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Property management disputes almost always come down to one question: what was the condition of the property, and when? A tenant who disputes a damage deduction, a contractor who claims work was done, a maintenance issue that was reported but not resolved — all of these require the same thing: a timestamped photo record.
This guide covers the field documentation workflow for property managers and inspection teams — move-in and move-out inspections, routine condition reports, maintenance documentation, and contractor oversight.
The move-in inspection establishes the baseline condition of a property before a tenant takes possession. The move-out inspection establishes what changed. The comparison between the two determines what deductions are defensible.
In Manifold, every photo is GPS-tagged and timestamped automatically. A move-in inspection walk-through — room by room, surface by surface — becomes a permanent dated record. The move-out inspection produces the same record. The before and after comparison is immediately available and shareable as a PDF without any additional work.
Use a photo-required checklist for both inspections: each room, each surface, each appliance checked and photographed before the item can be marked complete. The completed checklist is the inspection report.
For periodic condition inspections on tenanted properties — quarterly, bi-annual, annual — the same workflow applies. The inspector walks the property with Manifold, takes photos of relevant conditions, completes the checklist, and exports a PDF report. The report goes to the landlord. The record stays permanently tied to that property’s address via GPS.
When maintenance issues are reported and contractors are sent to resolve them, documenting the fault on arrival and the completed repair is essential. For property managers overseeing multiple contractors across multiple properties, Manifold’s GPS photo timeline provides a verifiable record that work was done, at that property, on that date — without requiring the property manager to be on site.
For property management companies overseeing multiple buildings or units, Manifold organises photos and inspections by property using GPS automatically. All inspections for a given address are grouped together. The inspection history for any property is immediately accessible without searching through a shared drive.
For larger properties, Orbit Measure can capture a measurable 3D walkthrough of any unit on any iOS or Android phone — useful for documenting damage extent or capturing unit layouts for listings.
Photo plan — $16/user/month: GPS photo timelines, photo-required inspection checklists, PDF reports, client sharing. No seat minimums.
Photo+Scan plan — $24/user/month: Everything in Photo plus Orbit Measure 3D scanning and Floor Plan Scan.
No seat minimums, free trial, no credit card required.
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