Inspect More Properties.
Evidence Every Tenancy.
SurveySphere cuts report admin from hours to minutes per inspection, with the report built by AI in real time as your inspector works. Run mid-term inspections remotely and skip the travel, run check-ins and check-outs on site from a tablet or phone, and give the same team three times the inspection capacity. Every photo, video clip and note is time-stamped and stored, so your records are ready when a tenant, landlord or adjudicator asks.
When we get an inquiry, we can quickly offer an inspection, sometimes even the same day. This also works well for tenants that work, have children or other commitments, we can offer inspection times that suit them.
Gemma O’Neill · Safe Suffolk Renters
The job has changed. The diary has not.
Since 1 May 2026 every tenancy is periodic, Section 21 has gone, and tenants have more rights and more routes to challenge than ever, with a Private Rented Sector Ombudsman on the way. Awaab’s Law is set to extend to the private rented sector, bringing fixed timescales for damp and mould. Landlords expect proof that their property is being looked after. And most agencies are still trying to deliver all of it with the same inspectors, the same vans and the same number of hours in the day.
Documentation has to be defensible
Deposit disputes, damp and mould complaints, possession grounds and Ombudsman cases are all decided on the record. A camera roll, a Word template and a memory of the visit are not a record. Time-stamped, geotagged evidence that the tenant has seen, commented on and signed is.
Damp and mould cannot wait
Awaab’s Law already sets statutory timescales in social housing and the Renters’ Rights Act gives government the power to bring the same duties to private landlords. Agents need to show what was inspected, when, and what happened next.
Too much of the day is spent driving
Mid-term inspections, damp and mould call-backs and follow-up visits sit in the diary between check-ins and check-outs. Every hour on the road is an hour not spent in a property, and every visit is another intrusion into a tenant’s home.
Four ways SurveySphere
supports property management teams
Mid-Term Inspections Without the Travel
Run interim and mid-term inspections remotely, inspector-led from start to finish. Your qualified inspector joins a call with the tenant, directs the visit, controls what is captured and zooms in on anything that needs a closer look. The tenant simply holds their phone.
No miles driven. No parking. No waiting outside. Teams typically run three times as many mid-term inspections with the same people, and tenants get a shorter, less intrusive visit at a time that suits them.
Our inspectors no longer spend hours travelling between properties. Instead, they can focus on attending the most urgent cases while still providing advice to tenants and landlords remotely on more minor issues.Gemma O’Neill, Safe Suffolk Renters
Check-Ins and Check-Outs, On Site and On Tablet
For inventories, check-ins and check-outs, your inspector works through the property as normal on a tablet or phone. Capture photos and short video snippets room by room: a clip of the smoke alarm being tested, the boiler firing, the meter reading, the condition of the carpet before the keys are handed over.
Photos are assigned to the right room and element automatically, so the inventory builds itself as you walk the property. When it is done, the tenant is sent a copy of the report to review, add their own comments and sign, so the condition of the property is agreed by both sides from day one.
The Report Writes Itself as You Work
The AI builds the report in real time from the photos, video and notes captured, selecting wording from your own approved phrase library rather than inventing text. Check-in report, mid-term report, damp and mould inspection or check-out comparison, every report reads the same whether it was produced by your newest inspector or your most experienced.
Your inspector reviews, refines and signs off. Nobody starts from a blank page or finishes the write-up at the kitchen table that evening.
The biggest benefit is undoubtedly the time saving. Reports are ready to download and send straight off, no more late-night formatting or photo resizing. It’s a huge time saver.Richard Brown, Managing Director, RBBA Ltd
Floor Plans, Built In
Create 2D and 3D floor plans inside SurveySphere during the visit, with no separate app and no second visit. Plans attach to the inspection record and are ready to share with landlords, tenants and marketing the same day.
From doorstep to documented, in a fraction of the time
Inspect on site or remotely
Check-ins, check-outs and inventories on site from a tablet or phone. Mid-term inspections and damp and mould follow-ups remotely, with your inspector directing the tenant’s camera on a call.
AI builds the report
SurveySphere structures the findings, assigns photos and video clips to the correct rooms and elements with Smart Assign, and generates a formatted draft report in real time. Your inspector reviews and refines it.
Review, share and sign
AI quality checks flag missed rooms, missing evidence and unanswered items before sign-off. The report goes to the landlord and the tenant in minutes. The tenant can review it, add comments and sign it, and the signed report and full evidence trail are stored for as long as you need them.
