Lettings Inventory Software

iASSIST LETTINGS INVENTORY SOFTWARE

Go to www.iassist-online.co.uk to download the free software.  Please find our business blog below.

Smart Phones and PDA Inventory Systems

PDA and smart / super phones (collectively referred to as Smart Phones) have come a long way since the advent of advanced and powerful phone technology for the iPhone, Android and Microsoft platforms. There is a phenomenal market for software developers with the availability of a multitude of applications for this market. The devices are mobile, powerful and deliver a wealth of solutions.

However it is important to analyse the smart phone’s appropriateness within the context of it’s environment and purpose.

For example would it be plausible to use a smart phone to produce and format a book. Yes, it is certainly possible; however you would probably agree that it’s not the most efficient tool for the job.

When considering smart phones within the context of property inventory software; a number of limitations become apparent. Because of the limitations, a number of key features have to be made less efficient or are simply impossible to implement on the phone. To put these limitations into perspective we need to reflect on an alternative which can deliver a better quality of service. We will use tablet technology in this case as the alternative.

The fundamental issues with smart phones are:

Screen Size: The screen sizes are small when compared with Tablet PC technology. Imagine you wanted to have a complete overview of a room, it’s furniture and the status of each item with photo’s. With a smart phone It’s simply not possible or requires a great deal of navigation, which loses it’s fitness for purpose because it’s no longer an overview. Inventory software processes have to be drawn out across multiple navigational clicks which in turns slows down the usage. Features like the overview have to be displayed with limited information and simply cannot compare to Tablet PCs. Power: The iPhone and Android platforms use lightweight mobile processors. They aren’t built to do intensive processing when compared to a tablet PC’s technology. The full richness, speed and power of Windows (or Apple) applications cannot be used on smart phone platforms.

Limitations caused by fundamental issues:

Report Generation:

Using your smart phone to prepare a report and generating a report preview on the smart phone is difficult and require much more time to implement. Imagine even a short inventory of 15 A4 pages; reviewing it on a smart phone would simply be impractical. You would have to generate it and email it to your PC. Furthermore the time taken to generate such a report on a PDA would be slow due to the processor power required to complete the operation. This limitation doesn’t impact Tablet PCs

System Backup:

Backup solutions for smart phones’ inventory applications are not supported unless you send your data to the application provider. In that case, how can you guarantee your data is safe?

Volatile:

This risk is as simple as dropping your phone in the toilet. How quickly can you recover your business? Any PC platform can be used with iAssist and all of your reports and diary can be synced back to your unit. You can also restore your system from any local backups made.

Interface Richness:

Windows and Apple platforms provide a wealth of interface gadgets and features. Not all of these gadgets and features can be adopted on smart phones because they are simply not practical, or are limited in their use.

Security:

Theft or loss can affect both Tablet PCs and Phones. The question is are you more likely to forget your phone or a Tablet PC?

Utilisation:

Operating your complete business and personal life from a phone can be a very difficult feat. Consider the following tasks 1. Book keeping / accounts 2. Invoice, refund, credit note and receipt production 3. General internet browsing 4. Writing messages on internet forums 5. Reviewing documents and Reports and 6. Word Document Processing. Some of these tasks are extremely difficult others are possible on a smart phone but when compared to using a Tablet PC all can be achieved simply and efficiently. Compatibility: Can you install your favourite software onto your smart phone platform. Lets take your favourite DVD or MP3 player with your numerous playlists. On smart phone platforms, DVD playback is likely to be impossible without doing some kind of file conversion. For MP3 related applications you would need to use their bespoke playing software. None of the detailed problems would be presented on the Tablet PC platform.

Accessibility:

Usage of smart phones can sometimes be tricky depending on the interface. Entering information by finger or pen can sometimes lead to misinterpretation by the operating system or pressing the incorrect key or button. Due to the size of the tablet screen it is easier to overcome these problems. Printing

Smart phones do not have viable printing facilities for property inventory reports. On completion of a job, providing you have accessible printing facilities available (portable printers are smaller than your average Tablet PC) Tablet PCs can print your document, allowing you to review a paper version of the report or hand the report to your Landlord or Agent.

Storage

Due to limit space storage it's difficult to store high quality photographs, historical report data and in depth inventory dictionaries together on a smart phone. Even where this is possible in a limited capacity, the access speeds are much slower than your average Tablet PC. This can be a big "No" when it comes to performance comparison. Would you honestly want to choose the slower solution?

