Inventories

Draw up the move-in or move-out inventory or an amendment on the tablet, even without a network, have it signed with a finger and compare move-in and move-out.

Inventories are opened from the record of a signed lease: Properties and mandates › Leases, click the lease, then the Inventories card. They have no section in the menu.

Opening an inventory

1. In the Inventories card, click Draw up the move-in inventory or Draw up the move-out inventory.
2. The editor opens.

• With no move-in inventory, the card reminds you of the deadline: “To be drawn up by {date} at the latest (first month of occupancy).” This is the lease start plus one month, the day before (start on 01/11: until 30/11 inclusive).
• A move-out inventory can be opened without a move-in one. The card then warns: “Without a move-in inventory, the home is presumed to have been received in the condition it is in at move-out.”
• There is only one move-in and one move-out inventory per lease. Clicking again reopens the same one.
• The card lists the inventories (Move-in, Move-out, Amendment), with “Signed on {date}.” or “In progress, started on {date}.”, and the Open the inventory and Inventory PDF links.

What is pre-filled

The shared housing amendment (Wallonia)

For shared housing in Wallonia, after a signed move-in inventory and before the move-out:

1. Fill in A housemate moving in or out (for example “Paul Partage moving out”).
2. Click Draw up the inventory amendment.

Only one amendment can be in progress at a time.

The editor

At the top: the address, the status (In progress, Signed, Cancelled) and the save status (see Offline on the tablet).

• Add a room creates a “New room” with the six basic items.
• Photo opens the tablet's camera. The photo is reduced on the tablet before it is sent.

The minimum content

As long as the minimum content is not complete, signing is impossible. The editor lists what is missing:

• “Enter the date.”
• “Enter who draws up the inventory.”
• “Give the overall assessment.”
• “Add at least one room.”
• “A room has no items.”
• “Give the condition of every item.”
• “Record the meter readings.”
• “A meter has no reading.”
• “In Brussels: number and EAN code of the electricity and gas meters.” (Brussels only)
• “Record the keys, remotes and badges handed over.”
• “Record the smoke detectors.”

Once everything is filled in: “The minimum content is complete: the parties can sign.” This minimum content is the same in all three regions.

Signing with a finger

The rule: “Every tenant signs; on the landlord's side, every landlord or the agent representing them. A change after a signature cancels it.”

1. In Read and approved: signatures, click Have them sign next to the signatory.
2. Hand over the tablet: the person reads “Read and approved: I sign the inventory as displayed.” and signs with a finger or a stylus.
3. Click Confirm the signature (or Clear to start again).
4. Repeat for each signatory.

• The signatories are each landlord, each tenant, and yourself (“{nom} (agent)”, “for the landlord”).
• Each signature carries the fingerprint of the content displayed. Any later change clears the signatures already given: “{nom}'s signature no longer applies (the content changed): have them sign again.”
• The photos must have reached the server: otherwise “Some photos have not arrived yet.”

What happens when all the tenants have signed, and on the landlord's side the agent or all the landlords:

• the inventory becomes Signed and can no longer be changed: “Signed by all parties on {date}.”;
• a PDF is produced (“PDF being prepared…”, then Open the PDF), filed in the property's documents and visible in the tenant's and owner's spaces;
• the “Draw up the move-in inventory” or “move-out inventory” reminder closes.

No e-mail is sent to the parties on signing.

Comparing move-in and move-out

In a move-out inventory or an amendment, the Comparison card shows “Compared with the move-in inventory of {date}.” (or with the amendment), then:

• “No damage recorded so far.”, or the list “{pièce}, {élément}: {état d'entrée} → {état de sortie}”;
• the missing access items: “{type}: {n} handed over, {n} returned”.

In the editor, each item shows “At move-in: {état}”, with “damaged” if it has got worse. Each meter shows “Previous reading: {index} · consumption: {valeur}”.

• An item is damaged if its condition is worse than at move-in, in the order New, Good, Worn, Poor, Out of order.
• An item absent at move-in counts as damaged if it is Poor or Out of order.
• The comparison also appears in the PDF.
• The damage recorded is carried over into the release of the deposit (see The end of the lease).

Offline on the tablet

The inventory is saved first on the tablet, then goes to the server as soon as the network allows: the content first, then the photos, then the signatures. Without a network, you keep working, signatures included.

• Sending is retried when the network returns and every 30 seconds.
• In case of conflict: “This inventory was changed elsewhere while you were working. Which version should be kept?”. Click Keep mine (your version replaces the other) or Take the other one.
• Open the inventory a first time with a network: the tablet then keeps the page for later.
• Once signed and everything sent, the inventory is deleted from the tablet (names, photos, signatures).