EzyInsp Pro user guide

The whole job, in seven steps

Everything in this guide hangs off one simple flow. If you only read one section, read this one:

1. Sign in once — Apple or an email code. After that the app is free to start and works completely offline.
2. Add your properties in the Properties tab — address, tenants, owner, manager. Do it once; every later report starts itself.
3. Start a report — from a property (everything prefills), from scratch, or from a template. Pick Entry, Exit, Entry notice or Routine.
4. Walk the property — tap Clean · Working · Undamaged for each item, add comments where it matters.
5. Photograph as you go — the camera keeps shooting shot after shot, and every photo is date-stamped automatically.
6. Sign on screen and pick the signing date.
7. Generate the PDF — rendered on the phone in moments — and share it from the preview before you've left the driveway.

1.Getting started

Download EzyInsp Pro from the App Store and sign in once — that's the only time the app needs the internet.

Two ways to sign in:

• Sign in with Apple — one tap, uses your Apple ID.
• Continue with email — enter your address, we send a 6-digit code, type it in. No password to invent or remember.

Why sign in at all? As the sign-in screen puts it: "Sign in once so we keep your inspection forms up to date — then it's free & offline." The account keeps your form versions current and carries your monthly allowance; your reports themselves stay on the phone.

2.The Reports home at a glance

The app has three tabs: Reports, Properties and Settings. Reports is home. From top to bottom:

• Your plan card — "3 of 10 free reports this month" on the free plan, or "Unlimited reports" on Pro, with an Upgrade button when relevant.
• NEW REPORT — three ways to start (next sections):
  • Start with a property — "Pick a property — we prefill the address, tenants and dates."
  • Start from scratch — "Choose a form and fill it in yourself."
  • Start from template — reuse a layout you've saved.
• YOUR REPORTS — everything you've made, searchable by property or address, filtered by In progress · Finalised · Templates, sorted by Newest, Oldest or Name.

The ⋯ menu on every report:

• Open — resume editing.
• View PDF / Download / email PDF — once one has been generated.
• Duplicate — same property, fresh copy for the next inspection cycle.
• Save as template — keep the layout for reuse (details cleared).
• Delete — permanently removes the report from the device.

3.Set up your properties first

Path: Properties tab
Why: a property record is what makes every report "start itself" — address, tenants, owner and manager prefill into each new report you link to it.

What a property holds:

• Property — nickname (optional), address, postcode.
• Entry-report defaults — "Individually metered?" and "Water efficient?" — set them once here and they prefill into Form 1a, or leave "Not set" to answer on-site.
• Tenants — link one or more. Switch on "Use for exit condition report" for a tenant and their forwarding address, phone and email prefill into Form 14a.
• Owner(s) — lessor and Property manager — agent.

Steps:

1. Open the Properties tab and tap Add property
2. Enter the address and postcode (nickname optional)
3. Link tenants, owner and manager — create them right there if they're new
4. Set the entry-report defaults if you know them

Deleting is linkage-aware: removing a property keeps its tenants, owners and managers as records — only the property and its links go.

4.Start a report

The four report types:

• Entry condition report (Form 1a) — move-in condition, area by area.
• Exit condition report (Form 14a) — end of tenancy, same grid.
• Entry notice (Form 9) — who's entering, when and why; a short, single-party form with no condition grid.
• Routine inspection report — the flexible agency report with your own areas (section 8).

Three ways to start:

1. Start with a property — pick from your saved properties (search by name, tenant or address), then choose the form. Address, tenants, dates and your details are already filled when the editor opens.
2. Start from scratch — choose a form and fill in a blank one. You can still link a property later from inside the editor.
3. Start from template — reuse a layout you've saved. Property-specific details were cleared when the template was made, so nothing leaks between jobs.

5.Fill in the form

The editor groups everything into the form's own sections — property and tenancy details, the condition grid, sign-off. Required fields carry a red *, and a progress meter above Generate shows how much is left.

The condition grid — Clean · Working · Undamaged:

• Each area expands to its item list; every item has three attributes — Clean, Working, Undamaged — each a simple Y / N choice.
• Not applicable? Leave it blank — tap the selected segment again (or the ✕) to clear it back to unset.
• The green tick on a row sets all three to Y in one tap; each area also has a bulk bar — "All good", "Clear", or set a whole column at once.
• Every item takes a comment — "Comments (lessor/agent)" — for the detail that matters ("scuff behind door", "rangehood light out").
• Something the form didn't think of? + Add item creates a custom row with its own name (e.g. "Dishwasher").

Dates — always a calendar, never typing:

• Tap any date field and a calendar opens — today for empty fields, the stored date otherwise. Done / Clear / Cancel, and it's written in a tidy dd-MMM-yyyy.
• Signature dates start blank on purpose — they record when someone actually signs, which may not be the day you inspected. The app nudges you if a signature is missing its date, but the choice is yours.

6.Photos

Photos attach where they belong: on the item you're looking at (each grid row has its own photo strip) or as general photos in the PHOTO APPENDIX section. Either way — "Take photos" or "Choose from library".

The camera is built for walking a property:

• Keep tapping the shutter — shot after shot, no round-trips. A badge counts as you go, and one "Done (n)" attaches the whole batch.
• Tap to focus, pinch to zoom (1–5×), flash cycles auto → on → off.
• Every photo is watermarked in the background while you keep shooting.

