AI condition inspections for Property Matrix

Overview

A Property Matrix maintenance ticket is a record that somebody asked for work and somebody closed it out; it is not a record of what the unit looked like on either day. The ticket carries a category, the site it belongs to, the tenant, the vendor, a status you defined yourself, and an Attachments section that anyone with the mobile app can drop photos into. Those photos are the only thing in the system that knows the condition of the property, and they sit unread behind a ticket number. RapidEye reads them against every earlier photo set of the same unit and returns one finding per problem, dated, so the ledger side of Property Matrix and the condition side finally line up.

How it works with Property Matrix

A long-term tenancy gives you two moments where condition is worth money, move-in and move-out, and eighteen months of maintenance visits in between where nobody is thinking about evidence at all. Property Matrix already records all three as tickets against a unit. RapidEye treats the ticket photos as one continuous record of that unit.

1. Move-inA first set of photos of the empty unit becomes the baseline. Every later finding is measured against it, which is what turns "the worktop was already scorched" into a question with an answer.
2. Tenant-reported ticketsA resident raises a request from the tenant portal and adds photos of the leak. RapidEye reads the same photos for the things the resident did not report: mould creeping up the skirting behind the pipe, a missing smoke detector on the ceiling in the corner of the frame.
3. The vendor visitPhotos uploaded from the mobile app during the job show the state of the room while the work is happening. A finding here says whether the repair was done and what else in that room changed since the last visit.
4. Turn and make-readyA ticket raised on a vacant unit before the next tenancy. RapidEye returns what is not ready: the bulb out in the hall, the blind hanging off one bracket, the appliance that is no longer in the kitchen.
5. Move-outThe last set against the baseline, itemised. Each finding carries the two photos and the dates between them, which is the form a deposit deduction has to take when a tenant disputes it.

A finding names the building, the unit and the room, the kind of problem it is (damage, wear, cleaning, a missing item, maintenance), how serious it is, the photos on both sides, and a suggested next step. It lands in the RapidEye dashboard, and in an inbox or a Slack channel if you want it there. What happens next in Property Matrix is yours: a new request in the right category, a bill to the vendor, a charge against the deposit before you click Complete Move Out. Photos are where most teams start, but not where it ends. Teams that would rather have a walker film each room, or that hold a 3D scan of every unit, or that want findings scored against a condition form of their own, get that set up with us.

How to connect Property Matrix to RapidEye

1. A Property Matrix account with your buildings and units set up. Every maintenance request is raised against a site, which Property Matrix lets you set to a specific unit or an entire building, so those two levels are the ones findings come back on.
2. Somewhere for the photos to come from. If your managers and vendors already upload to the Attachments section of a ticket in the Property Matrix mobile app, RapidEye reads those. If they do not, RapidEye sends a capture link that opens on any phone with no app to install, walks the person through a fixed set of angles per room, and files the set against the same unit.
3. An invite. Add RapidEye as a user in Property Matrix. The Connect button has the exact path and the details to paste.

How a Property Matrix maintenance request works today

Checked against Property Matrix's help centre, September 2026.

Property Matrix is a cloud property management and accounting platform for residential and commercial portfolios, and maintenance in it is one page with one object on it: the request, which most people call a ticket. According to Property Matrix's help centre documentation (propertymatrix.com), you create one from Maintenance by clicking New Request and completing a form: a Category, which can offer suggested vendors, a Site that is either a specific unit or an entire building, and then, if there is one, the tenant from a dropdown. What happens after that is entirely up to statuses you invent yourself, which is the unusual part of this system and the reason two Property Matrix accounts can look nothing like each other.

The three panels and the statuses that feed them are Property Matrix's own. The bottom line of each is what RapidEye does there.

The statuses themselves are yours to name. In Settings, under Maintenance, each status is assigned to one of three categories, New, Dispatched or Closed, which decides which panel it appears in, and a colour, which decides how it looks on the Maintenance page. You can add as many as you like. It is a genuinely flexible board, and it tracks the request beautifully. What no status can tell you is whether the leak stopped, because a status is a thing a person clicks.

Where the photos live

On the ticket. Property Matrix's mobile app, which its documentation describes as being for vendors and property managers, opens the same maintenance list, and from a ticket you scroll to the Attachments section, use the three-dot menu, and either pick a photo already on the device or take a new one with the camera. Edits and uploads made in the app appear in the desktop software straight away. Property Matrix's product pages add the other half: a document uploaded on a building, unit, lease or maintenance ticket becomes indexed and searchable for the departments that should see it. So the evidence is captured, filed and searchable. It is just never read.

Does Property Matrix do property inspections?

Not as a module. The Maintenance section of the help centre has four articles, covering the mobile app, adding and editing requests, configuring statuses, and AI suggestions, and none of them describes an inspection form, a scored checklist or a condition report. Inspection appears in Property Matrix in two other places: as one of the categories you can filter a Maintenance History report by, alongside Electrical, HVAC and General Maintenance, and as an event that happens somewhere outside the software, in the move-out article's instruction to click Complete Move Out after the tenant has physically vacated and inspections are complete. That sequence is the whole problem in one sentence, because the move-out statement the system then prints is a record of how the deposit was applied, and the reason it was applied lives in a photo nobody opened. The integration puts the reason next to the number.

Property Matrix integration FAQ