CheckFlow gives property managers, portfolio managers, and landlords a structured, automated way to run every recurring property process — from move-in and move-out inspections to make-ready turnovers, safety compliance checks, and seasonal maintenance. Tasks are assigned to the right team member or contractor, completed in the enforced order, and documented with photos and timestamps at every step.
Whether you manage 5 properties or 500 — every inspection runs to the same standard, every safety compliance date is tracked, and every deposit dispute is backed by a complete photographic record. This is not your PMS. CheckFlow is the checklist execution layer that runs on top of it.
“Helps us make sure nothing is forgotten when managing our property inspections and compliance checks”
- Portfolio Manager, CheckFlow customer
Property management runs on repeatable processes — and that’s exactly what makes it hard to do consistently at scale. When inspections are conducted differently by different staff members, when safety compliance dates live in a spreadsheet that someone forgot to update, and when make-ready progress depends on WhatsApp messages and phone calls, things fall through the cracks. For 61% of landlords, maintenance is the worst part of the job — not because the work is hard, but because the coordination is chaos.
One inspector checks every room methodically and takes 40 photos. Another does the whole thing in 15 minutes from memory. When a tenant disputes a deposit deduction, the only defence is the inspection report — and an inconsistent, poorly documented report loses the adjudication.
The gas safety certificate expired last month. The EICR is six months overdue. The fire risk assessment was supposed to be done in January. Without a system that tracks renewal dates and triggers reminders automatically, compliance dates are discovered too late — and the fines are significant.
A tenant reports a leak. You message the plumber on WhatsApp. Three days later, you’re not sure if they went. A week later, the tenant calls again. Without a tracked workflow that assigns the task, confirms attendance, and documents sign-off, reactive maintenance is a loop of uncertainty.
46,950 deposit adjudication cases were filed in the UK in 2024–25 — and adjudicators make decisions based entirely on the evidence provided. Landlords lose most disputes they lose because they can’t produce dated, photographic evidence of the property’s condition at check-in. A structured move-in checklist with photo capture is the defence.
A new property manager joins and conducts inspections their own way — different areas checked, different photos taken, different language used for damage descriptions. Without an enforced checklist, the quality of every process depends on who’s doing it that day.
The average cost of tenant turnover is approximately $1,750. Every additional day of vacancy extends that cost. Without a structured make-ready workflow tracking cleaning, maintenance, and final inspection phases in real time, turnovers run longer than they need to.
One checklist per process. Consistent across every property, every time.
Map each recurring property process into a CheckFlow template — move-in inspection, move-out inspection, make-ready turnover, periodic property inspection, safety compliance checks, contractor management. Define every task, assign it to the right team member or contractor role, set photo evidence requirements for steps that need visual documentation, and configure recurring schedules for compliance tasks that repeat on a fixed cycle.
When an inspection or maintenance task is due, open the checklist on your phone and complete it at the property — room by room, step by step, in the enforced order. Attach photos directly from your camera at each relevant step. The checklist can be completed offline and syncs automatically when you reconnect. Every step is timestamped and logged as you go, not retrospectively from memory.
Your dashboard shows the live status of every active checklist across your entire portfolio — which move-outs are in progress, which make-ready phases are overdue, which safety compliance renewals are coming up. You can see everything without calling anyone for a status update. And when a dispute or audit arrives, the complete photographic and timestamped record is ready to export immediately.
CheckFlow is not a property management system. It doesn’t manage your rent roll, process payments, or run your tenant portal. It does the thing your PMS can’t: it turns every recurring operational process into a structured, enforced, documented checklist — and gives you a real-time view of completion across every property in your portfolio.
Set any safety or maintenance checklist to automatically trigger on an annual, quarterly, or custom schedule. Annual gas safety certificate reminders. Quarterly fire alarm tests. Semi-annual electrical equipment checks. Each cycle kicks off automatically, tasks are assigned to the right person, and reminders are sent if the deadline passes — so compliance dates never creep up unnoticed again.
Learn MoreAttach photos directly from your camera to individual checklist steps at the point of completion. Every photo is timestamped, linked to the specific task, and stored in the checklist record. For move-in and move-out inspections, this creates the photographic evidence that decides deposit disputes — dated, structured, and attached to the relevant condition item, not buried in a camera roll.
Learn MoreUse halt tasks to prevent later steps being completed before earlier ones are done. A move-out checklist can’t be marked complete until every room and every item has been individually documented. A make-ready turnover can’t be signed off until cleaning, maintenance, and final inspection phases have all been completed in sequence. Every inspection, every time.
