Completing Check-Out reports in Inventory Base allows you to compare property conditions at the end of a tenancy against the original Check-In. Use side-by-side columns, comparison photos, and Actions to track damages, cleaning issues, and tenant responsibility.
Best Practices
Always complete and close your Check-In before creating a Check-Out.
Retake photos through the app to ensure side-by-side comparison works correctly.
Use the Actions feature consistently to maintain a clear liability record.
Sync reports regularly to avoid data loss.
Ensure all reports are synced before closing to preserve timestamps and location data for audit accuracy.
Creating a Check-Out Inspection
1. From your web dashboard, click Add Inspection.
2. Select the property from your existing list.
3. Choose the Check-Out report type.
💡 The system will automatically link it to the previous Check-In or Inventory report. Click on Change within the green banner if you want to use a different Check-In or Inventory report when creating your Check-Out.
4. After selecting the Conduct Date and Time, and assigning your Clerk, complete the remaining fields and click Save and Continue.
5. You’ll see the exact report being copied and compared to, ensuring an accurate side-by-side review.
❗ Note: Previous Check-In or Inventory images are not automatically copied into the Check-Out.
If you’d like the images from your previous Move-In inspection to appear on your report, you’ll need to copy them via the Uploads tab.
However, you don’t need to copy previous images to display an image comparison — simply follow the steps below to see how the comparison feature works automatically.
Conducting the Check-Out
1. Mark your inspection as Active on the online dashboard, or Fetch the inspection to your Inventory Base app to conduct it in the field.
2. Click Edit Report to begin. Each room and item will display the original condition from the Check-In.
You can compare previous Check-In photos directly within the app — see the Photo Comparison section below.
3. Overwrite the condition if it has completely changed, or append additional details if you’re updating or expanding on the previous notes.
4. Inventory Base will automatically mark the item as Check-In if the condition is unchanged, or Check-In + if additional notes are added.
If the previous condition is removed and a brand-new condition is added, an orange flag will appear next to the condition at Check-Out, highlighting that this is a completely new condition.
Photo Comparison in Check-Out Reports
InventoryBase allows users to compare Check-In images with new Check-Out images directly in the app for an easier on-site workflow.
ℹ️ Important Notes
⚠️ Photo comparison only applies to linked lifecycle reports (Check-In → Check-Out).
Previous Check-In images appear only within the Inventory Base app while conducting the Check-Out.
These images guide your inspection process but do not automatically appear online.
To include comparison images in the final report, you must retake the photos in the app — this ensures the system recognises them for side-by-side display.
Enabling Photo Comparison
Scope | Steps |
All Check-Out Reports | 1. Go to Settings > Reports |
Single Check-Out Inspection | 1. Open the Check-Out Inspection |
ℹ️ Even if previous images are copied into the new Check-Out, retaking the photos in the app is required for the comparison to appear in the final report.
Using Comparison Photos
1. Once you have created your Check-Out report, fetch it to your app.
2. Items with previous photos show a blue dot on the camera icon.
Tap the icon to view previous photos. Retake the photo by clicking the green camera icon at the bottom.
ℹ️ Retaking the photos in the app is required for the comparison to appear in the final report.
3. Sync your inspection — in the final report, clicking on the image will display a side-by-side comparison of old and new photos.
Viewing the Full Audit Trail
You can view the full lifecycle of reports for each tenancy under Property Details, or the Activity tab for this inspection.
From here, print or export a complete record showing every report from the original Inventory through to the Check-Out — ensuring a full, traceable history.
Importing an Existing Check-In Report
If your original Check-In or Inventory report was created outside of Inventory Base, you can easily import it to use as the starting point for your Check-Out comparison.
This feature is ideal when transitioning from another platform or standardising historic reports within Inventory Base.
1. Navigate to the Inspections tab on your web dashboard and click Import Existing from PDF.
2. The system will scan the uploaded PDF:
If the report was originally created in Inventory Base, you’ll have the option to import it directly: £5 (with images) / £3 (without images).
If it was created outside of Inventory Base, you can submit it to our transcription team for manual import. Standard and express turnaround options are available.
3. Import the report as it was originally created — for example, import a Check-In as a Check-In — to ensure accurate report linking and comparisons. The conduct date should also be the date the original report was conducted.
4. Once the imported report appears in Review, mark it as Complete and then Closed.
5. After the report is successfully imported and closed, you can create your Check-Out inspection based on that report.
⚠️ Important:
Do not create your Check-Out until the original report has been imported and closed. The system cannot import data directly into a Check-Out, and automatic comparisons will not process if this step is skipped.
Common Mistakes to Avoid
Creating a Check-Out before the Check-In is closed.
Forgetting to retake images (causes missing comparisons).
Not syncing before closing reports (can lead to missing timestamps).
Deleting or overwriting original Check-In notes rather than appending updates.