.

Understanding lease agreements and how to enforce them, and knowing how to properly screen tenants, are also duties of the property manager. On that note, Property inspection apps or software offers features that can help managers combat these challenges.

How Often Should I Conduct An Inspection?

At the very least, you should check in on the property twice a year to make sure the renter is keeping it in good repair.

There are three primary considerations when deciding how often to examine a rental property: the reason for the inspection, the professionalism of the landlord, and the tenant's right to privacy.

A rental inspection apps goals should include verifying the property's continued excellent condition, ensuring the renter hasn't caused any damage, and identifying any urgent repair needs.

This usually entails minor chores like checking for leaks in the kitchen and bathroom and changing the batteries in the fire alarm.

On the other hand, landlords shouldn't be too pushy with their renters during inspections. If you examine your rental property too often, you risk infringing on your tenants' right to privacy and causing friction. 

The most important thing for landlords to do is to act professionally and schedule inspections regularly. For instance, they could commit to conducting inspections on a yearly or semiannual basis. The best way to keep renters and landlords on the same page during rental inspections is to keep them informed and up-to-date.

Why Use Rental Inspection Apps For Property?

Give Residents A Better Experience

One of the several advantages of maintaining a happy community is the positive effect it has on property treatment and retention rates. 

But how exactly might a rental inspection app be of use here? 

Improving the living circumstances of your residents is an expected outcome of streamlining the inspection process. People living there will be more content, stick around for longer, and do their best to uphold the standards you establish. 

Residents are also not going to be concerned about rent hikes since they know their money is going toward worthwhile causes. 

Save Time, Money, and Effort

Effort, time, and money can be saved using the automated capabilities of a rental property inspection app. 

You have the option to plan inspections, analyze the data to determine how often to inspect and adjust the frequency of checks to correspond with the length of your lease. Customers who use Xenia save an average of thirty hours each month and one hour every inspection. 

There will be unforeseen cost savings from digitizing the inspection process as well. Minimal checks no longer need the expenditure of time and money on expert services. 

Last but not least, there is an effort. Inspection management software has made it possible for all parties involved—owners, residents, and business partners—to see and analyze the same data simultaneously. Stop wasting time on tedious tasks like filling out inspection checklists by hand. 

Customize Inspection Reports

Everything from inspection schedules to lease cycles can be customized using inspection software. You can customize inspection schedules to your specific requirements by using the rental property inspection app's data-driven insights.

Users can readily access and finish bespoke inspections that property owners have created using Xenia.  

Streamline Communication

With the help of inspection software, sending and receiving emails and push alerts is effortless. This streamlines communication between owners and tenants, allowing them to keep informed about inspections and any other maintenance issues. 

Owners and residents can work together openly and honestly, eliminating arguments that lead to frustration and unnecessary spending. 

Spot Inconsistencies

Using a rental inspection app to record, organize, and access information about your property inspections is an easy and efficient solution. Looking into inspection patterns from the past, comparing them to the present ones, and using this to get useful insights in a snap. 

You make it easier to discover inspection irregularities with features like our side-by-side reports. Keep conflicts over security deposits and other matters from escalating into major maintenance or resident difficulties. 

Set Reminders

Forget about missing an inspection ever again. Use your phone as a handy reminder system to notify you when your inspections are due. 

Xenia goes above and above by setting up automated reminders for when inspections are due. These reminders can be sent to owners and residents by email, text message, or push notification.

Key Property & Rental Inspection App Features

Find property inspection software that can help you in performing your duties while you're on the job. You can save both time and money with a flexible and integrated rental inspection app. Inquire about the following features in your mobile inspection app:

• Personalized forms that let you record all the details you need
• The ability to visually chronicle events on your property via the use of photographs
• Your inspections can be used to manage maintenance thanks to the integration with work orders and invoices.
• You can keep tabs on property data thanks to the integration with custom reports.

10 Best Rental Property Inspection Software

1. Xenia | Overall Best Rental Property Inspection Software For Multi Location Busineses

Xenia stands out as the best rental property inspection app. 

