Please note that you can only sign up for PAYG through the app. Once you have created your account on the app, you can log in on the website too.

Downloading the App

The app is available on the two major operating systems:

If you're reading this on an iOS or Android device, tap the links above to jump to the app installation page. Otherwise, you can download the app by searching for "inventorybase" in your device's App Store (named Google Play on Android).

The latest version of the app contains the most up to date technologies and features. As such, it is not recommended for devices older than 3 years or budget devices under £100.

Devices older than this tend to go through several major operating system updates which are known to be more demanding on devices, and general wear and tear, on tablets especially. These can lead to performance issues with the app.

Click here for a list of recommended devices.

Getting Started

Once you have installed the app, click to Sign Up. If you already have an InventoryBase account, you will not be able to use this login for PAYG.

Fill in your information and register

Purchasing Credits

Please note that credits are an in-app purchase so you will need to have your payment details set up with Apple/Google Play Store.

Once logged in, click on the app's menu in the top left corner and you will see that you have 4 free credits to create your first reports

To purchase more, click on Report Credits. Credits cost £3.99 each, you can select how many you wish to buy by selecting the - or + option.

Once you have finished selecting how many credits you wish to purchase, press Buy followed by Buy again to confirm.

Using the App as a PAYG Customer

Once you have created your account, you will now be presented with your empty inspections list. You have two options, to Fetch or Create an inspection.

If you would like to get going straight away, select the blue plus button in the bottom corner to create a new inspection in the app.

You'll need an Internet connection to create inspections, but once the reports have been created you can continue offline until you want to sync them online, where we recommend a strong WIFI connection, especially if you're syncing lots of photos.

To create a new inspection, first you will need to fill in the property information (or simply select the appropriate property if it exists).

Once you have done this, fill in and complete the Inspection information

Select Done once you have filled in all the details.

If the report has already been created online, tap 'Fetch' on the upper right to download a report that has been assigned to you online. Your assigned inspections will appear and you can highlight which ones you want to download.

Templates

The PAYG account comes pre-installed with 6 templates to help get you started

If you would like to view and edit your templates, log into your InventoryBase account on the desktop version and head to your templates

InventoryBase also has a Template Library here, where you can download any of our existing templates, however you will need to enter your billing details and have purchased at least 5 credits in the past to add any to your account.

If none of our templates are suitable for your needs, you can have a go at creating your own.

Starting Reports

From your inspections list, tap on the address of the property you wish to start the report for.

The Inspection Info screen contains all the preliminary information for the report, including a link to find the address on Maps, the type of report, reference, location of keys and any notes added to the inspection or property.

When you've arrived at the property and are ready to begin the report, tap Start Report. Confirm that the report status will update to Active.

Tap on the Camera button to take a photo of the front of the property or the entrance to the property which will be saved for next time you visit and show as the cover photo on your final report.



When you're ready to begin editing the report, tap on the 'Edit Report' button. The first page you'll see is a list of rooms.

If your list is empty, tap on the blue Plus button at the bottom of a page to add a template, or a single room.

If you want to add individual rooms, choose the correct room type depending on the input format you want:

  • Detailed - Item, Description and Condition fields.

  • Overview - Item and Condition/Comment fields only.

  • Simplified - Multi-select Checklists (default Clean/Undamaged/Working)

  • Question - Single-select Checklists (default Yes/No/NA)

  • Rating - Itemised Checklists with 1-3 or 1-5 Star Ratings

  • Meters - Blocks specifically for Meter Readings (ie Gas and Electric)

  • Keys - Blocks specifically for itemising Keys for the property

  • Alarms - Blocks specifically for itemising security/safety alarms in the property

  • Manuals - Blocks specifically for itemising electrical and appliance manuals

If you need to rename, duplicate or delete a room/area within the list, swipe it to the left to reveal the room menu:

To rename the room/area, tap on the 3 dots then Rename Room to popup the edit screen.

To copy or duplicate a room/area, tap on the blue copy icon to popup the Copy window.

The copy window will allow you to select which rooms to copy the selected items (all items by default, click the top row to select specific items).

You can create new rooms from this window by tapping the 'Add Room' line at the bottom of the room list.

If you're copying items to existing rooms, you may want to select 'Overwrite existing' at the top of the screen so that the app will append the descriptions and conditions to any matching items in the destination rooms.

To remove a room from the report, just tap on the red trash icon.

To modify the contents of a room/area, tap on the room/area name within the list and you'll be presented with the Items screen.

Tap on each field to complete your observation.

To take room/area overview photographs, tap the 'Add An Attachment'

To take photos of specific items, tap on the camera icon to the right of each line item in the list.

To flag an Action or Issue for a specific line item, tap on the Triangle icon to the right next to the camera icon.

Select the appropriate action from the popup, i.e. "Needs Maintenance" and the corresponding party responsible for this action/issue, i.e. "Tenant".

Any additional comments for this issue can be added which will show on the report for this action item, highlighted in orange. If the comment is left blank, it will repeat the contents of the item's Condition field.

Dictating with the Audio Recorder

If you wish to only capture photos and dictate the descriptions and conditions within the report, tap on the blue Plus button on the bottom of the Items list and click on


Record Audio.

Tap on the Record button on the bottom toolbar to begin recording.

The bar will turn red when recording and you can pause recording by tapping again in the middle of the recording bar.

Pausing recordings saves them automatically as a clip. You can play back all clips in order by scrolling to the very bottom of the Items list and tapping play on the player window.

If you wish to play or delete any individual clips, tap on the List icon on the right side of the audio player and the list will expand. Delete clips by swiping individual lines to the left.

These audio clips will be available to play back in a similar player once the report has been Synced (uploaded) via the online Report Editor.

Read more about working from audio dictations here.

You may also configure InventoryBase to automatically send audio transcription jobs to InventoryBase's pool of typists (billing details will need to be entered).

Read more about the built-in transcription features here.

Completing Reports & Signatures

Once you've completed your report, tap 'Preview' on the top right of the rooms list to navigate to the report preview page.

On this page you'll see an option to Complete the report on the top right. Tap this to mark the report completed. Please note, you do not need to 'Complete' the report to sync it, just to obtain signatures.

You can still tap re-open on the top right to make further amendments to the report if required.

If you need to capture signatures, you can do so now the report has been completed. A blue pencil icon will appear on the bottom right of the report preview page. Tap on this to collect a signature now.

Select the signees status (Tenant, Landlord, etc) in the dropdown and enter their details before collecting their signature.

Note: If the signees aren't present, signatures can be collected online later.

Navigate back to the Inspection Details page, and click on the Sync Report button towards the bottom of the page.

InventoryBase will automatically detect your Internet connection and advise if there's a problem, otherwise once confirmed you'll see the Sync Progress screen appear which should start uploading your report data.

We limit the number of simultaneous uploads to not overload your device or connection, so if you've got hundreds of photos, especially videos, you'll need to wait a while for it all to upload. Your screen will not go to sleep during this time so you can keep an eye on the progress.

If the upload stalls or sits idle for a long period of time, you can tap 'Retry' to try again or resume the upload. Depending on your connection it may take more than one Sync attempt to upload the complete report.

Once the upload is successful, the status bar will turn green and tapping Done will safely remove the report from your device.

If you left the report as Active then your report will be editable online and not yet delivered to any third parties. See Viewing & Sharing Reports for more information.

Click here to read about editing your report online.

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