SMART Inventory enables an Inventory Clerk to gather the data on the PDA required to automatically create a ‘Check-in’ and ‘Check-out’ report of the contents and condition of a rental property. The system uses the PDA’s on-board camera to gather photographic evidence, supplemented with pre-formatted text options. Once the inventory has been completed on the PDA, it is transmitted to eTech via Wi-Fi. The SMART Inventory report generates automatically and is published to eTech’s on-line SMART Portal, where further amendments can be made by the Inventory Clerk. Landlords and Tenants can access the SMART Portal to view the Inventory on-line or to print a hard copy.

SMART Inventory generates a simple, accessible and informative report output, containing a detailed room by room description of the property’s condition, supported by photographs. For ease of reference, a summary of any changes in contents or condition that have occurred during a tenancy is provided in the Check-out report. Critically, once a Check-in Inventory has been generated at the start of a tenancy on the PDA, the same content can be uploaded to the PDA for the Check-out Inventory at the end of the tenancy. Equally, future Check-in and Check-out reports can all be based on existing content, reducing the time required to generate the reports.

• Room copy function, to enable attributes and defects from one room to be reflected in another room
• Automatic population of site photos into the Inventory Report with automatic photo annotation of defects and descriptions
• Defects, extents and locations relate specifically to each element that has been recorded to increase speed and accuracy of the Report
• Templates can be setup by each user to add multiple contents to a room - reducing the time taken on site
• Where elements are common within a property, copy from room to room, eliminating the need for re-keying
• Group the hallway, stairs and landing, and capture the data for these items together
• Add and edit your own phrases, descriptions and defect lists to the PDA
• Select whether images are embedded in the report with 2,3 or 4 images per line
• Option to do a SMART Inventory check-out from an In-going Inventory prepared by dictation or handwriting and transcription

SMART Inventory enables the Inventory Clerk to offer an optional Tenant Check-in service alongside preparation of the In-going Inventory. This enables the Inventory Clerk to walk and talk the Tenant through the content of the In-going Inventory on the PDA, marking each room as ‘reviewed’, or incorporating changes where agreed with the Tenant.

When the Inventory Clerk has finished checking-in the Tenant, the PDA generates an Inventory Reference Number. This number can be recorded on a standard form Declaration Signature Page. The Declaration Signature Page confirms that the Tenant has reviewed and agreed the condition of the property with the Inventory Clerk during the Check-in process and provides the Tenant with details of how they can get access to the full Inventory Report on-line to raise additional queries within 7 days. The signed Declaration Signature Page is photographed with the PDA and this image is incorporated into the In-going Inventory Report.