Prokta for Property Inspections
Move-in and move-out reports, finished on site.
The person doing the walk-through is guided room by room. Prokta writes the description of every element from the photos, compares move-out with move-in, and all parties sign before anyone leaves the property.
Door
LIVING ROOM · 3 PHOTOS
Window
LIVING ROOM · 3 PHOTOS
The app shows which room and element to photograph next, and what each photo needs to include.
Each element gets a written description and a condition rating from its photos. You check it and move on.
Move-out photos are matched to the move-in photos, and only new damage is flagged.
Every photo and signature is time-stamped and hashed, so any later edit can be detected.
A move-in report still takes a specialist, a free afternoon and a few days of waiting
Most agencies send their own staff with a long checklist or book an outside inspector. Both are slow, and the result is a long PDF that is hard to compare against a year later.
Scheduling
The inspector, the tenant and the landlord all have to be free at the same time. One missed slot pushes the move-in back.
Typing it up
Every door, wall and ceiling has its own fields for material, finish, colour and condition. A three-bedroom house means hundreds of entries.
Comparing by eye
At move-out, someone holds last year's PDF up to the room and looks for differences. Small damage gets missed or argued over.
Weak evidence
Photos sit in a folder with no date anyone can prove. "Good condition" in a text field gives a mediator or judge very little to work with.
One walk-through, a signed report at the end of it
The same guided walk is used at move-in and move-out, so the two reports line up element by element.
Create the inspection
Pick the property and the inspection type. Tenants, landlord and access details come from your CRM or are entered once.
AgencyWalk and capture
The app guides the person on site through each room and element. Meters, keys and smoke detectors are part of the same walk.
Staff, landlord or tenantReport drafted
Descriptions and condition ratings are filled in from the photos as you go. Anything missing is flagged before you leave the room.
AISign on site
Each party reviews the report and signs on the device or by link. The PDF is emailed to everyone straight away.
All partiesMove-out and settle
At move-out the walk is repeated. New damage is flagged with a repair estimate, and your team approves what is charged.
Human in the loopMove-out photos matched to move-in, element by element
At move-out the app shows a faint overlay of each move-in photo so the new shot lines up. Prokta aligns the two images and marks what changed. Anything already recorded at move-in is left out. Meter readings are compared the same way.
Some damage in the examples on this page is simulated for illustration.
Repair estimates that take the age of each item into account
A tenant pays for damage they caused. A carpet that wore out over ten years is the landlord's cost. Prokta prices each finding and applies depreciation based on age, using the tables you already work with.
- Repair cost per finding from your own price list or a standard one.
- Depreciation per item based on its age and expected lifespan.
- Normal wear is recorded and kept out of the amount charged.
- Nothing is charged until someone on your team approves it.
KERKSTRAAT 14 · LEASE 2025-0412
| Finding | Age | Repair | Tenant |
|---|---|---|---|
| Window · broken paneReplace glazing | n/a | €420 | €420 |
| Sofa · stainsProfessional cleaning | 4 yrs | €260 | €156 |
| Door · scuffsRepaint one side | 7 yrs | €120 | €48 |
| Floor · soil from plant potCleaning | n/a | €65 | €65 |
Meters, keys and the rest of the handover
The report covers more than walls and floors. Everything the tenant receives or takes over is recorded during the same walk.
Meter readings
Photograph the electricity, gas and water meters. The reading and meter number are read from the photo and added to the report.
Utility handover forms
Takeover forms for each utility are filled in from the readings and ready to send to the supplier.
Keys and remotes
Each key, badge and remote is photographed and counted, so the number handed back at move-out can be checked.
Smoke detectors and appliances
Record whether detectors are fitted and working, and the condition of any appliances that come with the property.
Access details
Where the key is, the alarm code and who to call are stored with the inspection, visible only to the people assigned to it.
Clauses and attendance
Your standard clauses, and a note of who attended, are added to every report without retyping.
Signed on site and sent before you leave
When the walk-through is done, the full report is ready to review on the same device. Each party reads it, signs, and gets the PDF by email.
- Sign on the device or later from a link, for anyone who couldn't attend.
- Sign with a mandate when the agent signs for the landlord or a tenant.
- Your logo and layout on every report you send.
- Remarks after delivery are attached as an addendum. The signed original stays as it was.
KERKSTRAAT 14, 9000 GENT
- Tenant · Sara ClaesSigned on deviceSIGNED
- Tenant · Tom WoutersSigned from link, 14 min laterSIGNED
- Landlord · Immo Verbeke NVSigned by agent with mandateSIGNED
- PDF reportEmailed to 3 partiesSENT
What the tenant, landlord and agency receive
A PDF in your branding with every room and element written out, the photos behind each finding, meter readings, keys and signatures. These are three pages from a move-in report.
