HelloReport

Check-in and check-out report software

Keep a clear record of the property's condition, give tenants a way to review it, and prepare a comparison when the tenancy ends.

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A tenant reviewing a report on their phone and a letting agent holding the check-out on a tablet

One record, from the first day to the last

A tenancy needs three things to line up: the condition at the start, the tenant's agreement to it, and the condition at the end set against it. In HelloReport they are one chain of reports rather than three documents to keep in step.

  1. Inventory / Schedule of Condition

    The starting record. Condition, cleanliness, a description and dated photographs for every area and item, completed at the start of the tenancy. This is the check-in record.

  2. Tenant review and signatures

    The tenant opens the report from an emailed link, agrees or disagrees with each item, adds comments and photographs where they disagree, and signs. Their contribution becomes part of the record.

  3. Check Out, compared

    At the end of the tenancy, a Check Out built on that inventory. Every item shows its start and end condition side by side, with the previous and current photographs.

A note on names. HelloReport's Inventory / Schedule of Condition is one report that does the job of an inventory and a check-in. There is no separate check-in document to keep in step with it, and the Check Out always compares against it.

Establish the starting record

Create an Inventory / Schedule of Condition on your own template, then walk the property with the app: every area and item gets a condition and cleanliness rating, a description, and up to 40 dated photographs. Meters, keys and detectors have their own sections.

Add the tenants when you create the report. When you sign it off, it goes to them to review, and the tenancy's record starts from a document both sides have seen.

Collect the tenant's review and signature

Each tenant gets an email with a link and an access code. The report opens in a web browser, with nothing to install. They work through it item by item: agree, or disagree with a comment and up to five photographs of their own. Progress is saved, so they can come back to it.

They have seven days from the email. You can see when the email was delivered and opened, when the report was accessed and signed, and you can extend the deadline or send a reminder. A warning goes to them automatically in the last 24 hours, and the report locks when time is up.

  • Email delivered
  • Opened
  • Report accessed
  • Signed
  • Deadline · extend by 1, 3 or 7 days

Create the check-out comparison

Start a Check Out and choose the completed Inventory / Schedule of Condition for the property. Its areas, items, descriptions and ratings come across as the "previous" side; you record what you find now as the "current" side.

The two sit together for every item: condition, cleanliness, description and photographs from each visit. The judgement stays with your clerk. HelloReport puts the evidence side by side rather than deciding what changed, and marks a defect as new when the inventory's defects were carried over and this one was not among them.

Original evidence and new observations stay distinct

A comparison is only as good as the dates on its photographs. The report keeps the two sets apart so nobody has to ask which visit a picture came from.

Previous

Inventory photographs

Taken at the start of the tenancy and dated then. They stay with the inventory and appear on the check-out as the "previous" set for each item, alongside any photographs the tenant added when they reviewed it.

Current

Check-out photographs

Taken on the day you check the property out and dated then. Up to 40 for each area and item, so a stain, a mark or a missing item can be shown rather than described.

Copying the inventory's photographs into the check-out is optional, and off by default. Leave it off for a comparison check-out: the inventory's photographs are already shown as the previous set, and copying them would put the same pictures on both sides.

BL Beckford & Lowe Lettings Check Out with comparison · 4 Elm Terrace
28 September 2026 · Page 6 of 18

2. Living room

Item Inventory · 3 Feb 2026 Check Out · 28 Sep 2026
Walls Excellent / Excellent
Magnolia emulsion, good order. Magnolia wall and radiator at check-in 		Excellent / Excellent
As inventory. Two small picture-hook holes filled.
Carpet Good / Good
Grey fitted carpet, light wear in doorway.
Tenant comment, 5 Feb: small pale stain by door, present at move-in. 1 photograph. Carpet by the living room door at check-in, with a faint pale mark 		Poor / Fair
Dark stain by door, approx 15cm, distinct from mark noted at check-in. Defect 3 · New Carpet by the living room door at check-out, with a dark stain
Sofa, 3 seat Good / Good
Grey fabric, no marks. 		Fair / Good
Pen marks to left arm. Pen marks on the left arm of the sofa

What the comparison looks like

A page from a check-out with comparison, eight months after the inventory. How to read it:

  1. Both records on one line. The inventory's rating, description and photographs on the left, the check-out's on the right, each dated.

  2. The tenant's check-in comments travel with the item. What they flagged at the start sits next to what was found at the end.

  3. A clearer record, not a verdict. The report shows what each side saw and when. What it means for the deposit is a decision for the people involved, with better evidence in front of them.

What do our customers say?

  • The app is straightforward so doesn’t require lots of training for staff, and the support team is absolutely brilliant.

    James

    Director - Bayside Property Services

    Verified review on Trustpilot
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Questions about the tenancy workflow

Which previous report can I use for a comparison check-out?
A completed Inventory / Schedule of Condition for the same property. A Check Out is always compared with the inventory; an inspection can be copied from, but it is not used for a comparison.
Can tenants review the report without installing an app?
Yes. Each tenant gets an email with a link and an access code, and the report opens in a web browser. It works on a phone, though we suggest a computer for a long report. Their progress is saved, so they can stop and come back.
Can tenants add comments and photographs?
Yes. For each item they either agree or disagree. Disagreeing asks for a comment of up to 500 characters and between one and five photographs, which then appear with that item in the report and on the later check-out.
Can I track whether tenants have viewed or signed?
Yes. For each tenant you can see whether the email was delivered and opened, whether the report has been accessed, and whether it has been signed, with the deadline alongside. The report list shows how many signatures are still awaited.
What happens if the tenant needs more time?
Tenants have seven days from the email. An owner, manager or the report's assessor can extend that by one, three or seven days at a time, up to 30 days ahead, and the tenant is emailed about the extension. A warning goes to them automatically in the last 24 hours, you can send a reminder yourself, and when the deadline passes the report locks and both sides are notified.
Can HelloReport prevent deposit disputes?
No software can promise that. What HelloReport gives you is a dated, signed record of the property's condition that the tenant has reviewed, and a check-out that sets the end of the tenancy against it item by item. If a disagreement does arise, everyone is looking at the same evidence.

See a check-in and check-out end to end

Book a guided demo and we will take one tenancy from inventory to signed check-out, on a template like yours. Or start a free trial and send your next inventory to a tenant this week.

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Routine visits between tenancies? See property inspection software. New to HelloReport? Start with how it works. Prices are on the pricing page.