Learn MoreAssign individual maintenance tasks or turnover phases to named contractors or contractor roles. Contractors receive automated notifications with their specific tasks. You can see in real time whether they’ve confirmed, started, and completed the work — without calling or messaging. Completion is logged with timestamp and optional photo sign-off.
Learn MoreEvery task completion is logged with a timestamp, the identity of the person who completed it, and any evidence attached. This creates an immutable record that holds up in deposit adjudication, tenant disputes, and regulatory inspections. For UK landlords: gas safety non-compliance carries fines up to £6,000 and up to 6 months imprisonment. EICR non-compliance can reach £30,000. A documented compliance trail is your legal defence.
Learn MoreSee the live status of every active checklist across every property in your portfolio. Know which properties have outstanding move-out inspections, which make-readys are running late, and which compliance renewals are approaching — without contacting each property manager or contractor individually. Essential for portfolio managers and agency directors overseeing a team of property managers across multiple sites.
Learn MoreDon’t start from a blank page. Pick a proven property management template, customise it to your portfolio, tenants, and maintenance workflows, and run it in minutes. Each one is fully editable in the CheckFlow template designer.
The four core process areas where structured checklists make the greatest difference to efficiency, compliance, and legal protection.
Move-in checklist (completed 24–48 hours after handover):
Move-out checklist (within 48 hours of vacation):
Phase 1 — Move-out inspection (from move-out checklist):
Phase 2 — Maintenance and repairs:
Phase 3 — Deep clean:
Phase 4 — Advertising readiness:
Phase 5 — Move-in preparation:
Annual requirements (UK):
Periodic requirements:
HMO-specific requirements:
Reactive maintenance workflow:
Seasonal maintenance checklists:
New property onboarding:
CheckFlow’s free property management checklist templates cover all four areas — including move-in/move-out, make-ready, safety compliance, and maintenance workflows — ready to customise and use on your first property today.
Get the Free Templates
Property management checklist software is a tool that turns recurring property management processes — inspections, turnovers, safety compliance checks, maintenance workflows — into structured, trackable, repeatable checklists. Instead of conducting inspections from memory and tracking compliance dates in a spreadsheet, the software assigns tasks to the right team member or contractor, enforces the correct order of completion, triggers recurring checklists automatically on a schedule, and creates a timestamped, photographic record of every process run.
CheckFlow is designed for exactly this kind of operational process management — it sits alongside your property management system and handles the execution layer.
Buildium, AppFolio, and other full property management systems handle rent collection, tenant communication, accounting, and leasing — they’re systems of record for your portfolio data. Their built-in inspection and checklist features are typically tied to their own workflows and are difficult to customise for the full range of operational processes a property manager runs.
CheckFlow handles the execution layer: structured, enforced checklists with photo evidence, recurring compliance scheduling, contractor task assignment, and real-time completion tracking — at $10/user/month rather than per-unit pricing that scales steeply as your portfolio grows.
Yes. Every step in a CheckFlow checklist can require photo evidence — captured directly from your phone’s camera at the point of completion. Each photo is timestamped and linked to the specific checklist step it documents, creating a structured photographic record for every move-in and move-out inspection.
In UK deposit adjudication, adjudicators make decisions based entirely on the evidence provided — a dated, structured, condition-by-condition photographic record is the difference between winning and losing a dispute.
Yes. CheckFlow’s recurring checklist feature lets you set any compliance check to automatically trigger on a fixed schedule — annually for gas safety certificates, every 5 years for EICR, quarterly for fire alarm testing. When a compliance task is due, CheckFlow assigns it to the named person, sends reminders if it’s not completed, and logs the completion with timestamp and certificate upload. This creates a documented compliance calendar that prevents certificates lapsing unnoticed.
Yes. You can assign individual tasks or turnover phases to specific contractors or contractor roles. Contractors receive automatic notifications with their tasks and deadlines. You can monitor in real time whether they have started and completed the work — without calling or messaging them for updates. Completion is logged with timestamp and photo confirmation, giving you a documented record of every job.
Yes. CheckFlow templates ensure every property manager conducts inspections in the same order, with the same level of detail, and with the same photo evidence requirements — regardless of how experienced they are or how busy their day is. Portfolio managers can monitor the status of all active inspections across all properties from a single dashboard, and review completed checklists to verify consistency of standard.
CheckFlow’s Business plan is $10 per user per month (or $9 on annual billing), with no minimum seat count and no per-unit or per-property pricing. All features — including recurring scheduled checklists, photo evidence capture, enforced step order, contractor task assignment, the full audit trail, and custom notifications — are included. There’s a free trial with no credit card required. See the full pricing page for details.
