United Kingdom · Inventories, inspections and deposit evidence

Property inventory & inspection software for UK lettings

PropX turns a walk-through into a sealed, auditable record, captured by whoever is closest to the property. A landlord, a tenant, your own team, or a clerk if you would rather. Same evidence, same report, a fraction of the cost.

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21,000+

Evidence points recorded

7,000+

Assets digitised

150+

Properties in pilot

The problem

Deposits are protected.
The evidence usually isn't.

UK law requires every deposit to be protected in an approved scheme, TDS, DPS or mydeposits, and every deduction to be backed by evidence. But the inventory and inspection records that scheme adjudicators actually rely on are still built on paper, spreadsheets and phone photos.


Landlords and tenants still rely on paper walk-throughs, WhatsApp photos, and handshake agreements. When disputes arise (and they do), there's no evidence. PropX changes that.

📋

Deposit scheme compliance

Deposit schemes expect documented condition at check-in and check-out. Most landlords and agents cannot produce a defensible record.

⚖️

Property disputes without evidence

Deposit disputes are the most common tenancy conflict in the UK. Adjudicators rule on the balance of evidence, and unevidenced claims fail.

🏛️

Fair wear and tear, evidenced

Wear and tear isn't damage, but proving the difference needs a check-in baseline. PropX captures it, so betterment and fair-use deductions stand up.

How it works

From property to sealed record
in four steps

01

Add the property

Type the address, or drop in the tenancy agreement and let PropX read the parties, term, rent, deposit and scheme off it. Room checklists are generated for you, and inventories from your previous supplier can be imported from PDF.

02

Book the visit

Put the check-in, check-out or interim visit in the diary and invite the tenant. Subscribe your own calendar to the feed, and certificate dates and deposit deadlines sit alongside it.

03

Whoever is there does it

The landlord at check-in, the tenant at check-out, your own team, or a clerk, the app does the hard part either way. Four photographs name the assets, spoken remarks are transcribed and filed against the right item, and a basement with no signal changes nothing.

04

Seal and send

Submit once and the record locks. Out come a one-page inventory summary, a full photo report and a dispute bundle, with a hash beside every photograph that anyone can recompute.

What makes it cheaper

An inspection nobody
has to be sent to

A clerk's visit is the expensive part of an inventory, and the slow part: a day found in two diaries, a fee, and a report a week later. PropX was built so the person already at the property can do it, and produce the same sealed, timestamped record, with the same photograph hashes, that a clerk would.

Clerks are still welcome: an agency books them in the same diary, and nothing about the report changes. It is the requirement we removed, not the option.

  • The landlord Check-in, in about twenty minutes, on the day the keys go out.
  • The tenant Check-out, from their own phone, with the check-in beside them as they go.
  • Your team Anyone on the agency's account. There is no separate inspector licence to buy.
  • A clerk, if you prefer Booked and assigned in the agency diary, and the same report at the end.

Who it's for

Built for every party in the rental lifecycle

🏠

Landlords & property managers

Do the check-in yourself on the day the keys go out, in about twenty minutes. When tenants leave, you have evidence. Not memories.

  • No clerk to book, and no clerk's fee
  • Try it before you create an account
  • AI room scanning from four photographs
  • Certificate dates tracked, with reminders
  • Move-in vs. move-out comparison
  • Dispute-ready evidentiary reports
🔑

Tenants

Know the condition of the property before you move in, and capture your own check-out when you leave. Sign off digitally and hold the same record as the landlord.

  • Capture your own check-out, from your phone, free
  • Invite-based access. No account needed to review.
  • Digital sign-off on move-in condition
  • The same sealed report the landlord holds
  • Protection against unfair deductions
  • Plain-English condition reports
🏢

Letting agents & inventory clerks

Standardise inspections across your portfolio, whoever captures them. Send somebody, or let the landlord or tenant do it, the diary handles both, the record is identical, and the systems you already run keep working.

