Assembling the deposit disposition after a move out
The disposition is a comparison rather than a judgement about cleaning. Condition at move in against condition at move out, line by line, with the photograph supporting each line attached to it. Two things break the run. Photographs sit in a phone instead of in the file with the date they were taken, and the turn invoice from the vendor lands after the statement has gone out. The window for returning the balance differs by state and carries penalties, so the assembly has to be able to run the day the keys come back.
The management system is authoritative for money and knows nothing about the phone call where the owner approved the repair.
A management company runs two ledgers that must never mix: the money it holds for owners and tenants, and its own. Everything downstream of that separation is regulated, which shapes what automation is allowed to touch.
- AppFolio
- Property Meld
- Gmail
When this is the wrong thing to build
Pick something else if your move in condition records are a signed sheet of ticks with no photographs. Assembly can only compare what was recorded, and a disposition built on evidence gathered from one side of the tenancy is the one that gets challenged in small claims.
The constraint that shapes it
In most states property management is licensed brokerage activity, which means the company operates under a broker and its handling of client funds is supervised, with segregation from operating money and periodic reconciliation expected. More on how this sector works.
A deadline arrives. The bundle builds itself from what is already there. Read what this shape is, or start from one of these.
- Building a commission disbursement authorization at closing
- Drafting a seller net sheet from a payoff statement
- Building a demand package the adjuster can actually open
- Filling a mandatory form set from the matter record
- Drafting the disbursement statement behind a settlement payment
- Getting the job photos onto the invoice before it sends
- How do I build a deposit itemisation from move in photos?
- Why does the turn invoice arrive after the deposit statement goes out?
- Can move out inspection photos be matched to move in photos?
- What evidence supports a damage charge against a security deposit?
- How do I handle a deposit refund with no forwarding address?
Back to property management, or see how this is priced and scoped.