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proflow360

Inspection evidence, from the field to the file

ProFlow360 is property inspection software for residential property managers, with two surfaces on one account: a native iPhone app that captures condition at the property, and a web workspace that compares move-in against move-out, records your deductions, and issues a sealed evidence package. This page is the honest inventory of what each one does.

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Living room at move-in: the wall beside the bedroom door is clean.
The same living room at move-out: a scuff on the wall beside the bedroom door.
Move-in · Jul 12, 2024Move-out · Sep 30, 2026
Tenancy
TEN-0418 · 2417 Alder Creek Way, Unit B
Room
Living room · photos 26 months apart
Finding
Tenant damage · $85.00
Record
Revision 1 · issued Oct 4, 2026 · sealed
Illustrative example with generated photos: a move-in and a move-out photo of the same living-room wall, the scuff circled, recorded as tenant damage of $85.00 on an issued, sealed record. Use the slider to compare the two photos.

A narrow product, deliberately

ProFlow360 does one job: it documents the physical condition of a residential unit over the life of a tenancy, and makes that documentation retrievable when it is questioned.

It is not a property management platform. There is no rent collection, no accounting, no trust ledger, no owner disbursement, no leasing funnel, no applicant screening, and no maintenance dispatch. It is not a replacement for AppFolio, Buildium, Yardi, Propertyware, or Rentvine, and it will not become your system of record.

So ProFlow360 sits beside whatever you already run. It reads your property list where it can, keeps its own evidence record, and hands you something exportable at the end.

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 reads from the PMS you run and keeps its own evidence record.

One tenancy, step by step

Pick a step to see the surface it happens on. A move-out photo is only worth something because a move-in photo of the same wall exists.

9:41

Living room

Room 2 of 9

MO-22 · 10:42 AMMatch move-in framing

6 photos

1 waiting for signal

Wall scuff beside bedroom door

NoteCaptureIssue

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 app

What does ProFlow360 actually do?

Everything below is shipped and usable on a paid or free account today. Where a capability has a limit worth knowing about, the limit is in the description rather than in a footnote.

Kitchen

Room 3 of 9 · Move-out

MO-29 · 10:58 AM
  • Counters and range
  • Sink and cabinets
  • Floor, wide
Available today

Templated room-by-room capture

An inspection template defines which rooms get walked and, inside each room, which shots are required. Each requirement carries its own label, written instructions, and an optional example image, so a new hire and a ten-year veteran produce the same set. Rooms can repeat per bedroom, so one template covers a studio and a four-bed without being rewritten.

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

  • Kitchen · countersSaved on device
  • Bathroom · tubSaved on device
  • Living room · door wallUploaded
Available today

Offline capture on iOS

Photos are written to the device before any network call, queued, and uploaded in the background when connectivity returns. A vacant unit with no signal is the normal case, not the edge case.

How the iOS app works
MI · Jul 12, 2024
MO · Sep 30, 2026
Available today

Timestamped photo records

Every photo stores the moment it was captured, separately from when it was uploaded. Coordinates can be attached as well; geotagging is a setting the person capturing controls, so it is accurate when present rather than assumed.

Resident inspection link

Submitted
proflow360.com/inspect/k7Qp…
Account
None needed
Expires
Jul 19
After submit
Locked
Available today

Tenant-facing inspection links

Send a resident a link and they can document condition themselves without creating an account. Links expire, can be revoked, and lock on submission — once a resident submits, the photos in that submission cannot be added to, edited, or deleted through the link.

RoomMove-inMove-out
  • Entry & hallwayGoodGood
  • Living roomWorseGoodFair
  • KitchenWorseGoodDamaged
  • Bedroom 1FairFair
Available today

Web workspace

Review what came in from the field, organize photos against the property record, generate a PDF photo report with notes and date stamps, and share a link with an owner or a resident. Team members get project roles of admin, crew, or viewer.

RVRentvineConnected · read-only
212
Properties
486
Units
431
Tenants

Last sync 6 min ago · manual entries never overwritten

Available today

Read-only Rentvine sync

Pull properties, units, and tenants from Rentvine so the address list matches the one you already maintain. The integration only ever reads; records you created by hand are never overwritten.

What the sync covers

Move-in · Jul 12, 2024

Move-out · Sep 30, 2026

Kitchen conditionGood Damaged
Available today

Move-in / move-out comparison

Inspections carry a type — move-in, move-out, periodic, or ad hoc — and a tenancy scopes them into one residency. The comparison workspace pairs each move-out capture with the move-in capture of the same subject, so the change between them is what gets reviewed rather than a photo on its own.