Watermarks and captions:

• Every photo is stamped bottom-right with the date and time (e.g. "09-Jul-2026 01:02PM"). Add optional extra text — your agency name, say — under Settings → PHOTOS → "Extra watermark label".
• Captions start as the item label + timestamp and are editable per photo.
• Want copies in your iPhone's Photos too? Switch on "Also save photos to my library" in Settings.

In the PDF:

Photos land in a labelled appendix at the end of the report — grouped by area, captioned, with the inspection date and property in the footer. The form pages themselves are never altered.

7.Signatures & sign-off

The SIGN-OFF section gathers the finishing touches:

• Sign on screen — tap Sign, draw in the box with a finger, Done. The signature is stamped into the form's signature box when the PDF generates. Not happy with it? "Redo".
• Print name — prefilled from your acting identity; edit freely.
• Date of signature — pick it on the calendar when the signature actually happens (deliberately never prefilled).
• Your initials, each page — enter once (e.g. "JS") and apply to all pages, or override page by page.
• Additional comments — anything that belongs on the record.

8.Routine inspections

The routine report is the flexible one — you decide the areas, the app remembers your choices per property.

Start from a built-in layout, or empty:

• RTA-style condition — 14 areas with the detailed entry/exit-style item lists
• Apartment — 10 areas of standard apartment living
• Townhouse — 16 areas, multi-level with yard and garage
• House — 22 areas including outdoor
• Start empty — add your own from scratch

Make it yours:

• Rename any area, change its type (which sets sensible default items), add and remove items, reorder, and switch whole areas off — switched-off areas keep their marks but stay out of the report.
• The property remembers. Next routine at the same property opens with "Using this property's last routine layout." — walk straight in.
• Made something reusable? "Save as my template…" and it appears under My Templates for every future routine.

The private memo:

Every routine report has a PRE-INSPECTION MEMO — PRIVATE: gate codes, key numbers, reminders. As the app says: "Only visible to you. Never printed in the PDF." It's also cleared whenever you duplicate or make a template.

Report wording:

Settings → "Routine report wording" holds your opening letter (printed on the cover, addressed to the landlord) and disclaimer (small italic type at the end of the cover) — start from the built-in samples and make them your agency's own.

9.Generate & share the PDF

Steps:

1. Tap "Review & generate".
2. The app runs its readiness check. If anything looks incomplete — an empty address, no tenant name, no condition marks, a signature without a date — it lists them and asks: "Generate anyway" or "Keep editing". Your call, always.
3. The PDF renders entirely on the phone — the current form filled in, signatures stamped, the watermarked photo appendix attached. Nothing is uploaded, no signal required.
4. The preview opens with a share button: email it, save to Files, AirDrop — the standard iOS share sheet.

If a newer form version exists, the app says so before generating — "Update now" or "Continue with {version} — your report will note it." Advisory, never a wall; and if you're offline it generates against the last verified version and re-checks when you reconnect.

10.Duplicates & templates

Two different tools, easy to mix up:

• Duplicate — same property, next inspection cycle. Keeps your answers, condition marks and custom item names; clears photos, signatures and the memo so the new visit starts honest.
• Save as template — keeps the layout for reuse anywhere. Property-specific details — address, tenants, dates, signatures, photos — are cleared, so a template never carries one client's information to another. Find them under Templates on the Reports screen.

11.Free allowance & going Pro

• The free plan includes 10 new reports every calendar month — with every feature: all four forms, photos, signatures, PDFs, offline.
• What counts: creating a new report (from a property, from scratch, from a template, or duplicating). What doesn't: editing, generating and regenerating PDFs, viewing, and saving templates.
• EzyInsp Pro removes the limit: unlimited reports at A$4.99/month or A$34.99/year (yearly saves about 42%). Billed through your Apple ID, cancel anytime in Settings; "Restore purchase" brings a subscription back on a new phone.

Manage or cancel under Settings → SUBSCRIPTION → "Manage subscription" — it opens Apple's own subscription screen. Refunds are handled by Apple.

12.Staying up to date

Form versions matter in this line of work, so the app minds them for you:

• Quietly, automatically — forms re-verify whenever the app comes to the foreground with a connection.
• Settings → UPDATES shows the receipts: an "RTA forms" row ("Verified 2 hours ago" · "Up to date" / "Update available") and an "App version" row ("1.0.2 installed" · "Current" / "Get 1.0.3"), plus one "Check for updates" button for both.
• A small ribbon on home — "Update available — {version}" — takes you to the App Store; dismiss it and it stays quiet until the next release.
• If the app is ever too old for the current forms, new reports pause until you update — but everything you've saved stays viewable and shareable, always.

13.Your data & your account

• Everything lives on your iPhone — reports, photos, templates, properties, generated PDFs. There's no cloud copy; sharing happens only when you share.
• What our server sees: your email, your subscription state and a monthly count of reports created. Never report contents, photos or signatures.
• Sign out (Settings → ACCOUNT) leaves your reports and properties on the device — as the app says, "Your reports and properties stay on this device."
• Delete account permanently removes your account and everything on the device. It can't be undone — share out anything you need first.
• Switching accounts: if a different account signs in on a phone that still holds another account's data, the app stops and asks — "Erase & continue" or "Cancel". Nothing is ever deleted from the other account itself.
• Data is per device. The monthly allowance follows your account, but reports don't sync between devices — a report lives on the phone that made it.

14.Frequently asked questions

15.Support

Need a hand?

• Check the FAQ above and the in-app Settings → HELP & SUPPORT links
• Email us via the support page — a real person replies