Inspection reports
Quarterly inspections are the single biggest "this drains my whole afternoon" task in residential PM. PMFriend's inspection report writer saves 4–6 hours a week per PM.
The before-and-after
Before PMFriend
Sarah does the inspection at 23 Beach Rd at 10am Wednesday. Walks through with her phone, snaps a few photos, jots notes. Back in the car, she opens an old report template, deletes the previous tenant's name, retypes the property address, copies her notes from WhatsApp into the right sections. Spends 35 minutes turning notes into a coherent report. Time per inspection: ~50 minutes.
After PMFriend
Sarah opens the Inspection report page on her phone before she arrives. She picks the property + tenant, clicks Load example to get the standard 6-room checklist pre-populated. As she walks the property, she ticks items as Good (default) and switches to Fair / Poor where she sees an issue, with a 5-word note. Back in the car she clicks Draft report. PMFriend writes a 1.5-page prose report in 8 seconds. She reads it, edits two phrases, clicks Copy. Time per inspection: ~12 minutes total.
How the checklist works
PMFriend ships with a sensible default of 6 rooms × 4-7 items each:
- Entry / hallway — Walls, Floor, Lighting, Smoke alarm
- Living room — Walls, Floor, Windows, Lighting, Power points
- Kitchen — Walls, Floor, Oven, Cooktop, Range hood, Sink, Cupboards
- Bathroom — Walls/tiles, Floor, Shower, Toilet, Vanity, Exhaust fan
- Bedroom 1 — Walls, Floor, Windows, Wardrobe, Smoke alarm
- Outdoor — Lawn, Fences, Gutters, Pathways
Every item starts at Good. You only touch the items where you see something. The default is "fine, fine, fine" — the AI turns that into prose without making it sound robotic.
You can:
- Add or rename rooms
- Add items inside a room
- Set conditions: Good / Fair / Poor / N/A
- Add per-item notes
- Add per-room general notes
- Add an overall comment at the bottom
What the AI writes
Once you click Draft report, the AI produces:
- A multi-paragraph prose report — organised by room, in AU English. Reads like something a real PM would write.
- Safety flags — automatically extracted: smoke alarms, gas, electrical, structural, mould.
- Follow-ups — every item marked POOR becomes an imperative sentence ("Replace range-hood filter in kitchen").
- A sworn-by sign-off block — your name + agency, formatted the way tribunals expect.
Real example
You walk into a property and find:
- Range hood filter saturated (kitchen, range hood — POOR)
- Mould on shower grout (bathroom, shower — FAIR — "minor")
- Light wear on living room carpet (FAIR — "under coffee table")
You hit Draft report. The AI writes:
Routine quarterly inspection — 23 Beach Rd, Brighton VIC 3186
27 April 2026. Conducted by Sarah Lee, Smith & Co Property Group.
The property at 23 Beach Rd was inspected on Wednesday 27 April 2026. Overall presentation is good and the tenants — Mei Chen and family — continue to maintain the property respectfully.
The kitchen is generally well-maintained, though the range-hood filter is saturated and should be replaced before the next inspection. The bathroom is in fair condition; minor mould has developed along the shower grout — we will remind the tenant to clean weekly...
Safety flags: Smoke alarms tested, all operational. Follow-ups: (1) Replace range-hood filter in kitchen.
About 8 seconds end-to-end.
What's coming next
The report writer is text-only today. Once we ship photo upload, the AI will caption photos, reference them in the prose, and inline thumbnails. ETA: 4-6 weeks.