The difference across a year of inspections
| Without SurveySphere | With SurveySphere | |
|---|---|---|
| Time on reports per inspection | 2–3 hours | 15–30 minutes |
| Mid-term inspections per inspector per day | 3–4, with travel | 10 or more, remote |
| Follow-up and damp and mould visits | Another trip in the diary | Remote, same day |
| Smoke alarm and appliance checks | Noted from memory | Video clip on the record |
| Floor plans | Separate app or second visit | Built in, same visit |
| Tenant agreement on condition | Chased by email, rarely returned | Reviewed, commented and signed in the report |
| Deposit disputes and complaints | Camera roll and a template | Time-stamped, geotagged record |
Most agencies find the time saved on travel and report writing alone covers the cost of the platform.
Teams already inspecting more with SurveySphere
2+ hours saved per inspection by removing travel, and same-day inspections for urgent cases.
Safe Suffolk Renters brings tenants, landlords, property managers and local councils together across a large rural county. Remote, inspector-led inspections mean their small team can respond to an inquiry the same day and reserve in-person visits for the cases that need them.
If an inspector had a property inspection, they could easily spend 2 or more hours just getting there from home, plus the time spent on the inspection itself and the trip back. A single inspection could take up an entire day.Gemma O’Neill, Safe Suffolk Renters
Reports in minutes, not hours, and more damp and mould inspections without adding headcount.
RBBA Ltd diagnoses damp, mould and moisture problems for property clients across Northern Ireland. Photos and findings are captured in the app on site and the report is structured and written as they go, so the back-office formatting that used to follow every visit has gone.
Reports are now uniform and professional every time, with automated image tagging and structured output replacing manual formatting.RBBA Ltd customer story
AI that letting agents can stand behind
SurveySphere is a UK property inspection and report-writing platform used by letting agents, property managers, surveyors and housing teams. It uses AI in a transparent, fully auditable way. It helps your inspectors document what they find, selecting from your own approved phrasing rather than inventing text, and every action is logged. When a deposit adjudicator, a landlord or the Ombudsman asks how a report was produced, you can show them exactly.
Frequently asked questions
How does a remote mid-term inspection work for the tenant?
Your qualified inspector sends the tenant a link and joins them on a video call. The inspector leads the whole visit, asking the tenant to move from room to room and controlling what is captured and zoomed in on. The tenant only needs a phone with a camera. Most inspections take less time than an in-person visit and there is no need to book time off work or wait in.
Can we use it for check-ins, check-outs and inventories?
Yes. On-site inspections run from a tablet or phone with photo and video capture room by room. The AI assigns each photo to the correct room and element and builds the inventory or check-in report as you go. Check-out reports can be compared against the check-in record.
Why video and not just photos?
Some things need to be seen working. Inspectors regularly record short clips of smoke and carbon monoxide alarms being tested, extractor fans running and the boiler firing. A clip on the record settles the question before it is asked.
How does SurveySphere help with the Renters’ Rights Act?
The Act makes clear, contemporaneous records more important than ever, from evidencing property condition through a periodic tenancy to responding to complaints that may reach the Private Rented Sector Ombudsman. SurveySphere gives you a time-stamped, geotagged, immutable record of every inspection, every finding and every follow-up.
What about Awaab’s Law?
Awaab’s Law sets fixed timescales to investigate and remedy damp, mould and other hazards in social housing, and the Renters’ Rights Act gives government the power to extend it to the private rented sector. SurveySphere records what was found, when it was found and what happened next, so when the duties arrive your evidence is already in place. The same workflow is used by council and housing association teams today.
Are the floor plans included?
Yes. 2D and 3D floor plans are created inside SurveySphere during the inspection, with no separate software and no additional charge per plan.
Can tenants see, comment on and sign the report?
Yes. Once the inspector has signed off the report, the tenant is sent a copy. They can review it, add their own comments against any item and sign it electronically. The signed report, the tenant’s comments and the inspector’s evidence are stored together as one record.
Is the record defensible in a deposit dispute?
Every photo, video clip and note is time-stamped, geotagged and immutable, the check-out report can be compared directly against the check-in, and the tenant’s comments and signature sit on the record alongside the inspector’s evidence. The end-to-end record is designed with deposit adjudication, complaints and Ombudsman scrutiny in mind.
How long does it take to get a team set up?
Most teams are inspecting within days. If your inspectors can use a smartphone, they can use SurveySphere, and templates and phrase libraries are set up around the report formats you already use. Safe Suffolk Renters found even their least tech-confident staff picked it up quickly.
How does pricing work for letting agents and property managers?
We offer flexible plans on a monthly or annual subscription, scaled to the size of your team and your inspection volume. Book a demo and we will walk through the options with you.
See SurveySphere on your own portfolio
Bring a real property to a 30-minute demo and watch a complete, audit-ready inspection report take shape as the visit happens.