Start here: For the full workflow, see Inventory Manual.
This is a quick-start guide to the incredible AI inventory system.
With our AI inventory system, you can save significant time. Add photos to a room, then click ‘analyse’. The AI will process the images collectively, generating a comprehensive list of items, their colour conditions, and descriptions. What used to take 3 - 4 hours can now be accomplished in just 10 - 20 minutes!
Each photo analysed requires 12 credits (12p + VAT, if applicable) to be purchased. Remember, you receive 1200 credits annually for free when subscribing and at each renewal. To see your available credits, click Dashboard in the sidebar. If you have recently purchased credits, click the refresh button in the credits box to refresh the balance.
To create an inventory, follow these steps. More details for each step are outlined in this help.
Part 1 - Create a template
- Go to the Tenancy Builder section of the website and click Inventory AI on the sidebar.
- Click Add (top right)
- Select a letting unit (tenancy address) or add a new one. Enter the preparer’s name and, optionally, add a photo of the main house. Click next.
- Add a room.
- Add photos of the room.
- Optionally, you may add an AI building comment (Use to send a comment with AI for every room).
- Optionally, you may add an AI comment, which will be considered by the AI while analysing the images. For example, you might say that the room has been fully redecorated and the smoke alarm has been tested. There is a Copy button that, when clicked, copies the contents for quick pasting into the next room AI comment field.
- Click the analyse room button and wait for the result. Don’t analyse another room until it has finished.
- Save the template
- Repeat the steps from the Add a Room position.
- At the bottom of the page, there is an optional Documents section where you can add PDF documents to the inventory, such as a welcome letter or local utility schedules (for example, bins and recycling). Note: Legally required documents–such as the EPC and safety certificates–should be attached to the tenancy agreement rather than the inventory.
- To edit the template, from the templates list, scroll to the right and click Edit (there’s no action button).
Part 2 - Generate inventory from the template
- From the templates list, click the small triangle to expand the record
- Click Add Inventory on the right
- Select a tenancy or click custom, enter the information and save.
- When completed, click download from the actions button for the completed PDF.
- Optionally, send the PDF for digital signing by clicking Digital Signing in the actions button.
Creating a Check-Out When the Check-In Was Made Elsewhere
You can create a check-out inventory even if the original check-in inventory was not made using the Guild. You will need to start with a new Inventory template:
- Add the property address and rooms to the new template.
- At check-out, take fresh photos showing the property's current condition.
- Upload the photos to each room, select Analyse Room, and review or edit the details.
- Save the template. From the templates list, expand the record and select Add Inventory.
- Choose Check Out, complete the details and save the PDF.
The date of the photos matters. Fresh check-out photos create a snapshot of the property's condition at the end of the tenancy. Photos taken when the tenant moved in would describe the earlier check-in condition instead.
If the tenancy is already ending and you have an inventory made elsewhere, it may be simpler to carry out the check-out using that inventory and keep your current photographs with it. For the next tenant, take fresh move-in photos, create a Guild Inventory template, and use it to make the new Check In inventory. The same template can then be updated and used to create a later Check Out inventory.
Using the AI Inventory System as a Manual Inventory Tool
If you prefer not to use the AI’s automatic image analysis, you can still use the AI Inventory System as a manual inventory creator. Although we no longer provide a traditional manual template (such as a Word or PDF file), the system allows you to enter inventory items room by room manually.
To do this, follow the usual steps to create a template and add rooms with photos, but skip the “Analyse” step. Instead, manually add each item’s details – including name, condition, colour, and description – directly into the inventory for each room.
Please note that manually entering items will take significantly longer than using the AI analysis function, as you will need to carefully list and describe each item yourself. However, this method still benefits from the system’s organisation, editing capabilities, and professional PDF report generation.
This approach is ideal if you want full control over every entry or if image analysis is not suitable for your property. You can edit, add, or remove items at any time before finalising the inventory report.
Helpful hints:
Whilst images are being analysed, follow these simple rules:
- Don’t save while photos are being analysed
- Don’t close the browser tab
- Don’t analyse another room until an analysis of a room has been completed
- Do regularly save the template using the save button at the bottom (but don’t save whilst images are being analysed).
- You must add rooms in the order in which you want them to appear in the report. There is currently no way to reorder them.
- Adding photos on a computer, when on Wi-Fi, is recommended.
- Retain original photos for future dispute resolution, as our system only stores low-resolution thumbnails.
For the best results, please follow these simple rules:
- Take two to four photos of the room as a whole from a distance
- Take close pictures of individual items you want to mention
- Take close-up photos of items of safety measures like smoke alarms, CO alarms, fire blankets and fire extinguishers
- For a group of items like a dining table and six chairs, take a photo of the group (you don’t need to individually photograph each chair, for example, unless there is something you want to show up like a mark)
- To show damage, take a photo from a reasonable distance, but still clearly show the mark or damage for context.
When creating an inventory PDF, the system generates a PDF snapshot of the template. You can edit the template to reflect changes to the property, and the new inventory PDF will reflect them.
