The rental sector in the UK has been changing at a rapid rate as laws, expectations, and risks are all shifting. This increase in complexity has seen digital swoop in to simplify, automate and streamline processes to help property professionals cope.

One area that desperately needed this proptech evolution was inventory reporting. We look at why clinging to pen and paper for check-ins and inventory reports isn’t just outdated – it actively increases your risk exposure and business inefficiency.

Digital inventories are your best defence against deposit

A glance at the figures paints a picture of just how important strong inventory reports are both for disputes and agent/landlord reputation.

  • In 2022–23, TDS reported over 36,600 adjudications across the UK. These figures have grown year on year 
  • Cleaning and damage dominate the reasons for claims with up to 53% of disputes in England and Wales and a staggering 71% in Scotland. These kinds of disputes rely on comprehensive check-in reports to demonstrate unacceptable change.
  • Over 50% of cases where landlords/agents lose a dispute are due to insufficient or poor-quality evidence

Historically, vague inventory reports and patchy evidence was due to poor processes, a lack of time, and limited access to tools and apps. Today, we don’t have that excuse.

Where pen, paper and phones fall short

Paper checklists and phone photos may seem simple and familiar but they’re vulnerable to:

  • Missing timestamps or metadata meaning dates can’t be verified
  • Illegible handwriting or inconsistent description
  • Lost, scanned, or duplicated documents
  • Lost photo context or poor quality can be tricky to rely on
  • Inconsistent format and report order which can lead to a mismatch in check-in and out reports
  • Missing digital tenant signatures leading to tenants denying report details

How digital inventory reporting compares to pen and paper

  • Digital platforms let you capture time-stamped, geo-tagged photos, structured data entry, and landlord/tenant sign-off at the point of inspection. Everything is stored centrally and securely, fully auditable.
  • Photos and descriptions are standardised for quality and consistency.
  • Structured digital evidence is also easier to compare at check?out, making disputes far likelier to resolve early – or avoid escalation altogether.
  • Tenants are required to sign-off reports digitally at check-in/out, openly including notes and acknowledging existing issues.
  • Reports and receipts are stored securely with easy accessibility to inspections, photos, repairs, communications and signatures in a central dashboard.
  • Digitising your process costs far less and gives landlords and agents better protection with less hassle and less time wasted.

At Inventory Hive, we offer a modern, mobile-first platform built around all these needs with effortless check-ins, photo-backed reporting, digital sign-off, and easy dispute-ready export.

In a disputes landscape where tenants frequently challenge unclear deductions, and adjudicators increasingly rely on clear, structured evidence, going digital is no longer optional; it’s your strongest safeguard.

Learn more at Inventory Hive

Ready to elevate your letting agency’s efficiency and reduce deposit disputes?

The TDS and Inventory Hive partnership puts smarter tools and expert guidance at your fingertips. Through our collaboration, TDS and Inventory Hive offer letting agents exclusive discounts, joint training courses, and integrated solutions that streamline everything from tenant check-ins to dispute evidence submission.

To join the many property professionals already benefiting from our partnership

visit TDS Academy to explore our co-branded inventory courses, or log in to your TDS Agent+ portal to unlock your Inventory Hive discount. Together, we’re committed to supporting you with cutting-edge resources and raising the standards in the private rented sector.

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Richard Abbots is founder and CEO at Inventory Hive, which is a simple cloud-based property inventory and inspection software – allowing for market-leading paperless management of inventories, check-ins, interim visits, comparative check-outs, customisable reports, and easy-to-use 360° virtual tour.

Sign up for your free 30-day trial (no card details required) here.

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