AI inspections for Total Management

Overview

A Total Management work order is a financial and operational record of a job, and it closes when a person says the job is done. The tenant raises it in the portal or your office enters it, an employee is assigned and texted, the work happens, the cost lands in the ledger against the right property. What the unit looked like before and after is not part of that record; it is on somebody's phone. RapidEye reads your property and unit list out of Total Management, reads whatever photos your team, your vendors or your tenants take, and returns a finding per unit with the earlier photo, the later photo, a severity and a next step.

How it works with Total Management

The integration follows the moments your team is already in the unit, because those are the moments a camera is already out.

• A work-order visit. The tenant reports a leak under the kitchen sink, an employee is assigned and texted, and the job gets done. RapidEye reads the photos from that visit against the last known state of that spot and tells you whether the cabinet floor is dry, whether the stain spread, and what else in the frame changed while nobody was looking.
• The turn between tenants. Total Management's own move-out step nets the balance against the security deposit in one action. What that step cannot do is tell you which of the charges is defensible. RapidEye supplies the photo of the wall on the day the tenant took the keys next to the photo of the wall today.
• The turn status you set per unit. Carpets cleaned, maintenance done, ready to show. RapidEye reads the photos behind each of those and flags the unit that is marked ready with a scuffed door frame, a burnt-out fixture or an appliance nobody replaced.
• Common areas and commercial suites. Lobbies, corridors, stairwells, a retail unit between leases. These get walked on a schedule and remembered by nobody. A dated photo set per space turns them into something you can look back at.
• Vendor work you paid for. An invoice says the job was completed. The photos say the same job in the same place looks different afterwards, or that it does not.

Each finding names the property, the unit, the spot, the type of issue, a severity, the earlier and later photos and a suggested next step, and it lands in the RapidEye dashboard, with an inbox or a Slack channel for the maintenance office if you want it there. What you do about it, a new work order, a deposit deduction, a call to the vendor, stays in Total Management and stays yours. If your team captures video walkthroughs or scans rather than stills, or you want findings scored against your own make-ready standard, that is a setup conversation, not an obstacle.

How to connect Total Management to RapidEye

1. Your property and unit list. Total Management keeps each property separate, with its own chart of accounts and vendor list. RapidEye reads the list so a finding lands on unit 4B at the right address rather than in a folder called photos.
2. Somewhere for photos to come from. If your techs already shoot a job on their phones, RapidEye reads those. If they do not, RapidEye sends a capture link that opens on any phone with no app, walking a fixed set of angles per unit, which takes about as long as texting the pictures did.
3. A user account for RapidEye. User accounts are unlimited on Total Management and access can be limited per user, so view access to the properties you want covered is enough. The modal has the details.

What a Total Management work order records, and what it does not

Checked against Total Management's published feature and FAQ pages, September 2026.

Total Management is web-based property management software built by property managers for property managers, covering residential portfolios (apartments, single-family homes, student housing) and commercial ones (office, retail, industrial) in the same account. According to Total Management's published documentation (totalmanagement.com), tenants can enter work orders online through the tenant portal or your office can enter them, a work order can be assigned to an employee, and the software will text that employee, which the company points out means a tech already nearby can walk to the next assignment instead of walking back to the office. That is a genuinely good piece of design for a small maintenance team, and it is the reason the photos exist at all: somebody is standing in the unit with a phone.

Left column from Total Management's published feature and FAQ pages. Right column is the material that travels by phone and email in most maintenance offices, on any platform.

The unit turn, and the status question

Total Management's FAQ answers the turnover question directly: asked whether there is a feature that shows the status of a unit's turnover process, carpets cleaned, maintenance done, ready to show, the published answer is yes, you can set the status for each unit. The accounting side of the same turn is tighter still: security deposits are created automatically when a tenant moves in, deposit types carry an amount and an automatic withholding, and the move-out is described as a one-step process that generates a check and an invoice, taking the current balance and subtracting the remaining deposit.

A turn status in Total Management is a field somebody sets. RapidEye reads the photos that should sit behind it.

So the money side of a move-out is one click and the condition side is a memory. A deposit deduction is a claim about how a unit looked on two different days, and the deduction is calculated precisely from a balance that Total Management keeps perfectly, against damage nobody photographed in a comparable way. That is not a hole in the software, it is the part of the job that has always lived outside every ledger. It is also the part RapidEye does.

Who can see what

Access is not an afterthought here. Total Management's FAQ states that every employee gets their own log-in with no per-user fee, that user accounts are unlimited, and that access can be limited to a high and customisable degree, including tenant personal information, secure information such as social security numbers, parts of the accounting system, and high-level bills. For the integration that matters in one practical way: RapidEye needs to see properties and units, not payroll or tenant financials, so a limited user account is the right shape for it.

Total Management integration FAQ