Overall it’s a great tool for streamlining the management of monthly, or end of contract rental property inspections.

Due to a slew of powerful features, especially designed for property managers and inspectors, this free online inspection report software makes the overall process efficient and hassle-free for everyone altogether. 

The million-dollar question is: How does Xenia make it happen ?

To be honest, property management operations are chaotic, to say the least.

At any given time, depending on the state of the rental property, it could be a budding concern in terms of multiple issues, just shy of a thorough inspection audit, extensive maintenance activities, preventive maintenance procedures and vice versa.

With Xenia, everything related to different aspects of property management and property wellbeing is enabled through a centralized mobile first digital solution where frontline managers and teams can effortlessly engage through work orders, tasks, property inspection checklists, inspection logs, SOPs - so on and so forth.

The software offers a handful of robust features within a flexible and completely customizable setting that helps to pivot reporting and analysis of work done vs work pending, detailed asset work history, live progress and monitoring of multiple ongoing on-site activities and so much more.

People, who are deployed for inspection audits, can easily detail their work order progress in real time with the help of photos to keep a trail of anything that needs direct intervention from cnocerned supervisors, or something that needs to be brought to a tennant's attention.

Here are some of the main highights of Xenia as a free property inspection app rental property businesses ranging over housing sectors, residential and commercial properties, student dorms and vice versa.

‍Key Features: 

• Work Orders & Task Scheduling: Xenia simplifies the scheduling of monthly inspections, sending timely reminders to landlords or property managers. It ensures inspections happen regularly and on schedule.
• Customizable Checklists: The robust form template builder empowers landlords or property managers to craft custom checklists for each property. It saves time and ensures all areas are covered without starting from scratch.
• Task Tracking: Xenia's work order management feature lets landlords or property managers assign tasks and track progress in real-time. 
• Communication: The chat feature in Xenia facilitates quick updates, questions, and guidance between landlords or property managers, team members, and tenants, so that everyone is well-informed, and issues are promptly addressed.
• Analytics and Reporting: Xenia's analytics and reporting features empower landlords or property managers to track inspection results over time, identify trends, and make informed decisions about property maintenance and improvements.
• Work Order Management: Assign, track and measure simultaneous processes either through one work order with multiple assignees, or detailed tasks for different individuals.
• Tailor Made Solutions: Enable rental property inspection teams to directly add images and note attachments to outline each step's execution state and overall progress.

Pricing:

• Free Plan (Up to 5 Users): Start for free! Digitize work orders, SOPs, and inspections without spending a dime. Perfect for small teams.
• Starter Plan ($99/Month): Get more organized at just $99 a month. Manage work across teams, calendars, assets, and locations without breaking the bank.
• Premium Plan ($199/Month): Go all-in with our top-tier plan. For $199 a month, enjoy unlimited access to core features and streamline your operations hassle-free.
• Custom Plan (Get a Quote): Tailored for bigger needs. If you're a multi-location business, we've got advanced workflows, analytics, and dedicated support waiting for you.

Get a custom quote by booking a free demo today!

2. Propertyware

Propertyware stands out as a comprehensive cloud-based rental property management inspection app, seamlessly overseeing the entire renter lifecycle. 

From online payment processing to customer interactions and work orders, the platform ensures effortless management across all aspects of property rental.

Specifically designed for multi-location property managers, Propertyware provides a unified platform for a high-level overview of all locations. It also offers the flexibility to manage granular details at individual office levels, achieving a well-balanced approach to macro and micro-management.

The Propertyware mobile app excels even without Wi-Fi connectivity, allowing rapid customization of templates. 

Users can efficiently compare past tenant inspections side by side and easily share final reports with both owners and tenants.

Key Features:

• Work Order Management: The propertyware rental inspection app offers a comprehensive platform for generating standardized tasks and pricing. The integrated maintenance contact center facilitates quick issue resolution by dispatching pre-approved vendors promptly.‍
• Camera-Mode Inspections: The innovative "snap, tag, and go" approach reduces inspection times by 50%, allowing property managers to document property conditions swiftly and effectively.‍
• Leasing Hub: Propertyware's Leasing Hub enables property managers to create templates for frequently used documents, and expediting processes like work orders, leases, and invoice approvals. The platform allows applicants to remotely eSign documents, speeding up the leasing process. It also offers unlimited file storage and a search bar for rapid document retrieval.‍
• AssetProtect: The AssetProtect Program provides various home insurance plans tailored to the needs of property owners and managers. 

