Move-out inspections that answer the only question being asked

A move-out inspection should show what changed during the tenancy, not just what the unit looks like now. ProFlow360 pairs each move-out photo with the move-in photo of the same subject, keeps both capture dates, and records your call on each finding: normal wear and tear, tenant damage, cleaning, or other claimed.

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Kitchen at move-in: clean counter beside the range. — Kitchen · burn mark on the counter, left of the rangeTenant damage · illustrative photos

Kitchen at move-out: a burn mark on the counter left of the range. — Kitchen · burn mark on the counter, left of the rangeTenant damage · illustrative photos

A photograph of damage is not proof of responsibility

It establishes that something is damaged. It says nothing at all about who damaged it, or when.

This is the gap that makes most move-out documentation weaker than it looks. A folder of move-out photographs feels thorough. Set against a resident who says the mark was there when they moved in, it does almost no work, because the folder cannot speak to the day they took possession.

What closes the gap is the pair: the same cabinet door, the same stretch of carpet, the same wall, photographed at both ends of the tenancy with both capture dates intact. One photograph is an assertion. Two photographs of the same subject a year apart are an observation.

Everything in a ProFlow360 move-out inspection is organized around producing those pairs, which is also why the move-in template and the move-out template are the same template.

Illustrative photos: one move-out photo against the same carpet as a dated pair.

The comparison view, with illustrative photos: each move-out photo is held against the move-in photo of the same subject, with both capture timestamps carried through.

Subject by subject, not album by album

Comparison is only useful at the level of a specific thing in a specific room.

Because both inspections were driven by the same template, each required shot at move-out has a counterpart at move-in. The comparison view pairs them and keeps both capture timestamps visible, so the reviewer is looking at a before and after of one subject rather than scrolling two galleries and trying to hold the difference in their head.

Findings are recorded against the pair. A note attached to “kitchen, cabinet fronts” stays attached to those two photographs, which is what makes it possible to explain the charge to somebody months later without narrating the whole walkthrough.

How do you tell normal wear and tear from damage?

You make that call, and ProFlow360 records it as yours. Software that tells you what counts as normal wear and tear is making a judgement it is not qualified to make.

ProFlow360 does not classify findings for you, does not score severity, and does not estimate cost. Those are decisions that depend on the lease, the jurisdiction, the age of the item, and the length of the tenancy — and they belong to you.

What the product does is make the decision durable and legible. Each finding carries the classification chosen, the amount entered, the person who entered it, the date, and the photographs behind it. A charge that can be explained is a charge that gets disputed less often.

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.

The classification control, with an illustrative photo. The operator makes the call; ProFlow360 records the choice, the amount entered, and the photos it was based on.

Normal wear and tear, damage and cleaning, side by side

The four classifications ProFlow360 records, what each one usually describes, and what is stored when you choose it. Which one applies to a finding is your decision.

General descriptions, not rules. ProFlow360 records the classification you choose; it does not decide it, and it does not determine whether an amount may be withheld.
Classification	What it usually describes	Typical examples	What ProFlow360 records
Normal wear and tear	Deterioration from ordinary use over time	Traffic wear on carpet, light scuffs, faded paint, a few small nail holes	Your classification, the photo pair, who recorded it and when; amounts are usually $0
Tenant damage	Harm beyond ordinary use	Burns, gouges, holes, broken fixtures, pet damage	The photo pair, the amount you entered, and the estimate or invoice behind it
Cleaning	Soil or residue left at move-out	Soap scum, grease, debris, a dirty oven or fridge	The photos, the amount you entered, and the cleaning invoice
Other claimed	Anything else you claim	Items outside the three categories above	Your own description and attached documentation; nothing is calculated

General descriptions, not rules. ProFlow360 records the classification you choose; it does not decide it, and it does not determine whether an amount may be withheld.

From findings to something you can send

The classified findings are not the end of the workflow — they are the input to the disposition.

Findings roll up into an itemized disposition: whole-cent amounts, your reasoning, and the photographs behind each line. Issuing it seals the record and produces a content-hashed manifest of everything it references, so what you sent can be shown to be what you sent.

If you get something wrong, you correct it — a correction adds a new revision carrying a complete new set of lines and supersedes the previous one, rather than quietly editing what the resident already received. The old revision stays intact and readable.

Deductions · Unit B

Tenancy Jul 2024 – Sep 2026

Draft · Revision 1

Living room Wall scuff, patch and paint	Tenant damage	$85.00
Kitchen Counter burn, left of range	Tenant damage	$180.00
Bathroom Tub surround and grout	Cleaning	$95.00
Bedroom 2 Nail holes	Normal wear	$0.00
Garage Oil stain on slab	Other claimed	$40.00

Deposit you entered: $2,400.00
Withheld: $400.00

Issue revision 1

Illustrative: amounts are the ones the operator entered.

Move-out inspection questions

What is the difference between normal wear and tenant damage?

That judgement depends on your jurisdiction, your lease, the age and condition of the item, and how long the resident lived there — and it is a judgement you and your counsel make, not one software should make for you. ProFlow360 does not classify findings automatically or score them. It records the classification you chose, the amount you entered, who entered it, and the photographs it was based on, so the reasoning is legible to someone reviewing it later.

How soon after move-out should the inspection happen?

As soon as the unit is vacant and before any cleaning or repair work begins, because work performed before capture is work you can no longer evidence. Statutory timelines for returning a deposit vary by state and are not something ProFlow360 tracks or calculates.

What if there is no move-in record to compare against?

You can still run a move-out inspection and produce a documented condition record — it just carries less weight, because a photograph of damage without a matching photograph of the same subject at handover does not establish when the damage occurred. The practical answer is to start capturing move-in baselines on every turnover from now on.

Can I attach repair invoices to a specific finding?

Yes. Each line on a disposition carries its own supporting photos, a repair estimate, an invoice reference, and free-text notes, alongside the room and issue it came from. The documentation attaches to the individual finding rather than to the tenancy in general, which is what lets you explain one charge without narrating the whole walkthrough.

Does ProFlow360 calculate what to withhold from a deposit?

No. It does not determine legal entitlement, statutory deadlines, or account balances, and it does not hold or move funds. Amounts shown are the amounts you entered. What may be withheld is your decision.

Move-in inspectionsThe baseline this comparison depends on, and how to capture one that holds.Read more Security deposit documentationTurning classified findings into a charge someone else can follow.Read more Evidence packagesThe chronological output: one tenancy, in order, with the documents attached.Read more Property inspection softwareHow this differs from phone photos and from the module inside your PMS.Read more Move-in / move-out checklistFree room-by-room checklist with a PDF download.Read more Normal wear and tear vs damageHow operators commonly categorize what changed, room by room, with photo pairs.Read more

Document the next turnover properly

Run a templated move-out capture on your next vacancy and see what a structured condition record gives you that a camera roll does not.