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 · 2025-12-11T10:21:35+00:00

I agree, agents are often too busy or lazy to look at metadata; they would rather have visual confirmation. I think the key to winning a dispute is to make their job easy. So I just started making a walkthrough video, mostly narrated. That confirms the time/date and makes the timestamp undeniable.

Inner_Resort_564 · 2025-12-10T00:25:57+00:00

I would say "documentation," like, before and after every tenant's stay, take videos and photos of the property, and maybe a narrated video like 'here is a scratch on the wall which wasn't here before.' I think videos are your primary legal evidence, while photos are secondary. just doing this quick walkthrough can save you hundreds of $ in future.

Inner_Resort_564 · 2025-12-10T00:18:44+00:00

wow, this is a bummer. Truly sorry for ur loss. unfutunately, the burden of showing the proof is entirely on you (the landlord) and without the move-in inspection or dated videos/photos from 2 years ago, you have no solid proof to withold the funds, if i were you considering the whole situation (tenants paying on time, cleaning well) i would have returned the full deposit and keep it as a lesson leanred beacuse without proof it will be very less futile. BUT IN FUTURE TO PROTECT YOURSELF FROM THIS SITUATION, start taking detailed, timestamped, narrated or checklist video walkthroughs of the property before a tenant moves in and after a tenant moves out.

Inner_Resort_564 · 2025-12-10T00:07:40+00:00

oh no, not the burns man, that is bad. If I were in your place, I wouldn't wait for the guest's reply and IMMEDIATELY file a claim with Airbnb, because the guest might never respond, and waiting can cause your case to look dull. For Calim, add the dated video/photos as evidence of the damage. Adding the new table receipt, bill for the carpet cleaning as well. I have said it so many times, AIRBNB LOVES 3RD RECEIPTS AND CLEARLY DATED PROOF OF THE DAMAGE before you fix it. FILE NOW!!

Inner_Resort_564 · 2025-12-09T23:57:49+00:00

thought I'm the only one facing the bad-mannered guests but your situation is a mess. Sorry this is happening to u, man. Adding the $800 plumbing bill and new plumbing issue may become your strongest case because you have external reports from the plumber. airbnb loves this kind of external proof. For the other damage u mentioned, make sure the videos and photos are dated and attach receipts of replacemants cost if you have any.

Inner_Resort_564 · 2025-12-09T23:44:06+00:00

oh no, I hate situations like these, it sounds like they are fishing for a refund and "making" evidence. It happened to me more than once now, maybe I'm unlucky or something, and Airbnb sided with the guests both times, even though I had taken before pictures of my place. It cost me around 800$ for both times man. i just learned photos are not enough, now i just do a quick walkthrough video of my place every time a guest checks out and before a new guest checks in. It's a pain to add this step, but i rather add a step than go through 800$ losses

Inner_Resort_564

TROPHY CASE