Why are Paperless Inventories important to Letting Agents?

When it comes to Inventory reports, Letting Agents are in a bit of a catch-22.

The more detailed the Inventory, the more expensive it is to print. The more pictures that are included, the more expensive it is to print. The bigger, higher quality the photographs, the more expensive it is to print.

Never mind the time/costs of your staff using and maintaining the printer, the ink itself costs a fortune!

Inventoryclerk.com pioneered the sending of Inventory reports via email. The reasons behind this were originally to speed up delivery.

We have seen, however, more and more agents are forwarding the reports direct to their tenants. This makes perfect sense to us.

So lets automate this ... Paperless Inventories

The system works pretty simply. Your involvement is minimal.

When making a booking, the system will ask you for the name, email address and mobile number of the tenant. Once the report is delivered, you click a single button in the email and the report is sent and the paperless process begins automatically.

As far as you are concerned, thats it. You're done.

The system will then, automatically and without any involvement from you -

  • Send the report to the tenants email address, with full instructions
  • Allow the tenant to login on their phone or computer to record observations, and even include photographs
  • Remind the tenant, via text message to their mobile, when they have three days left to add observations to the report
  • Remind the tenant, via text message to their mobile, when they have one day left to add observations to the report
  • Once the limit is reached (Or the tenants themselves agree that the report is ok), the system will automatically "finalise" the report
  • Once finalised, the tenants observations will be included on the report, with logging
  • You will then be sent the amended report
Paperless Tenant Details
Entering the tenants details is simple.

So what does this mean for you? Its means you don't have to print the report yourself. It means you don't have to worry about the tenant returning the inventory. Because the tenant is sent full instructions, with video demonstrations, then you don't need to worry about them at all.

So what happens at the end of tenancy? Well, the checkout can be delivered paperlessly too. And because the system can produce a "Tenancy Report", listing every report, tenant observation and note for that tenancy, claims are easy to prove. This tenancy report can also be forwarded to the adjudication service, if needed.

Paperless AObservations on Smartphone, example Paperless Observations on Smartphone, example 2
Tenants can add observations easily on any Smartphone, Tablet, PC or Laptop. And include photographs!

We have spoken to Adjudicators about this system, and it has been designed with both yours and their needs in mind.

So ... How do I get Paperless Inventories?

Paperless Inventories are available from all Inventoryclerk.com Licensed Partners.

To find the nearest one to you, have a look at our "Find A Clerk" website - www.inventoryclerks.co.uk

If you are already using one of our clerks, just ask them to enable Paperless Inventories for you.