Pricing Plan:

• Basic Plan: $1 per unit per month, with a minimum monthly spend of $250 and an implementation fee of $500.
• Plus Plan: $1.50 per unit per month, with a minimum monthly spend of $350 and a setup fee of $700. Includes all Basic plan features plus Inspections, eSignatures, and two-way text messaging.
• Premium Plan: $2 per unit per month, with a minimum monthly spend of $450 and a setup fee of $900. Adds work order management and vendor portals to the Plus plan features.
• Additional Services: Maintenance Contact Center service at $1.1 per unit per month with a $300 setup fee. AssetProtect costs $12 per policy per month with no setup fees.

3. SnapInspect

SnapInspect is another inspection report software that enables comprehensive inspections across a spectrum of assets, ranging from properties and apartments to vehicles and equipment. 

You can effortlessly generate visually appealing reports directly from your phone or tablet. Gain insights into vacancies, maintenance costs, location-specific data, and critical inspection information through an interactive dashboard. 

Also, SnapInspect empowers users to take prompt actions based on the collected data, fostering a streamlined and efficient inspection process.

Key Features:

• Digital Checklists: Utilize digital checklists for thorough and standardized inspections, ensuring consistency and accuracy in the assessment of properties.
• Real-time Sync: Experience real-time synchronization of data, enabling instant updates and collaboration between inspectors and stakeholders.
• Cloud Storage: Securely store inspection data in the cloud, providing easy access to reports and information from any location.

Pricing Plan: 

Starting at $199 per month, Snapinspect’s pricing ensures you have access to tools that facilitate seamless turnover and streamline deposit collections, making the process smoother and more efficient.

4. SafetyCulture

SafetyCulture is another best rental property inspection apps, prioritizing mobile functionality, and offering the essential knowledge, tools, and processes necessary for ensuring a secure work environment.

It empowers users to adhere to elevated standards and strive for continuous improvement. 

SafetyCulture goes beyond traditional safety protocols, fostering a proactive approach that extends to quality assurance, compliance, and overall operational excellence. 

The platform's user-friendly interface and comprehensive features make it a versatile and indispensable tool for organizations committed to enhancing safety and operational efficiency.

Key Features:

• Offline Mode: Perform inspections even without an internet connection, ensuring inspectors can work in remote areas without compromising on data collection.‍
• Automated Reporting: Save time with automated report generation, allowing inspectors to focus on assessments while SafetyCulture takes care of creating professional and detailed reports.‍
• Integration Capabilities: Seamlessly integrate SafetyCulture with other tools and systems, enhancing the overall workflow and efficiency.

Pricing Plan:

• (Safetyculture) iAuditor offers a free option; simply download the app, log in with your iAuditor account through the mobile or web app, and you're ready to start. 
• For enhanced features, iAuditor offers several flexible plans based on a per-user, per-month model.
• You can also opt for the Premium plan, available at $19 per user per month with annual billing or $24 per user per month with monthly billing.

5. Inspectivity

Inspectivity is a no-code, cloud-based platform, and mobile application designed to facilitate the digital management of asset inspections. 

It flexibly adapts to your work processes, connecting teams and enhancing inspection outcomes. 

By integrating field management and no-code workflow automation features, Inspectivity serves as an ideal solution to optimize efficiency and instill a standardized inspection culture throughout your organization.

Key Features:

• Multi-Device Compatibility: Access Inspectivity across various devices, ensuring flexibility and adaptability for inspectors who work with different tools.‍
• Data Analytics: Leverage data analytics tools to gain insights from inspection data, enabling continuous improvement and optimization of inspection processes.‍
• Client Portals: Enhance client communication with dedicated client portals, allowing easy access to reports and information.