  • A diary for your team, or hand it to the tenant
  • Agency portal with team accounts and roles
  • Import the inventories you already hold
  • Xero, QuickBooks, Drive, Dropbox, Slack, Zapier
  • Partner API and webhooks into your CRM
  • Two-step sign-in on every admin account
⚖️

Dispute & legal offices

Receive structured, timestamped inspection evidence with photo documentation. No more paper printouts.

  • Dispute report with evidentiary structure
  • Photographs stamped when taken, each hashed
  • Condition comparison across events
  • Export to PDF for formal submission

Wondering what PropX is worth for your portfolio?

Calculate your savings →

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Technology that doesn't exist anywhere else.

PropX is not a photo app. It's a compliance infrastructure layer, built from the ground up for the UK tenancy-deposit framework.

PropX AI Vision

Photos in.
Compliance records out.

Point your camera at any room. PropX Vision identifies every asset (walls, flooring, radiators, fixtures) and instantly populates your inspection checklist. What used to take hours now takes minutes.

  • Identifies 40+ room asset types automatically
  • Confidence scoring on every AI classification
  • Inspector override with one tap
AI VISION SCAN Master Bedroom
Wall · Good
Ceiling · Excellent
Flooring · Fair
Radiator · Good
Door · Good
Window · Poor
CONFIDENCE
94%
DECISION ENGINE Report #INS-2847
Move-in
8.2
▼ 2.1 delta
Move-out
6.1
RECOMMENDATION
Partial Refund
Decision Engine

Move-in vs. move-out.
Calculated instantly.

PropX's Decision Engine compares condition scores across inspection events. It compares the delta room by room and produces a defensible recommendation free from emotion and subjectivity in the deposit dispute process.

  • Room-by-room condition delta scoring
  • Full / Partial / No Refund recommendation
  • Objective, evidence-based output on every inspection
Audit Infrastructure

Every record is permanent.
By design.

Once an inspection is submitted, it is locked. Every event (photo capture, condition rating, signature) is timestamped and written to an immutable audit log, and the archive lists a SHA-256 hash beside every photograph, so anyone can check the file they were sent is the file we sealed.

  • Stamped when taken, not when uploaded
  • A SHA-256 hash beside every photograph
  • Immutable once submitted. No edits possible.
  • Dual-party digital signatures
AUDIT LOG ● LOCKED
Inspection submitted
2026-03-14 · 11:42:07 BST
a7f2c1
Tenant signed off
2026-03-14 · 11:38:52 BST
3d9e8b
Landlord signed off
2026-03-14 · 11:31:14 BST
f1a4d7
14 photos uploaded
2026-03-14 · 10:17:33 BST
c2b5f9
Inspection started
2026-03-14 · 09:55:01 BST
8e3a12
INVENTORY SUMMARY REGULATORY
Landlord ✓ Tenant ✓
FULL PHOTO REPORT EVIDENCE
DISPUTE REPORT LEGAL
Report Engine

One inspection.
Three dispute-ready formats.

The same inspection data generates three distinct documents: a one-page inventory summary, a full photo report with condition ratings per item, and a dispute-ready evidence bundle formatted for your deposit scheme's adjudicator.

  • One-page inventory summary
  • Full photo report with per-item evidence
  • Dispute bundle for scheme ADR

Also in the box

The parts that only matter
on the job

A basement with no signal, a certificate that ran out in March, an accounts system that needs the invoice. Pick any of these and see what it actually does.

01 On the job

What a clerk meets in the property

02 The paperwork

The dates that cost money when missed

03 The agency

The part a portfolio makes unavoidable

Get started

Ready to run your
first inspection?

Set up a property and drop in the tenancy agreement before you create an account. Nothing is kept until you decide to keep it. Agencies with a portfolio to move across are better served by a walk-through with us first.

Get started → Book a demo
🇬🇧 UK 🇸🇦 KSA