Move-out inspections

Burn mark on counter, left of range

Normal wearTenant damageCleaningOther claimed
Ridgeline estimate.pdf$180.00
Available today

Condition classification

Record each finding as normal wear, tenant damage, cleaning, or other claimed, with the amount in whole cents, the person who entered it, the photos it rests on, and the repair estimate or invoice behind it. Each line also records whether it came out of the comparison or was typed by hand.

Deposit documentation

Record TEN-0418

Sealed
Deposit you entered
$2,400.00
Withheld
$400.00
Refunding
$2,000.00

sha256 a3f1c9…7b42

Resident link · expires Nov 3
Available today

Itemized deposit disposition

An itemized disposition moves through draft, issued, disputed, and resolved. Amounts are integer cents and the totals are invariant-checked against the line items when it is issued. The deposit figure is the one you typed — nothing verifies it against an account balance, by design.

How a disposition is recorded

Revision 2

Issued Oct 9 · D. Ramirez

Current

Revision 1

Issued Oct 4 · kept intact

Superseded
Available today

Sealed, tamper-evident revisions

Issuing a disposition seals it: a SHA-256 hash over its canonicalized contents, plus a manifest of every referenced photo with its own hash and capture time. Postgres then rejects any update, delete, or late line-item insert against that revision. Corrections add a superseding revision instead of rewriting what was already sent.

What sealing means
proflowPage 1 of 14

Move-out inspection

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

Living room · Fair
Kitchen · Damaged
Bathroom · Fair
Available today

Evidence package assembly and sharing

One chronological package for a tenancy — move-in capture, everything recorded in between, move-out capture, classified findings, and the repair documentation behind them — shared through a scoped recipient link that must carry an expiry and can be revoked.

Evidence packages

Illustrative screens and photos

The template does the remembering

The most expensive gap in an inspection record is the shot nobody thought to take.

An inspector working from memory takes photographs of what looks notable. Eleven months later, the useful photograph turns out to be the boring one — the undamaged cabinet door, the clean carpet in the corner, the wall with nothing wrong with it. Those are exactly the shots that get skipped when the checklist lives in someone's head.

Templates invert that. Each room lists what has to be captured before the room can be marked complete, and each requirement can carry instructions and a reference image so the framing is consistent between two different people on two different days.

Guided capture — move-out inspection, Unit BIllustrative

Offline. 12 photos saved on device, queued to upload

  • Kitchen
    Complete
    • Counters and backsplash
    • Appliance interiors
    • Under-sink cabinet
  • Bedroom 2
    In progress
    • Walls, all four
    • Flooring
    • Closet interiorOptional
  • Bathroom 1
    Not started
  • Garage
    Not started
A diagram of templated capture: each room carries its own required shots, and the queue holds anything captured while the unit had no signal.
Evidence package — Unit B, tenancy Mar 2025 – Feb 2026Illustrative

2417 Alder Creek Way, Unit B

Resident tenancy · 12 months

169 photos · 3 documents

  1. Move-in inspection

    03 Mar 2025

    9 rooms · 64 photos

  2. Mid-lease maintenance visit

    11 Jul 2025

    Water heater replacement · 6 photos

  3. Periodic walkthrough

    19 Nov 2025

    9 rooms · 41 photos

  4. Move-out inspection

    28 Feb 2026

    9 rooms · 58 photos

  5. Findings classified

    02 Mar 2026

    3 chargeable · 5 normal wear

  6. Repair documentation attached

    04 Mar 2026

    2 invoices · 1 vendor estimate

  7. Package receipt acknowledged

    05 Mar 2026

    Recipient acknowledgement timestamp recorded

Exported as a single chronological package, or shared as an expiring link. Amounts shown are the ones the operator entered.

A diagram of the assembled package: one tenancy in chronological order, from move-in capture through classification and attached repair documentation.

Something you can hand to another person

A record that only makes sense to the person who created it has not solved the problem.

The workspace produces PDF photo reports — grouped photos with notes, capture dates, and optional location, generated in the browser — and the chronological evidence package for a tenancy, assembled from records that already exist rather than gathered by hand.

Both go out as links a recipient opens without an account. A recipient link is scoped to exactly one issued revision, must carry an expiry, is stored only as a hash, and can be revoked. Views, downloads, and acknowledgements are appended to a log that cannot be edited afterwards.

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.

Keep reading

Property inspection softwareHow ProFlow360 compares to phone photos, generic inspection apps, and the module inside your PMS.Read moreFor property managersWhat changes operationally when condition documentation is a process instead of a habit.Read morePricingFree and Portfolio, with what each plan actually includes.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.

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