Pricing Plan: 

• The free version of the service is not offered.

However, for those seeking a comprehensive solution, pricing begins at AU$120 per user per month, and a 14-day free trial is available for exploration. 

This pricing model provides users with access to a range of features. The platform is supported on both the web and Android, ensuring flexibility and accessibility across different devices for a seamless user experience.

6. Zinspector

Zinspector is a photo based, user-friendly smartphone software that is available to contractors and real estate agencies as well as smaller landlords.

The visual documentation capabilities of zInspector are truly remarkable.

It includes a built-in camera for mobile devices, the ability to upload videos and photos to back up inspection reports, and the capability to capture and store 360-degree, room-by-room images. With the right equipment, you can even use these to create virtual tours.

Key Features:

• Unlimited Photos & Videos: Securely time- and date-stamped, geo-located, and tagged with property, area, and information, images and videos are a great way to document your properties.‍
• Device-Friendly App: You won't notice any performance hit while using the zInspector 3 app on your mobile device.‍
• Connection-Free Inspections: While out in the field, zInspector removes worries about network availability and device data limits.

Pricing Plan:

• Free: 1 User, up to 5 properties (units), available integration with Rentec Direct
• Core: $0.60 per unit, unlimited users/devices, unlimited inspections
• Plus: $0.85 per unit, extensive property accounting integrations, tenant app builder
• Max: $1.10 per unit, includes features such as 360 panoramic photos and virtual tours

7. Rentcheck

Thanks to a user-friendly UI and a few intriguing features, tenants and property managers alike can benefit from RentCheck®, a software solution that serves both parties.

One major benefit of this kind of system is that it gives renters the freedom to do their own inspections.

An email can be sent to residents by RentCheck asking that they use the RentCheck mobile app to perform an inspection.

Tenants then use their mobile devices to take pictures of various parts of the property as they follow along with an editable inspection report.

This method might help you save time, but it might not be suitable if you have a broad range of inspections to do, such pre-move-in walkthroughs or evaluations of neighborhood facilities.

It's also possible that the renter won't do an inspection to your professional standards, which might compromise the results.

Key Features:

• Build Trust With Residents: Effortlessly convey changes and demands. With the ability to share with just one click, property owners can keep informed.
• Automated Reminders: You are free to determine the intervals between inspections at any point in the lease cycle.‍
• Uniform Inspections: Prevent disagreements over security deposits by easily comparing updated and older inspection reports side by side.

Pricing Plan:

• Starter: Free for up to 10 units
• Pro: $1 per unit per month
• Enterprise: Custom pricing available

8. Tap Inspect

Up next on our best rental property inspection software list, we've got Tap Inspect.

Just like its name, Tap Inspect is an easy-to-use smartphone app with many practical functions. In terms of mobile rental inspections, this is among the most user-friendly options.

You can complete inspections quicker because to its user-friendly interface, which also provides simple access to data and instantly prepares a report.

The software may be on the bare minimum in features, but it serves its purpose well if that is all you want for simplifying inspections.

Key Features:

• Schedule New Jobs On the Go: publish the report before you leave the property, saving up to 10 hours every week, and it's the simplest report writing approach accessible.‍
• Autopilot Booking Chores: Get Your Inspection Agreements Signed.While Autopilot, our included cloud-based back office system, handles your agreements, invoices, messaging, and collecting payments for you.‍
• Review and Share Results From the Field: Learn, step-by-step, how to tailor your templates, unlock the power of your saved comments, and how to dial in your client’s experience without spending hours of trial and error.

Pricing Plan:

• Pay as You Go: $7.50 per job, sold in blocks of 20 for $150
• Unlimited Plan: $90 per month
• Inspection Team: $45 per user

9. Appfolio Property Manager

As a property management system, Appfolio provides a number of useful tools for homeowners, business owners, and HOAs.

Features such as these include marketing, leasing, staffing, training, accounting, customer service portals, and communication tools.

