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The Depositary Integration

Connect The Depositary, link a tenancy to a check-out, choose when reports and actions are sent, and troubleshoot tenancy matching.

Written by Adelle Naidoo

The Depositary integration helps you transfer information from an Inventory Base check-out to the corresponding tenancy in The Depositary.

Once connected, you can:

  • Select a Depositary tenancy when creating a check-out.

  • Send the report PDF to The Depositary.

  • Send relevant actions as deductions.

  • Include action prices where Advanced Actions is available on your account.

The information is sent when the report reaches the status selected in your integration settings.

Looking for another Integration guide?

This guide covers The Depositary integration.

For help with other Inventory Base integrations, visit the Integrations Overview guide.

Before You Start

Before connecting the integration:

  • You must have an active account with The Depositary.

  • The relevant branches and tenancies must already be set up in The Depositary.

  • The property address in Inventory Base should match the address held in The Depositary.

  • This integration is used when creating a Check Out inspection.

ℹ️ For help setting up your account, branches, or tenancies within The Depositary, contact The Depositary directly.

Connect The Depositary

  1. From your Inventory Base account, go to Settings.

  2. Select Integrations.

  3. Find The Depositary.

  4. Select Connect The Depositary.

  5. You will be redirected to The Depositary.

  6. Enter your The Depositary login details.

  7. Select the branches you want to connect.

  8. Select Link Branches

Once the connection is complete, you will be redirected to Inventory Base. The integration will show as connected.

Choose When Information Is Sent

You can choose whether Inventory Base sends the report PDF and actions when the check-out is marked Complete or Closed.

  1. Go to Settings > Integrations.

  2. Find The Depositary.

  3. Select Settings.

  4. Under Choose when to send actions (deductions) and report PDF to the Depositary, choose the desired setting.

  5. Select Save.

Setting

What It Means

When report is marked complete

The information is sent when the check-out is marked Complete.

When report is marked closed

The information is sent when the check-out is marked Closed.

Select A Depositary Tenancy

When creating a check-out, you must link it to the relevant tenancy in The Depositary.

  1. Add a new inspection as normal.

  2. Select Check Out as the report type.

  3. Find the Select Tenancy field.

  4. Choose the relevant tenancy from the list.

  5. Complete the remaining inspection details and create the inspection.

Once the inspection has been created, you can view the linked tenancy under Info > Deposit.

How Tenancies Are Matched

The integration does not search for tenancies using the postcode alone.

To return the correct tenancy, the following property information must match between Inventory Base and The Depositary:

  • Address Line 1

  • Postcode

  • Address Line 2, where available

ℹ️ Notes

  • Minor formatting differences should not prevent a match. For example, the search accounts for differences in capitalisation, postcode spacing, and common comma spacing.

  • If a tenancy does not appear, compare the property address in both systems before changing or reconnecting the integration.

Add Actions And Deductions

Complete the check-out in Inventory Base as normal and add any actions that need to be sent to The Depositary.

To ensure an action is sent, assign it to one of the following responsibilities:

  • Tenant

  • Investigate

If Advanced Actions is available on your account, you can also add a price:

  1. Open the inspection.

  2. Select the Actions tab.

  3. Find the relevant action.

  4. Enter the price.

  5. Save the action.

The action and its price will be added to the Deductions section in The Depositary when the report reaches your selected Complete or Closed status.

What Is Sent To The Depositary?

When the check-out reaches the status selected in your integration settings, Inventory Base sends:

Information

What Is Sent

Report PDF

The check-out report PDF

Actions

Supported actions assigned to Tenant or Investigate

Action prices

Prices added through Advanced Actions, where available

Actions and prices appear as deductions against the linked tenancy in The Depositary.

What To Check If Something Does Not Work

The Tenancy Does Not Appear

Check that:

  • The tenancy exists in The Depositary.

  • The correct branch was linked when connecting the integration.

  • You are creating a Check Out inspection.

  • Address Line 1 and the postcode match in both systems.

  • Address Line 2 also matches where it has been entered.

  • You are not relying on the postcode alone to find the tenancy.

The Report Or Actions Have Not Been Sent

Check that:

  • The Depositary integration still shows as connected.

  • A tenancy is linked under Info > Deposit.

  • The inspection has reached the status selected in your integration settings.

  • The relevant actions use the Tenant or Investigate responsibility.

  • Any expected action prices have been entered and saved.

What To Do Next

Once the report and deductions have been sent, continue the end-of-tenancy process from your The Depositary account.

ℹ️ For help managing deductions or completing the remaining steps in The Depositary, contact The Depositary directly.

Need Help?

Contact Inventory Base Support if:

  • You cannot connect the integration.

  • A tenancy does not appear after checking the address and branch.

  • A linked check-out reaches the selected status but does not send.

  • Expected actions or prices do not appear in The Depositary.

Please include:

  • Full property address

  • Inspection reference (URL)

  • Relevant tenancy details

  • Screenshot or screen-recording of the details as you see on your screen

  • Full breakdown of the issue you are having.

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