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Features

Everything PB Inspect does — move-in/out inspections, tenant e-signing, repairs, and reports.

📋Inspections

Move-In, Move-Out, and Mid-Lease inspection types.
Room-by-room condition checklists (Good / Fair / Poor / N/A) tailored to each room.
Multiple tenants per unit; new-vs-existing tenant tracking.
Autosave; draft / submitted / completed status.

📸Photos, video & audio

Upload photos and video per room, from camera or library (large files supported).
EXIF capture-time & GPS read on upload; recent-photo verification window.
Voice notes transcribed to text automatically.
Full-screen gallery: room navigation, captions, freehand markup, room-aware tags, filter, slideshow.
Optional AI assist (suggestion-only): one consolidated “Analyze room” pass suggests a rating per checklist item (with a short description + repair note only for Fair/Poor/Damaged), plus an on-demand per-photo read. You confirm everything; it describes visible condition without diagnosing cause.
“Teach the AI”: correct any suggestion (type or voice) and it becomes an editable, account-private house rule applied to future runs — guidance, not model training. Manage rules in Admin → AI assist.

✍️Tenant review & e-signature

Send tenants a private link (no login) to review the report, add photos/notes, and agree/disagree per room.
First-time tenants get a short branded welcome (what this is / what to do / what's coming) with an optional, compliant SMS opt-in (affirmative consent, versioned + timestamped log); after one Continue it goes straight to the review.
Disagreements are specific & reasoned (anchored to the room, an item, or a photo; category + typed/voice reason); rooms can be skipped with a reason; tenants can tag “this is my room.”
Signing windows: sending freezes the landlord's findings and starts a configurable clock (default 5 days); revise anytime with Unsend & resend.
Identity-verified, email-confirmed e-signature — a private link per tenant, each with their own attributed notes/photos and independent signature; daily reminders to unsigned tenants.
Tenants can sign, add input, or — after viewing — “Skip / defer” (a logged waiver, not a signature); skip stops reminders, is reversible, and stays distinct from no-response.
“Out for signing” dashboard: see every report awaiting signatures across your portfolio — who's signed, who's pending, who opened it, days left — and resend any tenant their link in one click.
Compiled report at window close (or once all respond): frozen findings + every tenant's responses + all signatures + each tenant's outcome (signed / viewed-and-deferred / offered-no-response). Missing signatures never block it.
Tamper-evident, hash-chained audit log of every signing event.
PDF report generated and emailed automatically on confirmation.

👥People — owners, companies & groups

Owners, companies, and property groups are first-class records: open any one to set contact info and a structured mailing address (line 1/2, city, state, ZIP) and see the buildings and groups it's tied to.
A company is owned by one or more people; a property's owner is a person or a company; groups are flexible buckets of buildings (a region or a portfolio).
Buildings show their owner(s) — “Owned by,” linked to the directory — and support co-owners (add several; remove any one without affecting the others).
Delete any owner, company, or group to Trash with an instant Undo, recoverable for 30 days. Deleting an owner that still owns buildings keeps the links and restores them on undo.

🏢Properties, tenants & LLC groups

Per-property page with current tenants, past tenants, and full inspection history.
Per-property room inventory: standard common rooms (incl. Laundry) + a Floor × Position bedroom grid + flexible bathrooms (full/half). Inspections inherit it; comparison matches rooms by identity.
Appliance records per unit: gas/electric, serial number, warranty info, and a receipt photo.
Per-unit lease terms: lease start, end/renewal date, monthly rent, and security deposit.
Tag properties by owning LLC / portfolio group; filter the dashboard and units list by group.
Bulk import units & tenants from an AppFolio CSV (detects an owner/portfolio column).
Persistent per-unit tenant links for year-round checks.
Compliance dashboard, grouped by building: one shared rental license + year built per building, with lead paperwork (Lead-SAFE cert + Certificate of Analysis) and CRS per unit. Current / Expiring / Overdue status, a next-deadline column, summary tiles, sortable columns, photo/PDF upload, AI expiry-date OCR, and email alerts as expiry nears.
Property compliance tracker: the docs on file for each unit — Certificate of Rental Suitability (60-day validity), Lead-SAFE certification, Certificate of Analysis, and signed lease (auto-detected from a filed lease on the unit or building). Lead items auto-apply only to pre-1978 units. Color-coded, with a per-tenancy rollup. (Tenant-delivery items like the handbook, lead disclosure, and EPA pamphlet are handled by the welcome packet.)
Unit type (housing / commercial / storage / garage): lead paperwork and the CRS only apply to housing units. Non-housing units show those as N/A and are never counted against compliance.
(Philadelphia) One-click CRS: pull a unit's Certificate of Rental Suitability straight from Philadelphia's eCLIPSE portal using the building's rental-license number — returned as a writable PDF, saved with its certificate number and validity clock. If the city won't issue it, the reason is recorded as a compliance signal. Auto-refreshes near each lease renewal.
(Philadelphia) If a CRS is blocked by an owner tax-compliance flag, draft a ready-to-send owner notice (Philadelphia Tax Center steps + Revenue tax-clearance contacts) — company details from your branding, owner details saved for reuse.
Search the Compliance board by address, unit, tenant, or LLC.
Email a selected set of a unit's documents as one package to a tenant or inspector.
Document version history: uploading a new rental license, lead cert, or CRS keeps the prior copy as a viewable “previous version” instead of overwriting it.
Bulk document intake: drop a pile of PDFs/photos and the AI sorts each one — type, property/unit, dates, identifiers — into a review queue you approve. A lease is read from its first pages for the rent, deposit, and term (a past end rolls forward to its renewal), with an on-demand full read for pets and additional occupants; on approve those write onto the unit, and a single-unit house files straight to its one unit. The type list is self-extending: a newly-detected kind (e.g. a Lease) is offered with one-click “Add as a document type.”
Per-building property profile: parking, water/trash/recycling/snow schedule, utility accounts, insurance, service contracts, and mortgage info — each section togglable. (Philadelphia) Real-estate taxes and trash/recycling days pull straight from the city's public property data by OPA/parcel number, kept as a year-by-year history.

