AI inspections for LandlordMax

Overview

LandlordMax is a complete record of the money and a thin record of the unit. Buildings, Units, Tenants, Leases, Workorders and more than 150 reports cover who owes what, which lease expires when, and which vendor was paid for the repair. The one place an image can go is the Pictures SubPanel on a Building, a Unit or a Tenant, where it carries a name and a description and nothing else: no room, no date you can report on, no condition. RapidEye reads your buildings and units from LandlordMax and those pictures, and returns a condition finding per unit with the earlier picture of the same spot beside the later one.

How it works with LandlordMax

LandlordMax organises everything under a Building, and under a Multi Unit Building, a Unit. The checks follow the same shape, because that is where a finding has to land to be useful on a Tuesday morning.

• Move-in, on a new Lease. When a Lease is created under a Tenant, that is the moment the unit's condition matters most and is documented least. RapidEye reads the pictures taken that week and stores them as the baseline for that unit: walls, floors, appliances, the state of the appliances list you keep on the Unit.
• Move-out, on the same unit. A Tenant's Status moves off Current and the unit needs comparing, not remembering. RapidEye puts the move-out picture of each room next to the move-in picture of the same room and names what changed, with the two dates on the finding.
• Workorders that came back finished. A Workorder carries a description, notes, a priority, a status and a vendor, and it is printed and handed over. Send a picture when the trade says it is done and RapidEye compares it to the picture of the same spot before the job, so a half-finished repair or a mess left behind surfaces before the Suggested Accounting Entry is approved.
• Recurring maintenance. A Scheduled Workorder can raise the six-month smoke alarm check for you. RapidEye reads the pictures that come back from it and flags the alarm that is missing, painted over or hanging off the ceiling.
• Vacant units between tenancies. Nobody walks an empty unit weekly. A short set of pictures per visit gets read and returns damp under a sink, a loose outlet cover, a window left open, while it is still small.

A finding names the building and unit, the room, what kind of problem it is, how serious, the dated pictures on both sides of it, and a suggested next step. It lands in the RapidEye dashboard, and in an inbox or a Slack channel if that suits your team better. What happens next in LandlordMax is yours: raise a Workorder, hold part of a deposit, or ignore it. Nothing here is the edge of what RapidEye reads either. If your team shoots video walkthroughs instead of stills, or you want the unit scored against a condition standard of your own, that is a setup conversation, not a limitation.

How to connect LandlordMax to RapidEye

1. Your buildings and units, entered. Units are created inside a Building, and only for a Multi Unit Building; a Single Residence Building is the unit. Findings land against the building and unit exactly as LandlordMax names them.
2. Where the pictures come from. If your team already uploads to the Pictures SubPanel on a Building, Unit or Tenant, RapidEye reads those. If nobody is photographing units yet, RapidEye sends a capture link that opens on any phone with no install: a fixed set of angles per room, lights on, taken while you are standing there anyway.
3. Add RapidEye as a user. Avatar at the top right, User Management, add the user. LandlordMax emails the new user a link to validate the account and set a password, which we do at our end. The modal has the details.

Where a picture can live in LandlordMax

Checked against LandlordMax's user manual, September 2026.

LandlordMax has been sold since 2003 and is now run in the browser, and its data model is unusually easy to hold in your head: a Building, its Units, the Tenants with their Leases, the Vendors, the Workorders, and the accounting under all of it. Every record carries SubPanels underneath it, which is where the cross-referenced data lives. According to LandlordMax's user manual documentation (landlordmax.com), pictures can be added to Buildings, Units and Tenants, uploaded one at a time or in a batch, given a description, viewed as a slideshow and downloaded again. That is the whole photo model, and it is worth being precise about where it reaches.

Read that as an operator and the gap is obvious. A picture is filed against a place, but a deposit dispute is about a period, and a Workorder argument is about a job. LandlordMax's own security deposit guidance points the same way: the deposit is a field on the Lease, and when you cash it out you record the difference as an Accounting Entry. The amount you kept is beautifully documented. The reason you kept it is a folder of pictures with filenames.

Does LandlordMax do inspections?

No, and it does not claim to. The user manual's sections are Quick Start, Accounting, Data Management, Reports, Settings, Templating and Miscellaneous, and the Data Management articles are Buildings, Units, Tenants, Leases, Contacts, Vendors, Workorders, Tasks and Pictures. The published list of built-in reports runs past 150 entries and covers rent roll, vacancies, expiring leases, late payments, security deposits, profit and loss and workorders grouped six different ways, with nothing on condition, damage or inspection. The Tasks List is described as a personal todo list, and Workorders as the way to manage the people doing work for you. The software is honest about being the ledger. RapidEye is the part that looks at the unit, and it reports back into your hands rather than into the software's records.

LandlordMax integration FAQ