Inspections aren't documented properly
Without a written record and photos, you have no evidence trail if a tenant disputes a claim or a landlord questions your fee.
Maintenance invoices go unpaid
Emergency call-outs completed without a signed approval or immediate invoicing often result in weeks of chasing.
No written summary means disputes later
When tenants and landlords have different recollections of what was found or agreed, you need documentation to resolve it.
Why property managers lose control without a post-inspection system
A completed inspection with no written summary, no photos uploaded, and no invoice sent is an inspection that will cost you time later. Tenants dispute findings. Owners question fees. Maintenance contractors need approvals on record. This checklist gives property managers a clear 10-step process for every inspection: confirm what was done, document everything, notify all parties, confirm pricing, collect payment via Sole and Worldpay, and close off with a professional end-of-inspection message. Use the two AI prompts included to generate a professional inspection report summary or a copy-paste message to send to tenants and owners.
What You Get
10-Step Post-Inspection Checklist
Confirm tasks complete, document with photos and notes, confirm compliance, notify tenant and owner, prepare reports and quotes, confirm pricing, collect payment via Sole + Worldpay, schedule follow-up, upload all notes, and send end-of-inspection message.
End-of-Inspection Message Template
A professional copy-paste message to send to tenants or landlords after every inspection — confirming findings, next steps, and any fees due.
Two AI Prompts for Property Managers
Prompt A: 'What have I missed after this inspection?' — paste your notes for a compliance gap check.
Prompt B: 'Write my post-inspection summary' — professional and ready to send to landlords.
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A preview of what's inside
Here are the first three steps from the 10-step Post-Project Checklist:
Confirm that all inspection or maintenance tasks have been completed before leaving the property.
Document everything — photographs, written notes, and timestamps — immediately while on site.
Confirm compliance with all relevant state tenancy and safety regulations before submitting the report.
+ 7 more steps, post-inspection message template, and 2 AI prompts — all inside the free download.
Who It’s For
Built for self-managing landlords, boutique property managers, and maintenance contractors in Australia.
Self-managing landlords
Boutique property managers
Maintenance contractors
Property investment owners
NDIS housing providers
ATO & Compliance Note
Important
Property management fee income and maintenance invoices are fully assessable by the ATO. Inspection reports and maintenance records also serve as evidence for any deductible repairs and maintenance expenses claimed by landlords. Keep all records in Sole for accurate year-end reporting and ATO compliance.
Download your free checklist
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Frequently asked questions
Common questions
How does Sole help with property management compliance record-keeping?
Sole’s invoicing and notes features let you attach inspection summaries, maintenance quotes, and approval records to each invoice. This creates a complete audit trail for every property visit — useful for both ATO compliance and any tenant or landlord disputes.
Can I use Worldpay to collect maintenance invoices on the spot?
Yes. After completing a maintenance job, you can send a Worldpay payment link directly from Sole to the landlord or owner via email or SMS. They can pay by card, Apple Pay, or Google Pay immediately — eliminating the traditional wait for a bank transfer.
How should I categorise maintenance expenses in Sole?
Routine maintenance and repairs on rental properties are generally deductible for landlords and should be categorised as ‘Repairs and Maintenance’ in Sole. Capital improvements (adding value to the property) are treated differently and should be recorded separately as asset additions. When in doubt, check with your tax agent.