🌀Maintenance checks

Tenant-submitted filter changes (old + new filter photos) and smoke/CO detector checks.
Camera-enforced, EXIF/GPS-verified submissions.
Record each unit's heating/cooling and filter size; units with no filter skip filter reminders.
Optional automatic email reminders to tenants when a filter/smoke check is overdue.

🔧Repairs & to-do

Flag any inspection photo as needing landlord action, with a note.
Repairs page rolls up everything flagged, grouped by unit — mark done or reopen.
Send a vendor a clean private work-order page (no login) to Accept / Complete / decline each repair — responses show on your Repairs list.
Import your whole vendor directory from an AppFolio export (CSV or Excel) in one shot — contact, GL account, payment type, 1099, tags, and insurance/license expirations (which show as color-coded renewal chips). Re-importing updates vendors in place instead of duplicating.
Items flagged for repair are shown to the tenant during review and summarized in the report (per room + a full list).
Repair supplement: mark a flagged repair complete with after-photos + a note, then generate a before/after supplement report (download or email to the tenant) proving promised repairs were done. Internal items excluded.
Internal notes (landlord only): private photos/notes on an inspection that never reach the tenant or report — for things like structural/exterior work.
Every issue is classed Immediate or Long-term; the Repairs & To-Do tracker filters by it, and each property page shows that unit's open issues.
Record keys, fobs, mailbox keys, and access codes per inspection — with a photo of each key/fob set, included in the report.

💵Accounting & expenses

Snap or upload a receipt (photo or multi-page PDF) and AI reads the vendor, total, date, and invoice/confirmation #; speak a note or scribble the property and it tags it.
Receipts are coded to your real chart of accounts — AI picks the best-fit account (e.g. 6142 Plumbing), and capital work can post to Buildings / Improvements, not just operating expense.
Vendor memory: code a vendor once (Lowes → Materials) and the next receipt from them pre-codes automatically.
Smart property matching: a street number or property code on the receipt/note auto-tags the unit; if nothing matches it asks which property instead of guessing.
Review queue (Pending / Approved / Rejected): preview receipt pages, tag property & unit, edit every field, set a PO, then approve.
Add expenses by hand (no receipt) for mileage, cash, or online bills.
CSV export with a date range: pick from/to dates, see the count and total before downloading, and every exported row is stamped “✓ exported” so the next export skips it (tick a box to re-include).
Reports: spend by property, by account, and by account group over month / year / all-time, split into Operating vs Capital; plus a searchable chart of accounts.
AppFolio: export approved bills in AppFolio's vendor-bill upload format (each property carries a code, defaulting to the street number; PO column configurable by property or unit). Upload your AppFolio roster and the app flags any property not yet in AppFolio.
Built natively — receipts live in your existing storage, amounts are kept to the penny, and AI spend shows in the cost dashboard, itemized by feature and by document type.