- Date
- Sep 1, 2025
- Time on site
- 10:04 to 11:52
- Carried out by
- Agency staff
- Tenant
- Sara Claes
- Tenant
- Tom Wouters
- Landlord
- Immo Verbeke NV
- Attendance
- Landlord by mandate
| Floor | Wool carpet, creamClean, no stains | VERY GOOD |
| Ceiling | Timber boarding, painted white | VERY GOOD |
| Door | Glazed panel door, painted wood, brass knobLight scuffs on lower panel, room side · photo 7.3 | GOOD |
| Window | Sloped fixed glazing, double glazed, pine frame | VERY GOOD |
| Wall 1 | Timber cladding, varnished | GOOD |
- Your logo and layout on every page.
- Every element described and rated.
- Each finding linked to its photos.
- Seal and audit trail on the last page.
Each inspection starts where the last one ended
A property keeps one file across leases and tenants. A new inspection opens with the previous ratings and findings, so the person on site confirms what hasn't changed and records only what's new.
-
SEP 2021
Move-in Tenant 1
First full walk-through of 38 elements. This becomes the baseline for the property.
-
OCT 2022
Check-up
The tenant captures the kitchen and bathroom from a link. A damp spot on the bathroom ceiling goes to the landlord as a repair.
-
AUG 2024
Move-out Tenant 1
Compared with the 2021 move-in. Two new findings are charged, and normal wear is recorded without a charge.
-
MAR 2025
Before works
A baseline of the kitchen before renovation, checked again when the contractor finishes.
-
SEP 2025
Move-in Tenant 2
Opens with the results of the 2024 move-out. Unchanged elements are confirmed in one tap.
-
SEP 2026
Move-out Tenant 2
Compared with the 2025 move-in. One new finding, on the living room door.
When a tenant disagrees, show them the move-in photo
Both sides look at the same sealed photos from move-in and move-out. Most disagreements about the deposit end there.
- Shared link so the tenant sees exactly what you see.
- Both photos side by side for every finding, with the change marked.
- Hashes and timestamps that show nothing was edited after capture.
- One export with both reports, the photos and the messages, for a mediator or court.
Lease Sep 2025 to Sep 2026
Those marks on the living room door were already there when we moved in.
Sealed · signed by tenant ✓
Sealed ✓
Door scuffs not in the move-in report
Repainting the door costs €120. The paint is 7 years old, so €48 comes out of the deposit.
Understood, that's fair.
Built for teams that hand over properties every week
Real estate agencies
Run move-ins with your own staff instead of waiting for an outside inspector, and send the signed report the same day.
Property managers and syndics
One standard across every unit you manage, and a property file that grows with each inspection.
Social housing providers
Hundreds of move-ins a year with the same checklist, the same photo angles and the same report layout.
Inspection firms
Your inspectors finish the report before they leave the property, which leaves time for more visits each day.
Student and build-to-rent operators
Batch move-ins at the start of term, with tenants capturing their own rooms from a link.
Landlords
A complete, signed report for your property without having to write it yourself.
A flow for each inspection type, set up without code
Move-in, move-out, a yearly check-up and a baseline before renovation works each need different steps. Build them in one visual builder and change them whenever your process changes.
Templates per property
Studio, apartment, house or commercial unit, furnished or empty, each with its own rooms and elements.
Who captures
Your staff, an outside inspector, the landlord or the tenant from a link. Set it per inspection type.
Your clauses
Standard clauses and remarks added to each report type automatically.
Your branding
Reports go out with your agency's logo, colours and layout.
Integrations
Create inspections from your CRM or property software and push signed reports back by API.
Languages
Capture guidance and reports in the languages your tenants and landlords speak.
Questions agencies ask us
Who does the walk-through?
Anyone you choose: your own staff, an outside inspector, the landlord, or the tenant from a link. The app shows which room and element comes next and which photos are needed, so the report looks the same no matter who captured it.
Do photos replace the written description?
No. Most rules for move-in reports ask for a written description, with photos as support. Prokta drafts that text for every element from its photos. The person on site reads it and corrects anything that is wrong before signing.
Will the report hold up legally?
Requirements differ by country and region. A Prokta report contains a written description per room and element, photos, meter readings, who attended and each party's signature, with a timestamp and hash on every item. During the pilot we set up the template to match your local rules. For a specific case, check with your legal adviser.
How is wear and tear handled?
Each item can carry its age. Repair estimates apply depreciation based on that age, and changes that count as normal wear are recorded without a charge. Your team approves the final amounts.
What if a party can't be there?
They can sign later from a link, or someone with a mandate can sign for them on site. The report shows who signed, how and when.
Does it work without mobile signal?
Yes. Photos and notes are stored on the device and upload when the connection comes back. Timestamps are taken at the moment of capture.
Can we keep working with our current inspectors?
Yes. They use the Prokta app for the walk-through, and the report is ready when they leave the property.
Does it connect to our property software?
Inspections can be created from your CRM or property management system by API, and the signed report is pushed back by webhook. For a pilot you can start with the Prokta dashboard and no integration.
Try it on your next 20 move-ins
We set up your template, clauses and branding. At the end of the pilot you'll see how long each report took and how many disputes came up.