Built for the people who actually get asked to prove it

ProFlow360 is inspection software for independent property managers and PM companies running roughly 100 to 1,000-plus doors. It puts one capture standard on every unit, works offline on iPhone, and turns move-in and move-out inspections into a record the person defending a charge can use, even if someone else took the photos.

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Living room at move-in: clean wall beside the bedroom door. — Living room · scuff beside the bedroom doorTenant damage · illustrative photos

The same living room at move-out: a scuff beside the bedroom door. — Living room · scuff beside the bedroom doorTenant damage · illustrative photos

Documentation quality is a staffing problem wearing a software costume

The inspection is only as good as the standard in the head of whoever did it, and that standard walks out of the building with them.

Two people inspect two units on the same day. One takes sixty photographs including the undamaged closet interiors; the other takes eighteen of the things that looked wrong. Both mark the inspection complete. Nobody notices the difference for eleven months.

This is not a diligence problem, and telling people to be more thorough does not fix it. Without an explicit definition of complete, thoroughness is a matter of temperament and how far behind schedule someone is running.

The lever is moving the standard out of individual heads and into a template that applies to every unit — then the variable is no longer who happened to be free that morning.

Illustrative: one template, so an incomplete inspection is visible in the list.

What changes for each person on the team?

Software claims are easiest to check when they are stated per person rather than per feature.

Offline. 24 photos saved on this iPhone, uploading when signal returns.

Kitchen · countersSaved on device
Bathroom · tubSaved on device
Living room · door wallUploaded

The field tech or leasing agent

Usually: Walks the unit, photographs whatever looks notable, and uploads later if there is time. The standard lives in their head and leaves with them.
With ProFlow360: Works through a template that names the required shots per room. Capture happens offline and syncs later, so the walkthrough is never blocked by signal.

RoomMove-inMove-out

Entry & hallwayGoodGood
Living roomWorseGoodFair
KitchenWorseGoodDamaged
Bedroom 1FairFair

The property manager

Usually: Finds out an inspection was thin at the moment a resident disputes a charge, roughly a year after it could have been fixed.
With ProFlow360: Sees which rooms are complete while the tenancy is still running, and works from a record where every finding traces back to specific photographs.

MI · Jul 12, 2024

MO · Sep 30, 2026

The person handling the dispute

Usually: Spends an afternoon across a shared drive, two inboxes, and a text thread reassembling twelve months of history.
With ProFlow360: Opens one record for the tenancy and shares an expiring link. No archaeology, no chasing the agent who left in June.

proflowPage 1 of 14

Move-out inspection

2417 Alder Creek Way · Unit B · Sep 30, 2026

Living room · Fair

Kitchen · Damaged

Bathroom · Fair

The owner

Usually: Receives an emailed folder of photos, or a summary with no photos, depending on who put it together.
With ProFlow360: Receives a consistent report or a link that opens without an account and stops working when you revoke it.

When not to buy this

The fastest way to waste your time is to sell you something that does not match how you operate.

Skip it if you manage fewer than about fifty doors and already know every unit personally — the retrieval problem this solves may not be one you have yet.

Skip it if what you actually need is a property management platform. ProFlow360 will not collect rent, run your trust accounting, disburse to owners, screen applicants, or dispatch maintenance, and adding those is not on the roadmap.

Skip it, for now, if you need a PMS integration other than Rentvine. Rentvine is the only one that exists today. You can still use ProFlow360 by adding properties directly, and plenty of teams do, but if automated sync with a different system is a requirement then it is not there yet.

What the Rentvine sync covers Plans and limits

ProFlow360 records and organizes inspection evidence and the deductions you enter. It does not determine legal entitlement, statutory deadlines, or account balances, and it does not hold or move funds.

Your PMS

Rentvine, AppFolio, Buildium…

Rent and ledger
Leases
Maintenance

proflow

Inspections and photos
Move-in vs move-out
Classified findings
Sealed revisions

Out

Package

PDF or an expiring link to one revision

Illustrative: ProFlow360 sits beside your PMS; it is not one.

Questions from property managers

How many doors do you need before this is worth it?

Roughly 100 and up is where teams tend to feel the retrieval problem, because that is around the point where nobody remembers individual units and staff turnover starts erasing institutional memory. Below that a camera roll and a shared drive usually still work. The upper end we design for is portfolios in the low thousands.

Do we have to replace our property management system?

No, and you should not. ProFlow360 has no accounting, rent collection, trust ledger, owner disbursement, leasing, screening, or maintenance dispatch, and is not a system of record. It documents condition and runs alongside whatever you already use.

How long does it take to get a team using it?

The gating item is usually building your first template, because that is where you decide what a complete inspection means for your portfolio. Once it exists, field staff are working from a checklist rather than learning a system. You can start on the free plan and build the template against a real unit before committing anything.

What happens when a field tech leaves?

Their captures stay in the workspace, attributed. Records keep the name of the person who performed the work even if their user account is later removed, so a walkthrough does not become anonymous when someone offboards.

Can residents be part of the process?

Yes. You can send an inspection link a resident completes on their own phone without an account. It expires, can be revoked, and locks once they submit, so their submitted record cannot be quietly changed afterwards.

Who can see our data?

Access is scoped to your account. The server derives the account from the authenticated session rather than trusting anything the client sends, and requests for records outside it do not resolve. Media is stored privately and served through short-lived signed URLs.

Property inspection softwareHow the common approaches compare, and six questions to ask any vendor.Read more Move-in inspectionsSetting a baseline that is still useful a year later.Read more Move-out inspectionsComparing against the baseline and recording the findings.Read more Security deposit documentationMaking a deduction legible to somebody who was not on the walkthrough.Read more The iOS appWhat field staff actually hold, and how it behaves with no signal.Read more GuidesWear and tear vs damage, pre-move-out inspections, and the itemized statement.Read more

Start documenting condition properly

Create an account and run your next inspection with the evidence trail already in place. No card required to start.