BaseAI is your new intelligent assistant built right into Inventory Base. It enhances your inspections and reports by using artificial intelligence to generate clear, consistent, and professional content — all from your photos and report data.
Understanding BaseAI
There are four distinct features that make up BaseAI. Together, these tools are designed to save you time, enhance consistency, and elevate the overall quality and professionalism of your reports.
Feature | Capability |
Create an Executive Summary | Get a professional summary of the full report—perfect for a quick, overview understanding of the entire report. |
Generate a full report via AI Transcription | Submit all photos and let Base AI populate the report with descriptions and conditions automatically. |
Auto-fill section summaries | Analyse a room’s photos to generate a smart, AI-written summary for that section. |
Auto-generate descriptions and conditions for specific images. | Let AI add detailed descriptions and condition comments to items based on photo analysis. |
Choosing Your BaseAI Plan
Plan | Price | Credits | Reports | Credit Roll Over |
BaseAI Standard | £25/month | 1000 credits | Up to 85 reports | Credits do not roll over |
BaseAI Pro | £50/month | 5000 credits | Up to 416 reports | Credits do not roll over |
❗Note: A free trial for BaseAI is not available.
Getting Started
1. Navigate to the Settings tab at the top of your online dashboard, then scroll down to General Settings and find the Base AI option.
2. Once you click on Enable BaseAI, choose the plan you would like to use, and click on Change Subscription.
Plan | Price | Credits | Reports | Credit Roll Over |
BaseAI Standard | £25/month | 1000 credits | Up to 85 reports | Credits do not roll over |
BaseAI Pro | £50/month | 5000 credits | Up to 416 reports | Credits do not roll over |
3. You will then see your subscription credits listed and also any additional credits purchased.
Executive Summaries within Reports
Get a professional summary of the full report—perfect for a quick, overview understanding of the entire report.
1. Navigate to the Settings tab on your online dashboard, and click on Reports settings.
2. Scroll down to the AI Summary settings.
3. There are three specific settings that you can manage for your full AI summary.
Auto-generate on Review: Choose to have the executive summary created automatically when a report moves to the Review stage.
Review Before Completion: If a report includes an executive summary, it must be reviewed before it can be marked as Complete.
Executive Summary Position: Decide where the executive summary should appear in the report: before or after the table of contents.
4. Once your inspection is in Review, you’ll find the executive summary inside the Notes tab.
5. Here, you can review and edit the executive summary if needed. If you've made changes to the report, simply click Regenerate Summary to update it with the latest content.
6. View your final report to see the executive summary displayed in the position you selected in the AI Summary settings.
❗Be sure to carefully review the content and make any necessary edits or adjustments before finalising or sending the report.
Using the AI Smart Fill Service (AI Transcription)
The Smart Fill Service uses AI to automatically transcribe and complete your inspection reports. Simply conduct your inspection as usual — making sure each item includes at least one attached photo — and submit it for processing. The AI replaces the need for a human typist, providing fast, efficient report generation.
💡 You must have the Transcription feature enabled on your account to use the AI Smart Fill Service Typist option.
1. Navigate to any inspection that you are actively working on, and click on the Edit Report tab.
2. Ensure that each item within section has at least one image attached to the item.
💡 Make sure the images attached to each item clearly match the item’s name and details — this helps the AI generate accurate and reliable results.
3. Once you have added images to all sections/items, go back to the Info tab of the inspection, and click on the pencil icon next to the Typist.
4. Choose the AI Smart Fill Service as your typist and click on Assign.
5. Once the AI Smart Fill Service is assigned as the typist, you can click on Submit For Processing.
💡 The processing time for the AI Smart Fill Service depends on the amount of data in your report — especially the number of attached images. Larger reports with many images may take longer to process.
To help ensure smooth and timely processing, double-check that all images are properly attached and relevant to each item.
6. Once the AI Smart Fill Service has completed the transcription, the job will return to the Review stage, where you can check and finalise the report before sending it out.
❗Please note: If you need to re-submit your inspection for processing, the system will run the AI Smart Fill Service again — this means additional credits will be used.
Auto-Generate Section Summaries
Analyse the photos of a specific section or room to generate a smart, AI-written summary that captures key details and insights for that section.
1. Navigate to the template or report editor on your online dashboard, then click the three dots in the top right corner of the block to access additional options.
2. Toggle the Section Summary On and press Save.
3. Once enabled, you will see the Summary field under the Section name.
4. Click the camera icon to add images to the section.
💡 We recommend adding as many relevant images as possible, as this helps BaseAI generate more accurate and reliable results.
5. Once you have uploaded the images to the section/room, tick the images and press the Generate AI Summary button.
6. Choose if you want to Append or Overwrite the data, and then click on Run AI.
Append: Adds the new AI-generated content to the end of your existing report text, keeping the original content intact.
Overwrite: Replaces your existing report text entirely with the new AI-generated content.
7. Once processing is complete, you will see the generated summary displayed within the field.
❗Be sure to carefully review the content and make any necessary edits or adjustments before finalising or sending the report.
Generating Descriptions and Conditions from Photos
BaseAI reviews the photos you attach to each item and automatically generates clear, detailed descriptions and condition notes to save you time and improve your reports.
1. Navigate to the report editor on any of your inspections, and click on the camera icon next to any item field.
2. Upload an image(s) that match the specific item name. This helps BaseAI provide accurate descriptions and condition notes, making your report more reliable and professional.
3. Once you have uploaded the images to the item, tick the images and press the Generate AI Description/Condition button.
4. Tick which fields you want BaseAI to fill in, and choose if you want to Append or Overwrite the data—then press Run AI.
5. Once processing is complete, you will see the generated text displayed within the item field(s).
