AI System for Organising Rental Property Handover Files

The problem

Meter photos, inventory lists and signed handover records arrive through forms and email. A tenant’s WhatsApp note stays separate, scattering information about the same handover item.

Office staff find and compare move-in and move-out documents across folders. Searching through different tenancies for the same property adds work.

Key handovers and confirmations from the parties are tracked by hand. It can become difficult to distinguish disputed items from completed ones.

What we set out to improve

• Documents are grouped under the correct property, tenancy period and handover event
• Key, meter and inventory entries are linked to their photos and handover records
• Confirmed, disputed and open items remain traceable across file versions

How the system works

1. 01Link form and email files, along with notes received through the official WhatsApp Business Platform, to the property code, tenancy period and move-in or move-out event.
2. 02Check the sender’s authority. Keep signed documents and personal fields in restricted storage and separate the fields needed before reading.
3. 03OCR converts text in images into readable text. Read meter values, dates, key entries and inventory lines with their sources attached.
4. 04Bring the photo, handover record and note together under the same item. Link repeat files to the existing record.
5. 05Prepare a draft comparison of move-in and move-out records. Show missing confirmations and outstanding key handovers separately.
6. 06Let the agent lock verified items while disputed items remain open. Save the handover file with its previous versions preserved.

Methods we used

• Use the property code, tenancy period and handover event together to separate files.
• Link meter and handover fields to the source image, leaving unreadable values blank.
• Show possible differences between move-in and move-out records against the same handover item.
• Record the agent’s confirmation, open disputes and file version separately; a repeat file does not create another item.

Where people stay involved

Data and security

Addresses, home images and signatures have restricted access. Tenant identity documents are not sent to the general portfolio folder or the document-reading service. Personal fields unrelated to the task are separated before external reading. Source documents and the agent’s corrections remain linked; instructions inside documents are not executed. Retention and deletion rules are agreed with the business. WhatsApp communication follows permission and messaging-window rules; an authorised form is used in place of messages containing sensitive information.

Who this suits