Key Features:

• Everywhere You Need It: You should always be available to respond to your clients' requirements, no matter where they are. With AppFolio's top-notch mobile experiences, you can access crucial features and monitor the status of maintenance from any location.‍
• Industry-leading AI: By automating routine tasks, your staff will have more time to concentrate on high-value activities, such as developing connections with customers and providing excellent service.‍
• One Powerful Platform: Consolidate all of your procedures into one adaptable tool and digitize your business. Boost organizational transparency and effortlessly maintain team alignment with AppFolio.

Pricing Plan:

• Core: $1.40 per unit per month
• Plus: $3.00 per unit per month
• Max: $5.00 per unit per month

10. Spectora

Tools for report authoring and company administration are available on the Spectora platform, which is an all-inclusive house inspection software.

Companies of all sizes can benefit from it, from solo inspectors just starting out to well-established firms with several inspectors seeking growth opportunities.

There are other tools for creating websites, as well as analytics, infographics, report summaries, and financial and automated scheduling and management.

Key Features:

• Reports: Quick and readable reports should be sent on the very same day. With an organized design, simple navigation, and features like our Repair Request Builder, our web-based reports highlight the most crucial information in an interactive format.‍
• Report Writer: Spectora allows you to document faults and complete reports at record speed with time-saving features like big target taps to prevent fat fingering and high-contrast lettering for reading.‍
• Scheduling: Spectora takes work out of scheduling by offering a scheduling widget that you can plug into any website so clients can book you hassle-free.

Pricing Plan:

• Monthly Subscription: $99/mo
• Annual Subscription: $999/yr

Make Property Management Easier with Xenia

Let’s talk about Xenia! It's like the go-to app for rental property inspections these days.

With its user-friendly interface and robust features tailored to property managers and inspectors, Xenia revolutionizes the management of rental properties on both a monthly and contract-end basis. 

Our innovative mobile-based inspection management software simplifies and streamlines the inspection process for all stakeholders involved. But what sets Xenia apart from the competition? 

The answer is quite simple: its comprehensive suite of tools and capabilities is designed to address a wide range of concerns that may arise with rental properties, from minor maintenance issues to major repairs. 

By centralizing tasks such as work orders, property inspection checklists, and standard operating procedures, Xenia provides frontline managers and teams with a seamless digital solution for property management and maintenance. 

Moreover, Xenia's highly configurable environment empowers users to track on-site operations in real time, access full asset work histories, and analyze the status of pending tasks versus completed work. 

Ready for Rental Inspection App?

Integrating property inspections with other data about your properties can streamline the inspection process. 

Zero in on the scale of your business's operation, whether there is a need for a quick-fix approach or hands-on software with analytics, AI, and more for comprehensive property management software.

Choose a building inspection software that also covers all of your property management bases in one package if you want to keep the door open for future expansion and the automation of additional management chores to save even more time.

With Xenia, eliminate unnecessary steps and consolidate all the necessary information into a single, easy-to-use platform. No more searching through stacks of paper or waiting for radio responses! Register for Free.

FAQs - Rental Property Inspection App

What features should I look for in a rental property inspection app?

Opt for a property inspection app that offers customizable checklists, real-time reporting, photo and video uploads, and cloud-based storage for easy access to inspection records.

Can I use the app for different types of properties?

Yes, Property apps like Xenia offer central location management for various property types, from residential to commercial.

Is data from the app accessible on different devices?

Most high-quality property inspection apps offer cross-platform compatibility, which means you can access data on mobiles, tablets, and computers.

How does a property inspection app improve efficiency?

Using property management inspection simplifies the inspection process, reduces paperwork, ensures correct data collection, and allows for quick report generation.

Will I be able to share inspection reports easily?

Yes, various apps provide sharing abilities directly from the platform to stakeholders like tenants, landlords, and maintenance teams.

What about areas with poor internet connectivity?

The best apps have offline capabilities that sync data once you're back online.

Can I integrate the app with other property management software?

Many apps offer integration features but check with the provider to ensure compatibility with your existing systems.

Are there apps that help with tenant communication?

Comprehensive inspection apps often include features for tenant requests and communication to facilitate all aspects of property management.