AI inspections for SimplifyEm
Turn the photos from a move-out walkthrough into a dated, itemized record of what changed since move-in, matched to the property and unit you keep in SimplifyEm.
What a SimplifyEm task holdsOverview
SimplifyEm keeps an excellent record of what a repair cost you and no record of what the room looked like. Its Task Center tracks maintenance requests and work orders with a priority, a property, a unit and a vendor assignee, and closing a work order posts the expense and the vendor payment for you, which is exactly the accounting discipline a small landlord otherwise never manages. Condition sits outside that loop, in a checklist PDF and a phone gallery. RapidEye reads the property and unit list from SimplifyEm plus the photos from the visit, and returns a finding per problem, tied to the address and the tenancy dates around it.
How it works with SimplifyEm
SimplifyEm organizes a rental around three things: the lease, the worksheet and the task. Photos show up at the edges of all three, and the checks follow those edges. Treat the list as the common cases and not the limit: RapidEye reads photos, video walkthroughs and 3D scans, and grades them against whatever standard you set, so a case that is not here is a conversation rather than a no.
- Move-in, as the baseline. The room-by-room walkthrough you do before handing over keys becomes the reference RapidEye holds. Everything later is measured against it, including the scuff that was already there.
- Move-out, against that baseline. Each difference comes back as its own finding: a burn on the counter, a closet door off its track, a missing screen. Both frames travel with it, which is what makes a deposit letter hard to argue with.
- Tenant maintenance requests. A request raised from the Task tab in the tenant portal usually arrives with a photo and a sentence. RapidEye reads the photo and says what it is: not "bathroom issue" but an active leak under the vanity with staining on the base cabinet.
- Vendor work orders. A work order is assigned to a vendor and closed by you. Photos of the finished job read against the photos that opened it, so the closing that posts the expense is one you can stand behind.
- Periodic visits. Drive-bys, seasonal checks, the annual walkthrough. The same unit over time surfaces the slow problems: a stain spreading, a gutter that has stayed detached through two visits.
- Turn work between tenancies. Paint, carpet, the deep clean. RapidEye reads the after photos against the standard you set for a rent-ready unit, and names what still is not done.
Every finding names the property, the room and the spot, the type of problem, a severity, both photos, and a next step. It lands in the RapidEye dashboard, and in your inbox or a Slack channel if you would rather it came to you. What you do about it in SimplifyEm is your call: RapidEye never opens a task, closes one, or touches a number. If you work in video, or you have an inspection format of your own you want graded, we set that up with you.
How to connect SimplifyEm to RapidEye
- Your properties and units in SimplifyEm, with tenants and lease dates on them. That is what puts a finding at the right address and inside the right tenancy.
- A source for the photos. If your tenants already send them with a request, RapidEye reads those. For move-in and move-out, RapidEye sends a capture link that opens on any phone, no app, a fixed set of angles room by room.
- A sub-user invite. Add RapidEye under My Account, Sub-User Accounts, scoped to the properties you want covered. The connect panel on this page has the exact details.
What a SimplifyEm task actually holds
Checked against SimplifyEm's FAQ documentation, September 2026.
SimplifyEm is built for the owner or small manager who is not an accountant, and the Task Center is where maintenance lives. According to SimplifyEm's help documentation (simplifyem.com), you open it from Tasks in the navigation bar, click Add Task, and fill in a short title, a priority, a description, the property and unit, and an assignee. Set the assignee to a vendor and the task becomes a Work Order, which unlocks a transaction block: an expense amount, the expense row it allocates to, a vendor amount, and whether it is charged to the tenant. Move the status from OPEN to CLOSED and SimplifyEm posts the expense and the vendor payment for you, with no retyping into the worksheet or the Vendor Center. Tasks can also repeat daily, weekly, monthly or yearly, ending never, after a set number of occurrences, or on a date.
Fields as SimplifyEm's FAQ articles on the Task Center describe them. Tenants reach the same Add Task screen through the Task tab in their portal.
Where does condition get recorded, then?
On paper, mostly, and SimplifyEm is candid about it. It publishes a free move-in and move-out checklist tool that builds a room-by-room inspection, records the two conditions separately, and exports a dated PDF with signature lines for both parties, explicitly so a landlord can compare the two records and support a deposit decision. Its maintenance request form asks the tenant for photos of the issue. Both are the right instinct, and both stop at capture. Nothing reads the photos, nothing compares this year's kitchen to last year's, and the PDF is only as good as what the person filling it in noticed at the time.
That is a workflow gap, not a product flaw: a system built to keep a small landlord's books straight is not obliged to also be a pair of eyes. RapidEye is the pair of eyes. It takes the same photos the checklist asks for, compares the move-out set against the move-in set, and hands back the differences already named, so the number you keep out of the deposit came from a picture and not a recollection. SimplifyEm's own guidance on deposits, that you must record any repair you pay for out of the deposit yourself, is a lot easier to follow when you know exactly what the repairs are.
SimplifyEm integration FAQ
Does RapidEye integrate with SimplifyEm?
Yes. RapidEye reads your property and unit list from SimplifyEm so each finding lands on the right address, and reads the photos from the visit, whether that is a move-in walkthrough, a repair, or a move-out. It returns a finding per problem. Your tasks, worksheet, leases and vendor payments in SimplifyEm are untouched.
Can I attach photos to a SimplifyEm task?
The documented attachment path runs through transactions, not tasks. SimplifyEm describes a paper clip on the worksheet cell that attaches a scanned document to an income or expense transaction, capped at 800 KB per attachment, and lets you publish it to the Owner, Vendor or Tenant Portal. A task carries a title, priority, description, property, unit and assignee. So the photo of the damage usually stays on a phone, which is where RapidEye picks it up.
Does this help with security deposit deductions?
Deposit evidence is the job it does best. SimplifyEm tracks the deposit due on the lease and asks how much you returned when the tenant moves out, and it tells you to record repairs paid from the deposit yourself. RapidEye supplies the part that decides the number: the move-in photo and the move-out photo of the same wall, with what changed named and dated.
My tenant sends photos with a maintenance request. Can RapidEye use those?
Yes. Tenants can raise a request from the Task tab in their portal, and SimplifyEm's own maintenance request form asks for photos of the issue. RapidEye reads whatever comes in, names what is actually in the frame, and gives the request a severity before you decide whether it needs a vendor today or next week.
Will RapidEye change my books or close a task?
No. SimplifyEm stays the record for the worksheet, the leases, the tenants, the vendors and the documents. Closing a work order is what posts the expense and the vendor payment, so that stays a decision a person makes. RapidEye reads and reports.
I have eleven units. Is this too small for RapidEye?
No, and the small portfolio is where a single missed deduction hurts most. At eleven units you are the accountant, the leasing agent and the inspector, and the move-out walkthrough is the job that gets done on the way to something else. RapidEye reads the photos for all eleven the same way and points you at the one that needs a second look.
Other software small landlords run RapidEye alongside
Platforms serving the same portfolio size, where condition also lives outside the software.
InnagoWork orders and maintenance tickets read from their photos
AvailTenant-submitted request photos turned into named findings
TurboTenantOnline condition reports checked against what the photos show
Landlord StudioProperty maintenance records given a condition record
BuildiumMaintenance request photos read across a bigger portfolio
All long-term residential integrations
Sources
- SimplifyEm FAQ documentation, Task Center, portals, attachments and security depositssimplifyem.com
- SimplifyEm property management tools, move-in and move-out checklist and maintenance request formsimplifyem.com
Sources are named at the publisher level and were checked against the publisher's live pages before this page was published.