The problems associated with Tablet PCs

Cost:

In the past, Tablet PCs have been expensive. However Tablet PCs are now cheaper than ever – with the android smart phone costing between £200 and £600 against the Tablet PC which cost from £340 - prices can be very comparable when selecting an appropriate Tablet PC unit.

Weight:

In the past Tablet PCs have exceeding 1.5 KG. However Tablet PCs can now weigh in as little as 300 grams.

Portability:

Tablet PCs come in a range of sizes, some comparable to laptop sizes and some much smaller. The Archos 9 tablet is approximately 20cm by 11cm, which is tiny when compared to your traditional laptop size but more appropriate for the job when compared to all, if not 99.999%, of smart phones available for Property Inventory Software. So which provides the best platform for your inventory business? Tablet PCs are leading this battle at the moment and for the foreseeable future.

Outsourcing an Property Inventory

Having your property managed by an agent can be hassle free. The agent would carry out the property inventory and the subsequent ‘check out’ as part of their management duties. This of course saves time and arguably cost (if the agent can command competitive cost - which they are willing to pass onto the Landlord) to the Landlord as well. It will also mean that if there are problems with the condition or cleanliness of the property; the agent should rectify these and use the deposit monies to cover this expense before handing the balance back to the tenant.

It must be noted that when employing an agent, the agent becomes the Landlord’s representative in all legal respects (meaning they can legally act behalf of the Landlord). Tenants decide to pursue legal action to recover their monies have been directed to take it against the Landlord because the courts have ruled in numerous precedents that there is no privity of contract between the agent and tenant. This means that whilst the agents may hold the deposit monies, legally it is still the responsibility of the Landlord and if the agent goes insolvent or runs off with the money, the Landlord still has to repay the tenant their deposit back.

It is therefore imperative that landlords choose their agents wisely and choose ones that have their own trust accounts and/or are a member of the appropriate governing body for which they can be regulated such as the Association of Residential Letting Agents (ARLA).

Another way to avoid undertaking an inventory is to delegate the task to an inventory company where highly qualified inventory clerks will do the job for you at set fees depending on the no of rooms in the property, whether the property is furnished or not and in the location of the property.

For a list of inventory clerks visit the Association of Independant Inventory Clerks (AIIC). Often the method in which the inventory is taken can impact quality of inventory or the turnaround of the property inventory report. There are a number of software, audio and photographic tools which assist inventory clerks in taking effective and detailed inventories. Don't be afraid to investigate and enquire.

In fact in some cases the these tools can be utilised by the Landlord if he decides against doing the property inventory. For example property inventory software such as iassist is freely downloadable and provides an excellent set of tools to manage and conduct a property inventory. There are many other PDA technologies such iSurvey or TIM which are also available although a little more costly.

However in both options (agent or inventory clerk), there is less hassle and better peace of mind for the landlord. Whether the landlord goes direct to an inventory company or goes via an agent, the cost of the inventory etc can be passed on to the tenant if part of the tenancy agreement or any collateral agreement with the tenant.

Guide to Setting up an Inventory Business

Setting up an inventory business involves all of the normal challenges that face any business start up. For all the necessary assistance in starting up a business, go to Business Link.

As with all businesses, it is imperative that you focus on the selling points that appeal to your target audience i.e. landlords and estate agents. This will help you stand out from your competitors.

Here are some key points to consider for an inventory business. This list is not exhaustive.

• Invest in your relationship with Property Managers as they will be key to smooth scheduling and ensure on time payments

• Suppliers Commission: consider a competitive rate to secure the coveted estate agents in your area.

• It is imperative to have a decent operating system. Things to look out for: appointment scheduler so you don't double book, an accounting system, a diary, a report creator/database, client database, letter creators (for marketing to clients) etc

• Services: If you have the manpower and resources and want to bring in even more capital consider expanding your services to include floor plans, inspection reports, snag reports and energy efficiency reports.

• Report Delivery Time: Getting the report to the agent as soon as possible can be a selling point. There are a number of systems which guarantee less than 24 hours turnaround. Assuming you produce a comprehensive report in the property it is likely that your inventory / check-in / check-out report will get to the office on the same day. Of course you may want to check spelling and grammar before you do this. Also before you get the report off to them you will want to get the invoice out. It is important to choose a solution which works for you, but more importantly will generate reports and invoices simultaneously.

• Reports: Detailed, high quality well branded reports is the way forward. Also consider a 4 column report which includes the previous job data, making it easier for the client to analyse the information.

