Visit Reports AI: Quick inspections

Make routine inspections faster, clearer, and more defensible - without wading through endless "all OK" ticks. Visit Reports lets you capture only what matters and generate polished outputs in seconds.

Who it's for

Landlords and letting agents who want a quick, structured way to record mid-tenancy visits and produce action-ready summaries or tenant emails.

Why it's different

  • Exceptions-only capture: Log issues (and any key positives) instead of checking every item.
  • Actionable outputs: Generate a detailed report with an action plan, a no-issues summary, or tenant emails (actions required / all satisfactory).
  • AI assistance (optional): Sensible defaults for liability, priority, timeframe, recommended actions, and follow-up - you can edit anything.
  • Inventory-aware: Pull rooms/items from your AI Inventory when available; otherwise, work free-form.
  • Simple to share: Outputs are raw Markdown text (copy with one click).

No downloadable files are generated by the AI.

  • Privacy by design: Photos are not sent to AI - only your typed notes.

How it works

  1. Create a visit report in Tenancy Builder → Tenancy Manager → Visit Reports (choose "Use inventory" or enter the address).
  2. Add observations: pick a room, set the outcome (Action required, No material issue observed, or Info/note only), write a short factual note, and add photos if helpful.
  3. Save as you go. Observations are colour-coded by outcome.
  4. AI Analyse (optional): select one or more outputs:
  • Detailed report with action plan
  • No material issues report
  • Email to tenant -- actions required
  • Email to tenant -- all satisfactory

Copy the Markdown text straight into Word/Google Docs/your CRM, or email client.

Non-AI PDF option

Need a straightforward printable record? From the Visit Reports list, use PDF (no AI) to create a simple PDF showing the property header, your observations, and photos (if selected).

What the AI decides (and why)

For each actionable item, the assistant proposes:

  • Liability (Landlord / Tenant / To be confirmed)
  • Priority & timeframe (High/Medium/Low; target days) with a rationale
  • Recommended actions (plain-language steps, trades/materials)
  • Follow-up (reinspection or photo confirmation by a given date)

The AI outputs text only. It does not create downloadable files. Use the Copy button.

Data & retention

  • AI outputs aren't stored permanently. Copy anything you need to keep.
  • Photos are never sent to AI analysis.

FAQs

Does the AI generate PDFs or Word files?

No. It produces text you can paste anywhere. A separate PDF (no AI) option is available from the report list.

Can I use it without an inventory?

Yes. Inventories enhance speed and structure, but they're optional.

Is this a survey?

No. It's a limited, non-invasive visual inspection tool. It does not replace statutory checks (gas safety, EICR, fire safety, etc.).

Get started

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