From inspection photos to a complete move-out evidence package.
Document move-in and move-out condition, compare what changed, organize the deductions you claim, and produce one chronological record — without replacing the property management software you already run.
- iPhone app for capture, offline
- Web workspace for review
- Reads from Rentvine
Scuff on wall beside bedroom door, about 6 in.
TEN-0418 · Revision 1
Issued Oct 4, 2026 · sealed
The evidence exists. It is just in six different places.
Deposit disputes are not won at the move-out walkthrough. They are won by what was recorded eleven months earlier, and whether anyone can still find it.
A resident disputes a charge, and someone spends most of a day reconstructing what the unit looked like a year ago. They find the move-out photos immediately. The move-in photos take longer. The one shot that proves the carpet was clean on day one is on a phone that belonged to a leasing agent who left in June.
The charge might have been entirely fair. That is rarely the problem. The problem is that a fair charge and an undocumented charge look identical once they are being questioned.
Phone camera roll
Move-in photos, mixed in with everything else that week
A folder on the shared drive
Named after the address, organized by whoever got there first
A PDF condition report
Accurate on the day it was signed, unopened since
A text thread
The maintenance tech sent the good photos here
An email with an invoice
The only proof of what the repair actually cost
The deposit spreadsheet
Amounts, but nothing behind them
One tenancy, recorded end to end
Each step exists to make the next one possible. A move-out photo is only worth something because a move-in photo of the same wall exists, and both are worth more because the repair invoice is attached to the finding they produced.
Living room
Room 2 of 9
MO-22 · 10:42 AM
Match move-in framing6 photos
1 waiting for signal
Wall scuff beside bedroom door
Room-by-room templates tell the person on site exactly which shots are required. Capture works with no signal — photos are written to the device and upload when the network comes back.
Illustrative screens and photos
The iOS appThe pair is the evidence, not the photo
A photograph of a stained carpet proves a carpet is stained. It proves nothing about who stained it.
What answers that question is the same carpet, photographed on the day the resident took possession, sitting next to it with both dates visible. So the comparison is built around subjects rather than albums: move-out kitchen counter against move-in kitchen counter, not one folder against another.
Because both inspections ran from the same template, every required shot at move-out already has a counterpart at move-in.
Move-inMove-out
Kitchen
Tenant damage
Burn mark on the laminate counter, left of the range
Move-inMove-out
Bathroom
Cleaning
Soap residue on the tub surround, darkened grout
Move-inMove-out
Bedroom 2
Normal wear
Four nail holes above where the bed stood
Illustrative photos. Drag any pair to compare.
A record that can be quietly edited after it is sent is weak evidence
Most documentation tools let you go back and change what you already issued. That is convenient right up to the moment somebody asks whether you did.
When a disposition is issued, ProFlow360 seals it. The sealed revision carries a SHA-256 hash over its own canonicalized contents and a manifest listing every photograph it references, each with its own content hash and capture time.
From that point the database itself refuses to change it. Postgres triggers reject any update, delete, or late line-item insert against a sealed revision — not application code that could be bypassed, but a constraint underneath it. Photos referenced by an issued revision cannot be deleted either, including by a cascade from a parent record.
Corrections are still possible, because real ones happen. A correction creates a new revision with a complete new set of lines and supersedes the previous one. The old revision stays intact and readable. The chain is the audit history.
- Revision 2Sealed · current
Issued 04 Mar 2026 · D. Ramirez
sha256 a3f1c9…7b42
169 photos and 3 documents hashed into the manifest
- Revision 1Sealed · superseded
Issued 02 Mar 2026 · D. Ramirez
sha256 0e88d4…19ac
Superseded by revision 2. Retained in full, never edited.
Enforced in the database, not the app. Once a revision is sealed, Postgres rejects any update, delete, or late line-item insert against it. The only permitted change is sealing itself.
A native iOS app, built for units with no signal
Evidence starts at the property, so the field app is the part that cannot fail. Templates remove the judgement call about what to photograph, and the queue removes the risk of losing the work.
- Capture offline
- Photos are written to the device before any network call. A vacant unit with no signal is the normal case, not the edge case.
- Uploads on reconnect
- A queue on the device retries in the background when the network returns, without anyone reopening the app.
- Capture time, not upload time
- A photo taken Tuesday in a basement and uploaded Thursday from the office still reads Tuesday.
- Location if you want it
- Coordinates can be attached, and geotagging stays off unless the person capturing turns it on.
Move-out
2417 Alder Creek Way · Unit B
Offline. 24 photos saved on this iPhone, uploading when signal returns.
Rooms
3 of 9 complete
- Entry & hallway5 photos
- Living room6 photos
- Kitchen9 photos
- Bedroom 14 photos
- Bedroom 2Not started
- BathroomNot started
One PMS integration, and we are specific about which
ProFlow360 is not your system of record and does not want to be. It reads the property list you already maintain so nobody retypes addresses.
Rentvine
Read-only
Syncs properties, units, and tenants into ProFlow360, using lease dates to work out which residents are current. The connection only reads from Rentvine — nothing ProFlow360 does can alter your Rentvine records. Anything you add by hand is never overwritten by a sync.
Rentvine is the only property management system ProFlow360 connects to right now. Other integrations are on the roadmap and none are available yet; if you need one, the fastest way to influence the order is to tell us which.
What the Rentvine sync coversStart documenting condition properly
Create an account and run your next inspection with the evidence trail already in place. No card required to start.