🔑Leasing & turnover

Move-In workflow: one guided path per unit that takes it from applicant to keys — choose who's moving in (current tenant, an approved applicant, or a new occupant, which pre-fills the rest), build the welcome packet, build the lease, review the required documents, send for e-signature, and mark Move-In Ready. Each step shows Done / In progress / To-do / Blocked, and links straight to the tool that does the work.
Lease Builder (Beta): assemble a draft residential lease for a unit from a standard 50-module library — rent & late fees, security deposit, maintenance & repairs, pets & assistance animals, required insurance, early termination, casualty & habitability, default & remedies, and the Philadelphia/federal disclosures with real code citations — pre-filled from the unit's property, tenants, rent, and term. Read a full sample lease (every module, fictional data) before you build a real one, then send the draft to tenants to e-sign.
Edit lease clauses in-app (Leasing → Lease modules): browse every clause in the library, read the full text, and (site admins) edit any clause — your edit applies to the leases you generate and send, with one-click revert to the vetted default; edits are validated so a broken placeholder can't ship.
Rent-at-renewal escalation is written into the generated lease itself — the Lease Summary, End-of-Lease section, and Sign & Accept recap each state that every automatic renewal raises the monthly rent 3% over the prior term, compounding year over year, unless the landlord gives written notice of a different amount (higher or lower) at least 75 days before the Lease End Date, with skipping a year or raising under 3% never waiving the right in later years; it's standard clause language (no per-lease slider) that site admins can edit in Leasing → Lease modules, with one-click revert to the default.
Per-person water billing: set water to “per person” with a $/person rate in the packet/lease config and the lease's monthly water charge is computed as rate × number of occupants (tenants + minors + additional adults) — e.g. $35/person × 3 occupants = $105/month, where it previously showed just the per-person rate.
Pet policy now offers four options — No pets, Cats only, Dogs only (newly added), and Dogs & cats — derived from the unit's pet records on a real lease (the sample previewer has an explicit dropdown), and each approved pet now prints its breed and weight on the lease (e.g. “Rex — Dog (Labrador Retriever), 40 lbs”).
Lease reader: upload a signed lease PDF and AI extracts the whole record — landlord, tenants, guarantors/cosigners, additional occupants, property, term, rent (+ rent-increase addenda), deposit, pets, insurance, utilities, compliance, move-out and default clauses — with a confidence score, flags, and duplicate detection.
One-click apply: match an extracted lease to the unit and its current tenants, then push rent, deposit, lease dates, and tenant contact info onto the record (non-destructive — fills gaps, adds new tenants).
Additional occupants (named on the lease but not signing): captured per unit, with a flag when an adult (18+) should be a lease signer.
Lease end is tracked as a renewal date — a past end rolls forward by 12-month renewals to the next anniversary.
Renewals: every lease ending soon, color-coded by urgency, flagged “new lease” vs “auto-renews.”
Vacancies: every unit with no active tenant, plus a “Moving out” list with expected dates and a “tenant lined up” badge.
Move-out process: start a move-out (expected date) → line up the incoming tenant → run a move-out inspection (the tenant can self-document via their link) → finalize, which swaps the incoming tenant in (or marks the unit vacant) and archives the prior tenancy.
Building type (Single Family House / Multi-Unit / Commercial / Storage) anchors house-vs-apartment and which compliance applies; one click backfills it from unit counts.

📦Welcome packets & document library

Generate a branded tenant welcome packet PDF per unit — assembled from the unit's data: contacts, color-coded emergency steps (911 / gas → PGW / urgent), the move-in report deadline, water shutoff, trash & recycling, heat/water/parking/HVAC, pets, house rules, voter registration, and a dated compliance-document acknowledgment with signature lines per tenant.
Guided readiness checklist per packet: shows the packet's completeness at a glance, lists exactly what's missing, and blocks sending when a legally-required document (CRS, rental license, or lead paperwork) isn't on file yet. Every “Missing” item links straight to where you fix it — a packet field, the unit's compliance documents, or the building's year built.
Send the whole packet to tenants to e-sign (DocuSeal): track who's signed, resend a link, or download the signed packet; a no-signature reference copy is one click away.
When every signer finishes, the bundled credentials (CRS, Lead-SAFE cert, Certificate of Analysis) are automatically marked Delivered on the unit's move-in checklist — no manual step, the unit stops reading “move-in incomplete” on its own.
Per-unit settings: heat-included, mailbox combo, lock type, water billing + access code, parking permit, street cleaning (with days/hours), and contacts — blank fields fall back to property/lease defaults.
Document library: upload reusable boilerplate (handbook, lead disclosure, EPA pamphlet, bed-bug notice, forms) and mark what's bundled into each welcome packet; name your own document types as you go.

⚙️Accounts & admin

Multi-landlord: invite other landlords, each with a private, isolated portfolio.
Sign in with Google or with an email + password.
Per-account settings: report BCC, auto-email, signing rules, photo tags, dev/test mode.
Site Admin (site admins only): manage logins, View-as a landlord to troubleshoot, system health bar, and an AI cost dashboard.
Built-in error monitoring: server and browser crashes are captured automatically into an Errors panel (with a 24-hour count); a friendly crash screen replaces blank pages.
One-click full data backup (JSON export of every record) for safekeeping.

📧Reports & messaging

Branded PDF reports, emailed via Resend with optional BCC.
Per-LLC branding: logo, business name, contact, and footer on reports/packages — an account default with per-ownership-group overrides.
Editable message templates for tenant texts/emails, the report email, reminders, and vendor work orders (with the required SMS opt-out line locked in).
Tenant texting via Twilio (SMS compliance / opt-out built in).

🗑️Safety & housekeeping

Trash with restore, permanent delete, bulk actions, and 30-day auto-purge.
Deleting a photo or room asks to confirm; deleted photos go to a per-inspection “Recently deleted” you can restore from for 30 days.
Move-in vs. move-out photo comparison.
One-click move-out deposit package: condition changes, side-by-side photos, and an itemized deductions worksheet (download or email; doubles as the itemized list of damages).
Each landlord's data is isolated per account, with a tamper-evident signing audit log — both backed by automated tests.
Privacy Policy, Terms, and SMS Policy pages.

Interested in using PB Inspect for your properties?

Access is by invitation — reach out to PhillyBricks to be added.