12 November 2026

A check-out with the HelloReport AI Assistant, step by step

At a check-out, you still need to inspect each room and record what's changed since the start of the tenancy. The HelloReport AI Assistant can help with the writing, using your photos to suggest grades, descriptions and defects as you go.

If your team hasn't switched it on yet, an account owner or manager can do it in Report Settings, on the AI Assistant tab. The launch post has the steps.

1. Photograph each room and item as usual

Take your photos room by room and item by item, in the HelloReport app or on the web. In the app, tap Analyse photos with AI once you've added the photos for a room or item. On the web, the assistant starts automatically when you add them.

You can carry on to the next room while it works. You'll see Suggestions ready when it's finished.

2. Review the suggestions for each room

For each room or item, the assistant suggests:

condition and cleanliness grades, with a short explanation of what it found in the photos
a description written from the photos
possible defects, linked to the photos they were spotted in

Check each suggestion against the photos and what you saw at the property, then accept, edit or reject it. If you've already written a description, you can keep yours or use the suggested one. Accepting a suggested defect attaches the relevant photos too.

In the web editor, the previous record appears in grey beside each field. Use it to compare the suggestion with what was recorded at the start of the tenancy.

Select Save and continue when you've finished reviewing the room. Each room is saved separately, so you can close the report and come back to it later.

3. Read the meters

Choose the meter's energy type and photograph it. The assistant reads the serial number, the reading and the meter type. On Economy 7 meters, it reads both the day and night readings.

The assistant flags values as Worth a quick look if:

it isn't sure about a reading or serial number
the reading is lower than the one recorded at check-in
the photo seems to show a different supply from the one you chose

You can use Accept the rest for the suggestions that aren't flagged. Check and confirm each flagged value separately.

Suggested condition and cleanliness grades of Poor for a shower ceiling, each with a short explanation of the cracked plaster and brown staining in the photo, and Accept, Edit and Reject buttons — Each suggested grade explains what the assistant found in the photos.

A suggested description of a grey fabric sofa with a light-coloured rug and wooden floor, shown with the photo it was written from, and a suggested defect below it — The description is drafted from your photos, ready to accept or edit.

A suggested defect reading “Pen scribbles on rear fabric of sofa”, with its linked photo and Photos to attach showing one of three — Accepting a suggested defect attaches the photo it was spotted in.

Meter AI suggestions for an electricity meter, with the serial number read from the meter photo, a suggested supply type of Credit (Tariff), and an Accept the rest button — Check the serial number and supply type, then use Accept the rest.

Already added your photos?

If you added photos before your team turned on the assistant, those rooms and meters show as Not drafted on the web. Select Draft this area in a room, or the draft button on the meters list, to get suggestions from those photos.

4. Prepare the summary

Once you've finished the rooms, keys, detectors and meters, open Summary and select Summarise this report. The assistant uses the report entries to draft an overview of what needs attention at check-out.

Read through it and make any changes you need. If you edit the report afterwards, HelloReport lets you know the summary may need updating. It only replaces the summary if you ask it to.

5. Check the report and sign off

Check the finished report before signing off, just as you would with any check-out.

When you open a signed-off report in HelloReport, grey notes under the grades, descriptions and defects show which came from the assistant and which you recorded yourself. For example, you might see Assistant's suggestion, accepted or Assistant's draft, edited by the inspector.

You'll still need clear photos and an accurate comparison with the property's condition at the start of the tenancy. Our guide to what deposit adjudicators look for in check-out evidence covers this in more detail.

6. Let your tenants review the check-out

You can now send check-outs to your tenants for review before completing them. They can comment, add photos and sign, with their feedback included in the final PDF alongside your findings. This is available on the web and in the latest HelloReport app.

If you're already using HelloReport, we've left this switched off for your account. We didn't want to change how your team handles check-outs without your say-so. For new accounts, it's switched on from the start.

To turn it on, an account owner or manager can sign in to HelloReport on the web, open Report Settings, then the Check Out tab. Switch on Request tenant feedback and signatures, then select Update.

The Check Out tab in Report Settings on the web, with Request tenant feedback and signatures switched on, its description reading “Check-out reports go to tenants to review, comment on and sign before they complete”, and an Update button

Try it on your next check-out

The AI Assistant is included in your subscription. Make sure your team has the latest version of the HelloReport app before trying it. We'd like to hear how you get on, especially if a suggestion needs correcting.

If you'd like to see it first, book a guided demo. New to HelloReport? You can also start a free trial.