AI inspections for ExactEstate

Overview

ExactEstate can prove an inspection happened. It cannot show you the unit. It is a single-stack property management system for affordable and multifamily housing, where the household, the unit, the money and the compliance state live on one record, and work orders, tasks, approvals and make-ready each carry a status and an owner. Its move-in checkpoint even refuses to finalise until a pre-occupancy inspection is on file. But every one of those controls acts on a document, and the photographs the maintenance tech took go quiet the moment the visit is written up. RapidEye reads the property and unit list from ExactEstate and those photos, and returns a dated finding per unit with the earlier photo of the same spot beside it.

How it works with ExactEstate

ExactEstate organises the year around a household record with a beginning, a middle and an end. The checks sit at the points on that record where somebody already has a camera in their hand.

• Pre-occupancy and move-in. This is the baseline, and it is worth more than any other set of photos you will ever take on that unit. RapidEye reads them into a room-by-room record of how the unit was handed over, and flags what a rushed walkthrough left in: a scuffed door that was already there, a missing blind, a burner that was out before anyone moved in.
• Work orders. A request becomes a work order, goes to staff or a vendor, and closes on verification. The photo attached at close is what verification actually rests on, so RapidEye reads it against the photo from the request and says whether the thing in the ticket is the thing that got fixed.
• Recurring and preventative visits. Filters, detectors, water heaters, the annual walk. Nobody remembers what the utility closet looked like last spring; the photo does, and the finding is the difference.
• Make-ready. Between households the unit passes through several trades. RapidEye reads the turn photos against the standard you set, so a unit does not get shown with paint touch-ups that were never done.
• Move-out. The comparison the whole file exists for. Move-in photo, move-out photo, one finding per difference, with the dates, which is what a deposit deduction or a damage claim needs behind it.

Each finding names the property, the unit, the room, where in it, what kind of issue, how serious, both photos, and a suggested next step. It lands in the RapidEye dashboard and, if you want, an inbox or a Slack channel for the site team. Whether it becomes a work order or a charge in ExactEstate is your staff's decision. If your teams shoot video walkthroughs instead of stills, or use a scan, or want findings scored against an inspection format of your own, that is something we set up with you rather than something the product excludes.

How to connect ExactEstate to RapidEye

1. Your properties and units in ExactEstate. The unit is what every finding is filed against, so the list should be the live one. Units not yet on the platform stay out until you add them.
2. The unit photos. Staff keep photographing units the way they do now, on move-ins, work orders, make-ready and move-outs. Where there is no consistent place those photos land, RapidEye sends a capture link that opens on any phone with nothing to install: a fixed set of angles per room, taken on the same visit.
3. The invite. Add RapidEye as a user on the account, or tell us and we do it with you. The modal has the details.

The ExactEstate move-in gate, and the inspection it waits on

Checked against ExactEstate's product and compliance documentation, September 2026.

ExactEstate is a single-stack property management system for affordable and multifamily housing, with LIHTC, Section 8, HUD, USDA Rural Development, HOME, public housing and RAD programs handled inside it. According to ExactEstate's own product documentation (exactestate.com), a property manager signing in lands on the approvals, move-ins, overdue tasks and exceptions attached to their properties rather than on a module menu, and from a property, a unit or a resident the charges, documents, message history, open work orders and certification state are already attached. Tasks, approvals, make-ready, work orders and recurring maintenance each carry a status and an owner.

The most interesting screen for anyone who cares about condition is the move-in. ExactEstate publishes a detailed account of a configurable compliance checkpoint that runs when a manager clicks Finalize Move-In: the system evaluates a set of gates before anything is written to the tenant record, and if a gate is red the move-in does not finalise, with the attempt, the blocking gate and the timestamp written to an audit log. A compliance officer with the right role can override, and program-specific gates are added automatically based on the unit's program designation.

Program add-ons stack on top: ExactEstate cites HAP contract documentation for a Section 8 PBRA unit, a voucher portability confirmation and an RFTA for an HCV unit, and an eligibility recertification for a HOME unit mid-cycle.

Read that list as a site manager and the asymmetry is obvious. Five of the six gates are about paper, and paper is exactly what software can verify. The sixth is about a physical unit, and the software can only confirm that a form describing the unit exists. That is not a criticism of the gate, which is doing the job the auditor asks of it. It is where the integration goes.

ExactEstate describes the closing side plainly: the move-out inspection, the final account statement, deposit and damage handling, and the accounting entries that follow are the closing steps of one record, so the household closes operationally and on the books together. That is a better-designed lifecycle than most systems in this market have. The gap it leaves is not procedural, it is evidentiary, and it sits in the photographs.

Does ExactEstate store inspection photos?

Not as a described feature. Its pages describe documents, message history, open work orders and certification state kept attached to the property, unit and household record, an EEva assistant that can take a user to the screen that does a job, and a work order that closes on verification. None of the pages we read describes a photo-capture inspection app, a photo field on an inspection, or any comparison of one visit's images with another's. ExactEstate also keeps its help documentation with its support team rather than in an open help centre, so the public record stops there. In practice that means the photos exist, on a maintenance tech's phone or in a folder or attached as documents, and nothing ever reads them. RapidEye reads them, builds the per-unit baseline out of the history you already have, and reports every new visit against it.

ExactEstate integration FAQ