• Payment Terms: decide on a strategy to ensure that your instructors pay you. Ensure you include payment terms with all invoices, the last thing you want to is to take a client/agent to a small claims court to resolve payment issues. When dealing with agents find out how they operate and process payments. In my experience larger agents can follow a certain process and if you don't fit in with their process (that all of their contractors adopt) you may end up not getting paid on time or at all.

For example once a job is complete some agents put physical invoices that they receive into a property pack which represents the property. If some agents only receive their invoices by email, they don't print it, the invoice doesn't get filed and hence doesn't get paid. Maintain a good relationship with property managers so that nudging them for payments isn't a problem.

• Data: however you decide to undertake your Inventories it is important that you maintain your own database, or file a system of reports. Don't adopt a system where your reports are stored independently of your business. This leaves you with less control and a greater dependency on another company. Service providers that control your data may go bankrupt or decide they want to use information without consent that should be owned by you. More importantly you should always keep a backup of all of your data separately of the tablet / laptop / computer which stores the data. Ideally, storing your data offsite in a data centre protects your business in the event of theft, fire or an unpredictable event that may occur.

• Quality Control with Multiple Clerks: as your business expands you may wish to take on additional clerks or out source some work. Ensuring that you maintain the high quality that you have established with your clients is important, otherwise you may find yourself leading into disputes with the very clients that instructed you.

In the case of having multiple clerks in the business, this can be achieved by employing meticulous clerks (do a few test inventories with them) and providing them with the proper training. Second, you can provide them with a checklist of common considerations on the job that you have built over your experience as a clerk. If your clerks achieve a 0%-3% dispute rate (i.e. in every 33 jobs they carry out at a maximum they have 1 dispute) you may want to offer them a financial bonus incentive.

In the case of having outsourced work, primarily ensure that the inventory clerk is someone who you are prepared to have or already have a long standing relationship with. Ensure that they are properly trained and check their reports on a regular basis to ensure consistent quality. Consider selecting the people who use the same inventory methodology (Property Inventory Software or Dictaphone etc) so that you can obtain the source of the inventory for your library of reports. Get references from their current clients to check their punctuality and quality of inventory reports.

Accreditation in Property Inventory Reports

While the property inventory bodies are private enterprises, they by no means lack quality in their training and accreditation is highly respected in the absence of any governmental regulatory bodies.

Once trained by these bodies they provide you with their stamp of approval, but as with many of these bodies they do not provide on going audits to ensure standards are maintained. This means that a clerk can be accredited but can loose the quality that the self appointed regulators expect.

These regulated groups deliver a number of benefits which include:
  • A set of guidelines which assists the clerk to achieve consistency between Property inventory reports.

  • Acceptance of an appointment to produce a Property Inventory Report if there is no conflict of interest.

  • Compliance and support to assist the parties involved in the legal process if a dispute occurs.

  • Places the decision of the regulated group above their own in a dispute regarding guidelines and code of conduct.

  • Qualitative training which can lead to qualitative property inventory reports.

  • Fulfilment of all legal requirements such as Professional Indemnity

Accreditation doesn't always equal quality; there are a number of high quality trainers out there who can provide high quality courses. Many of these trainers are themselves accredited from the larger respected lettings groups such as ARLA and NAEA.


However as prescribed above it is likely that you would be a preferred supplier for a lettings agent if you are accredited so it is well worth considering the investment.

Self appointed regulatory bodies include:

  • IMA

  • EIS

  • ICA

  • LIAS
    		•

    Training Only:

    Franchises:

    Even More Profits for Letting Agents / Estate Agents? (Property Inventory)


    Since the Tenant Deposit Scheme (TDS) came into play, inventories have become more instrumental within the industry. With this shift of necessity the property inventory market has boomed and opportunities have grown for those who know where to look for them. Even despite the recent recession that has hit globally, lettings have stayed stable leaving the property inventory market widely unaffected.

    A lettings agent can either do the inventories within their company or create a second company. Both options have benefits. Keeping inventories inside your property lettings company allows you to consolidate your accounts and make business accounting more manageable. Creating a second company allows you to advertise your services to your competitors (tapping into their cash flow) without implying a conflict of interest which might stop them from using your company. It is also beneficial for estate agents who are part of a franchise. A separate company allows them to separate the profits accrued from inventories into a separate account, which remains separate from any franchisee fees.

    Again if you choose open a second company, there are even more opportunities to further expand into other related services such as managing maintenance, providing photos, floor plans and any other service which is required by the estate agent themselves.

