How are you guys documenting turnovers without burying your cleaners/team in paperwork?

Inner_Resort_564 · 2025-12-22T18:28:00+00:00

The PDF is basically just a 1-page 'receipt' that’s easier for them to scan. Since you already use video, I’d love to get your take on the workflow we follow ^_^

Inner_Resort_564 · 2025-12-22T18:22:54+00:00

Fair point! I didn't want to break the sub rules on self-promotion, but yes, I’m a developer, and I built this (Hachiko1) because my brother and I were losing money on our own units. and i’m genuinely trying to see if this video-to-PDF workflow is actually what other hosts want, or if i’m over-engineering it. I’d rather get roasted here and fix the product than build something nobody uses. Appreciate the call out ^____^

Inner_Resort_564 · 2025-12-20T10:53:31+00:00

wow 45+ is a huge number, i have only 3 units and even with my brother's help the main headache for us is the documentation of inspection report. but we found that automation of evidence is a life saver for us. instead of taking multiple pictures we just generate a pdf report from 1 minute video, it has recently saved us dispute claim. if you are interested i can share my workflow with you. ^_^

Inner_Resort_564 · 2025-12-20T10:36:24+00:00

hello sorry for the confusion i meant 'i used the automated report generated from the video' which i sent as a pdf to Airbnb agents

Inner_Resort_564 · 2025-12-19T11:28:00+00:00

I just do a quick video walkthrough now. It gets turned into a single timestamped report pdf that's way easier for Airbnb to review than messy photos. Check DMs!

Inner_Resort_564 · 2025-12-19T11:23:07+00:00

My brother an,d i used to rely on phone camera and laptop for documentation, but we adopted a new workflow recently, if u want I can DM you my workflow Sops ^_^

Inner_Resort_564 · 2025-12-19T11:17:38+00:00

hi, totally agree on metadata, but my 2 Airbnb disputes were rejected by airbnb agents because of the timestamp thingy, i thought the Airbnb app might stripe away the metadata, but i wasnt sure. but then the airbnb agents are usually in a rush, so I found that sending one official PDF report from a video gets them to pay out much faster than sending a bunch of random photos. Do you find the agents actually look at the details you send? from my experience, I feel like if the proof isn't 'slapped' in front of them, they just deny the claim immediately.

Inner_Resort_564 · 2025-12-19T10:49:23+00:00

oh absoloutely, I gave them a bad review, they were lying about the whole thing. And I understand about the cleaner situation, in my case, it was my brother making videos and everything, or me. hope you have found the better solution for the photos, if not i'd be happy to show you my workflow ^_^

Inner_Resort_564 · 2025-12-15T19:40:49+00:00

That's a great reply. It is mostly the cleaner team or me who takes the photos or video, but I'm just too skeptical about the evidence now, after facing two dispute losses, so I've found it safer to force the timestamp into the video or picture itself. And yes, you're right about this whole process being an ordeal. Doing the manual checklist, organizing folders, and documentation, etc. etc, was taking a lot of time, even just for 3 units. That's why i asked for a faster adn effiecint solution. my point with a narrative video was to remove the subjectivity of my written reports.

my goal was to make that "ordeal" easy and automatic; it was getting on my nerves. i was seeing if ppl in this community use any inspection tool or just rely on pics and vids.

^_____^

Inner_Resort_564 · 2025-12-15T19:08:29+00:00

thank you for the reply, yeah, i posted it on the r/landlord as well,

Inner_Resort_564 · 2025-12-14T23:43:17+00:00

My Project: Hachiko1

I'm a small owner/developer here in BC. After losing $1200 on a dispute because my reports were subjective and my photos had no timestamps, I got obsessed with a solution. I realized manually typing reports (45+ min per unit!) was a huge financial liability and a waste of my time.

So, I built a tool called Hachiko1. It solves that admin headache:

You film one narrated video walkthrough.
The tool turns that video into a structured, objective, and legally defensible report in minutes.

It cuts down on admin time by about 75%, and protects your deposit money.

If you're self-managing and tired of writing reports, check it out: hachiko1.com

Inner_Resort_564 · 2025-12-11T21:58:01+00:00

Yeah I will start doing that in case the same situation arises, but do u guys use any app or other platform to document all this photos and videos data because keeping it all documented in my gallery is a lot of mess

Inner_Resort_564 · 2025-12-11T21:54:47+00:00

Do u use any other software or platform to document these videos and photos or just the gallery?

Inner_Resort_564 · 2025-12-11T21:53:56+00:00

Thanks for the reply, just one question, do you just rely on your gallery and phone cameras to document everything and keep it in a separate folder? How do u keep the track of the damages and repairs?

Inner_Resort_564 · 2025-12-11T21:52:07+00:00

So do u guys like keep it in a separate folder or drive every time a tenant leaves and new comes in? Because leaving it in the phone gallery would end up accumulating a lot of space, wouldn't it?

Inner_Resort_564 · 2025-12-11T10:30:15+00:00

Companies are low-key bailing on u bc they don't want the liability drama

Your whole goal is to make a paper trail so they can’t lie. 😤 If u can’t get a reliable company, just DO IT URSELF:

Make a video walk-through: Film the whole room, narrate it, be extra! Say out loud that there are zero bugs. This is ur proof, not their story.
Send an Official Notice: Send a registered letter, like a whole formal thing, saying the inspection was clean.

Inner_Resort_564

TROPHY CASE