Nothing beats a concrete example. Let’s follow a move-out inspection of a two-bedroom flat, from the office right through to sending the report.
1. Create the file
From the home screen, you create a new file: property address, type of inspection, appointment date, parties present (landlord, tenant, representatives). The appointment can be added to the phone’s calendar.
You then choose the template closest to the property — in this case “flat”. The structure of rooms and items is created in one go.
2. Adapt the structure on site
Once on site, you make adjustments: a second bedroom is duplicated, a storeroom is added, an item that isn’t there is deleted. The structure now reflects the property visited exactly, which will make comparison with the move-in report easier.
3. Photograph and dictate, item by item
You go through the property following the order of the structure. For each item:
- photos are taken directly from the item’s record, one at a time or in bursts using multi-photo mode;
- the findings are dictated: “North wall, two unfilled wall plug holes at 1.50 m, 10 cm scratch to the right of the door”;
- a document can be scanned and attached (maintenance certificate, invoice).
Every photo and every recording stays attached to its item. No sorting to do back at the office.
4. Transcribe and review
The recordings are transcribed by AI, all at once for the whole inspection. Next comes the transcription editing step: each text is reviewed, with the option to replay the recording, correct it and format it (heading, bold, italics…). This step is covered in detail in our article on voice dictation and AI transcription.
5. Cost the damage
For a move-out, the damage found is costed within the inspection using a price list: line item, quantity, unit price. The total is calculated automatically and appears in the report. On the distinction between damage and wear, see tenant damage or normal wear and tear.
6. Preview and get signatures
The report preview can be viewed at any time, exactly as it will be generated. Once approved, the parties sign on screen. If a party is absent, their absence is explicitly recorded in the report rather than leaving a blank signature.
7. Check before closing
Before closing, a checklist checks the inspection: missing signatures, report never previewed or never exported, items not covered… Blocking issues and warnings are distinguished. If necessary, closing can be forced knowingly, and this override is logged.
8. Export
The complete file is sent to its destination: a ZIP to share, Dropbox, Google Drive, FTP/SFTP or Amazon S3. The export includes the PDF report, the photos, the recordings, the transcriptions (original and corrected) and the cost estimate in spreadsheet format. Several inspections can be exported in bulk.
The inspection’s status changes to “closed”. It remains viewable and can be reopened if a correction is needed.
What you gain
In this example, office work is reduced to almost nothing: no retyping, no photo sorting, no formatting. The report is signed before you leave the property, and the file is archived in your tools.
For a screen-by-screen description, see the documentation — or try Spectalya on your next inspection.
