AI inspections for Baselane

Overview

Baselane is a complete record of what the money did and no record at all of what the unit looked like. It carries your properties and units, lease terms and dates, the security deposit you collected in Rent Collection setup, the deposit account holding it, the rent roll and the tenant ledger. It carries no photo of a wall, a floor or an appliance. RapidEye reads the property, unit and lease dates from Baselane and the photos taken at that unit, then returns a written condition finding with the before and after frames beside each other, so the number you withhold has something behind it.

How it works with Baselane

Baselane organises a rental around the property, the unit and the lease, so the condition record follows the same three keys. Each moment below is one where a landlord on Baselane already reaches for a camera and then loses the result.

• Move-in, against the lease start date. A room-by-room walk before the tenant has keys. RapidEye keeps it as the baseline for that unit and reads scuffs, chips, stains and worn fittings that were already there, so you are not later charged with someone else's damage.
• The security deposit you took in Step 3. Rent Collection setup collects the security deposit, last month's rent, prorated rent and any one-time move-in fee. RapidEye matches the deposit to a condition that was documented on the day it was taken.
• Move-out, before you End and Archive. The lease has an end date in Baselane and the unit has a last photo set. RapidEye compares it to the baseline and returns each difference separately: a burn on the counter, a cracked blind, a missing smoke detector, a wall that needs more than a coat of touch-up.
• Wear and tear you cannot charge for. Faded paint and light carpet wear are not damage, and a deduction that includes them is the one that gets contested. RapidEye grades each finding by severity so the wear sits in its own bucket, visible and separate.
• Repairs mid-lease. You photograph a repair anyway, usually for the receipt. RapidEye keeps the photo from before the work and the photo after, attached to the unit, so a later dispute has a dated record and not a memory.
• The routine check. A mid-lease or annual walkthrough on a unit you have not seen in months, read the same way as any other set.

A finding carries the unit, the room, the spot, the type of problem, its severity, both photos and a suggested next step, and it lands in the RapidEye dashboard and your inbox if you want it there. You decide what is deducted, what is repaired, and what is filed away. Photos are one input among several: video walkthroughs, a tenant-guided capture, or an inspection format of your own are things we set up with you, so if your unit documentation looks different from anything above, ask.

How to connect Baselane to RapidEye

1. Your properties and leases in Baselane. The Properties tab holds each property, its type, address and whether it is single or multi-unit; Rent Collection holds the lease term and dates. Those are the keys every finding attaches to.
2. Somewhere for the photos to come from. Baselane has no field for unit photos, so RapidEye sends a capture link that opens on any phone with nothing to install. Room by room, lights on, at move-in and move-out. If you already shoot on a phone and dump the results in a folder, RapidEye reads those instead.
3. A collaborator invite. In Baselane, open Workspace Settings, go to Members and invite RapidEye. The Connect button on this page has the exact steps and the email address to use.

What a Baselane lease record actually holds

Checked against Baselane's help centre, September 2026.

Baselane is banking, bookkeeping, rent collection and tax preparation for landlords, and its unit of work is the Rent Collection, which most people call the lease. According to Baselane's help centre documentation (baselane.com), setting one up is a five-step flow, and it is worth reading closely because it is the whole of what the product knows about a tenancy.

1. Step 1
   Property and unitChosen from the Properties tab. A single property can carry several rent collections, for future tenants or tenants splitting the rent.
2. Step 2
   Rent detailsFixed or month-to-month, lease start and end dates, rent amount, recurring monthly fees such as pet or parking, the due date, and one-time or per-day late fees.
3. Step 3
   Fees and depositsThe security deposit, last month's rent, prorated rent and any one-time fee such as a move-in fee. This is where the deposit enters the system, as an amount and nothing else.
4. Step 4
   Invoice reviewA preview of every invoice for the lease term, including those fees and deposits.
5. Step 5
   Bank accountsWhere the money lands, a Baselane checking account or an external one.

From there the lease moves through a small set of states. Baselane's documentation describes a draft you can resume or delete, an Active tab, an Expired tab that a lease drops into once its end date has passed, and an Archived tab it only reaches when you press End and Archive, which cancels every outstanding invoice and cannot be undone.

1. Draftsetup unfinished
2. Activeinvoices running
3. Lease Expiredend date passed
4. Archivedyou press End and Archive

The last two states are the move-out window, and the only trace of it in Baselane is that the invoices stop.

Around the lease sit the other records: lease agreements, which new users can upload and store as signed PDFs since lease creation and e-signature were sunset for new accounts on 31 July 2026; the security deposit accounts, which Baselane describes as dedicated per-property accounts meeting state rules for holding a deposit separately, with returns net of deductions such as cleaning or repairs; and the reporting side, where rent roll, tenant ledgers, income statements and Schedule E packages come out in a click. Together they answer every financial question about a tenancy.

Does Baselane have move-in and move-out inspections?

No, and it does not claim to. Searching Baselane's own help centre for maintenance returns two articles, both about how bookkeeping categories map to Schedule E, and none of the rent collection, lease agreement, property or reporting articles describes an inspection, a condition report or a photo attached to a unit. The company's landlord guides are clear about what you should be doing: walk the property with a camera, take dated photos or video of every room, keep before-and-after photos, and hold receipts, because deductions are for damage beyond normal wear and disputes are won on documentation. That advice is right, and the product has nowhere to put its output. So the photos live in a camera roll, sorted by date rather than by unit, and get opened only when someone contests a number. RapidEye is the half that was missing: the same photos, read against the unit's own baseline, returned as findings that line up with the lease and the deposit Baselane is already holding.

Baselane integration FAQ