    This allows them to reduce the cost in their own company or maximise the profit in the second company and maximise their success and profits by doing jobs for other companies (your competitors).

    It is however always recommended to do a business plan and investigate how the latest technology can help achieve the right business goals.

    For the latest technology platforms for inventory software:

    (I am slightly bias toward tablets, because I prefer having the power of my PC wherever I go).

    Tablet software:


    Property Inventory Tablet Hardware Pros:


    • It provides the beauty and power of a pc, has a rich user interface.

    • Providing you're using the leading technologies shown in the links below you have highly intuitive graphical interfaces in the property inventory software.

    • You can also run all your normal applications i.e. email editor, ms word, excel etc.

    • You can use touch screen technology if you purchase tablet enabled units.

    • You can use GRPS dongles for email on the move.

    Property Inventory Tablet Hardware Cons:


    • Heavier than their competitors. However the latest technology delivers units which weigh less than 1 KG.

    Useful Links:


    PDA software:


    Property Inventory PDA Pros:


    • The technology lightweight and more mobile.

    • GPRS SIM technology built into some units so you can send emails on the move.

    Property Inventory PDA Cons:


    • Limit to power and functionality, small screen, slow speed.

    • User Interface is much more limited than tablet laptops.

    Useful Links:




    Dictaphone recorder:


    Dictaphone Recorder Pros:


    • The technology is lightweight.

    • Inventories are dictated on a Dictaphone and the tape or file is sent off for typing, larger companies outsource the typing to countries such as Australia,. The idea being, while the UK sleeps, Australia works or types and the reports are ready the next day.

    • If geared correctly the Dictaphone approach can minimise your time in the property but overall turnaround times are similar to the above solutions.

    Dictaphone Recorder Cons:


    • No integrated photographs or plans can be attached.

    • Editing reports are a hassle.

    • Consistent formatting can be an issue.

    • No continuity between reports by comparison to systems that use databases that can retrieve information from previous reports etc.

    Useful Links:




    We will be doing an in depth blog on these technologies this month.

    Property Inventory Reports 101

    Property Inventory Report


    An Inventory Report is a complete record of the physical internal condition of the property to include all fixtures, fittings and décor of the property at the time of the inventory. Photographs are also taken and attached to the report.

    The aim of this report is to accurately describe every item in the property, although there will at times be a difference in opinion. Most clerks are highly trained and can deliver an adequate property inventory however differences in opinion should be straightened out before the report is accepted, signed and dated.

    The need for an inventory arises, in most cases, to avoid litigation and or landlord / tenant disputes as the tenancy term ends and there is disagreement as to the condition of the property with regards to cleanliness, disrepair, damage and missing furniture / other household items. The inventory can be referred to and ultimately used in court as evidence should matters proceed down that route.

    It should be noted that items that are out of sight or inaccessible to the clerks (items in the lofts, cellars or locked rooms, garages and sheds) will of course not be recorded in the inventory report.

    In general, clerks will not move furniture or look under furniture. Clerks will not test any electric or gas appliance or equipment. They will not test fire alarms, house alarms etc. unless specific instructions have been given to do so.

    Inventories can be carried out by the Landlord themselves but most opt to hire professional clerks to do the job for them at a competitive rate. Also clerks take an impartial approach to producing the report.

    Property Check-In Report


    A Check-In Report provides a schedule of the condition of the property and sets the benchmark at which the property should be maintained and returned at the termination of the tenancy.

    Together with the Inventory Report, the Check In creates a report specific to a particular tenancy.

    When new tenants move in, the Inventory is examined in detail with the incoming tenants to note any disagreements, if any. Meter readings are noted and generally photographed. Keys are signed for and handed over.

    Property Check-Out Report


    A Check-Out Report takes place upon the termination of a tenancy. This report is compared to the Inventory and Check In reports taken at the beginning of the tenancy and any discrepancies i.e. damage, state of cleanliness, state of disrepair, general wear and tear will be assessed. Meter reading will again be taken and keys will be returned.

    In an ideal situation, all 3 reports (Inventory, Check In and Check Out) should be undertaken by the same Inventory company for ease of comparison and reference.

    Snagging Report


    A Snagging Report; this report is commonplace when purchasing a new build property or newly refurbished property.

    This report compiles a list of any issues regarding the décor, finish, fixtures and fittings, appliances, furniture (if included) etc. This report will then serve as a check list to be handed to the vendor who should then act upon the report prior to the sale of the property.

    Useful link Even More Profits For Letting Agents
     

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