InventoryBase FAQ

Is my account safe and secure?

We maintain the highest security standards to protect both our software and your data, with 24 hour surveillance, monitoring and security patching. All of your information is always sent over a secure SSL encrypted network, and our network is protected by an enterprise level firewall to keep your data safe. Backups are taken hourly and our scalable cloud-server technology means your service will never be unavailable.

Who owns the data I store on InventoryBase?

Your data remains your property at all times. We understand that our customers want to safeguard their proprietary templates and sensitive client information, and InventoryBase will never own, use or publish the information you store on our database. Your reports can be sync’d with popular cloud storage services and all of your data can be downloaded on-demand should you ever decide to cancel.

How does the free trial work?

You can sign up and access your account immediately upon verifying your email address. You are then free to use the software in full for 14 days. If you cancel within 14 days of signing up, or don’t enter your payment details before the 14 days expire, your account will be closed and you won’t be charged a thing. If you do decide to pay, you can still choose to cancel your account in the future, but you are responsible for charges already incurred up until the end of your account’s expiry date. Refunds can not be issued for payments made after your initial trial.

Can I upgrade or downgrade during my trial?

You can choose any package to begin your free trial, and you can upgrade or downgrade your package at any time from the Manage Billing page. Downgrades won’t take affect until the next billing cycle, so you can sign up to any plan and experience the full software free for 14 days before deciding which plan is right for you, and you can upgrade or downgrade your account at any time after your subscription begins.

Do I have to sign a long term contract?

No. InventoryBase is a pay-as-you-go service. There are no contracts or commitments necessary. You simply maintain your monthly subscription, or, if you cancel, you won’t be billed again. If you’re subscribing to a White Label package, we require a 90 day cancellation notice period.

Can I cancel at any time?

Cancelling InventoryBase takes 3 clicks. One to access your Billing page, and one to click Cancel My Account and the third to confirm. You can close your account at any time, and you will never be billed again, nor will your information be passed on to any third party.

What happens to my data when I cancel?

Your data will remain in your account for a period of up to 90 days from the date of your last payment. If you wish to take a longer payment vacation, you can arrange a reduced payment plan to cover storage with the support team.

Are there any fees in addition to my subscription plan?

The plan you sign up for determines the number of users and properties you’re limited to.

For example, Business plans get up to 5 user logins for your team, but unlimited Clients logins. Additional team members above your plan limit are charged at £5 per user per month, or you could upgrade to the next plan to increase the limit available.

InventoryBase charges 20p per property per month over your limited number of properties. For example, the Business plan gets 500 properties included, if you store report data for 505 properties, you will pay an additional £1 per month.

We also offer premium services such as Transcription and SMS delivery which will incur additional costs on a pay-per-use basis.

What types of payment do you accept?

At this time we only accept payments online via a debit or credit card, which will create a monthly billing agreement to start 30 days from the date you sign up, that you can cancel at any time. We regret we cannot take payments over the phone, by cheque or by direct debit, as InventoryBase has a completely automated credit and debit card billing system.

What hardware do I need?

The InventoryBase Dashboard is browser-based, so all you need is a device which can access a browser. Chances are, you have one on your desk, at home, or in your pocket! Working perfectly on iOS and Android, on PC’s and Mac’s, on Desktops and Laptops, you can manage your team’s diaries, schedule inspections and and edit reports from anywhere.

What web browsers are supported?

InventoryBase is optimised for modern web browsers. For the best experience, we recommend Google ChromeMozilla Firefox or Safari. On mobile devices, use the built-in browser or download our Mobile Apps to complete reports in the field without the need for an Internet connection.

Which Mobile or Tablet device can I use?

We’ve built our Apps for iOS and Android so you can produce reports in-the-field without the need for an Internet connection. For iOS, iPhones and iPads are great, our users especially love the iPad Mini. For Android, we recommend avoiding budget devices if you’re planning on producing detailed reports with a large number of embedded photos. Our users love the Samsung Galaxy Tab S series, but Android have great Smartphones in the form of OnePlusThree and Google’s Pixel phone.

We recommend using devices no more than 3 years old to be sure your device supports the latest Operating System and technologies.

Can I setup other admins?

As long as your plan allows, you can setup other admins to be able to create and delegate inspections and users. We call them Managers, and though you’re limited to a set number of users per plan, you can pay for more if needed.

What types of reports can I produce with InventoryBase?

InventoryBase caters to a wide variety of industries and allows you to customise templates, formats and the types of inspections your company does.

Residential Lettings reports include Inventory & Schedule of Condition, Check In, Check Out, Interim/Mid-Term Inspection and Update. These provide the right context for the generated report, but you can title them whatever you like. Reports allow you to compare results with the last inspection taken, and Check Outs collate all the information necessary to reduce deposit disputes.

Property Management reports include Interim/Mid-term Inspections, Management Visits, Health & Safety/Smoke & Carbon Monoxide Alarm check ups, Meter reads, Legionella Risk Assessment, HMO Building Inspections and more.

Commercial Property Management reports include Building Inspections, Move-in/Move-out/Lease reports, Hotel/Resort Inspections and Guest Check-in/Check-out, Shopping Centre and Retail Inspections and more.

InventoryBase’s robust Template Builder gives you control over all of your inspection templates so you can customise the content of your reports, the layout and order, and pick from a variety of input formats. We’ll even start you off with industry standard templates that you can tailor to your properties.

How do you charge for Transcription? 

InventoryBase’s Transcription service is an optional add-on that you can pay for on-demand. You record audio using your own dictation device, or using the built-in audio recorder within InventoryBase’s App on your Smartphone/Tablet. When you’ve uploaded your files and submitted the report for processing, we’ll automatically calculate the fee based on your requested turnaround time and the total number of audio minutes we processed. You’ll receive a notification as soon as your report is submitted back to you typed up into the InventoryBase Report Editor, so you can choose to make any final adjustments before marking complete.

All of your transcription fees will be billed in arrears on your next billing date and itemised in your online account.

Can I use my own Typists? 

Yes, you can create a login for your Typist and choose to assign them instead to process your reports. InventoryBase’s built in audio transcription tools make it easy to playback recorded audio while typing up the report in the browser at speed, with options to connect keyboard play/pause/navigate shortcuts and USB foot pedals.

What else can I do with InventoryBase?

InventoryBase has added value not only for its ability to produce professional, timely reports, but the facilities provided to your clients will add value to your business. You can allow your clients to login from your website, for example, and post jobs straight into InventoryBase that you can receive, process and assign to you or your available clerks. With InventoryBase, communication and collaboration are streamlined, and you can be sure that your team and your clients are kept informed by timely and convenient alerts along the way, giving you back your time to focus on your business. Read more on the Features page.

Do I need an Internet connection?

Not to produce reports when in the field. InventoryBase has an App on Google Play and the Apple App Store, allowing you to download your list of appointments and then produce the full report offline, adding items, descriptions, conditions, taking embedded photos or recording audio or video. Once you’re back online, you can Sync your report back up to InventoryBase for automatic delivery or further editing online. You will need an Internet connection to access the online dashboard.

What support do you offer?

We offer round-the-clock support for all InventoryBase plans with a helpful support centre where you can see past discussions, planned updates, request new features and get in touch with our development team. We offer free online demos of the software before you get started, and online training webinars on request for your team to ensure everyone can hit the ground running. We’re always continuing to add helpful guides and videos for demonstrating how to use the software, check out our Support Portal.

Can I integrate with my existing software?

InventoryBase has relationships with several Property Management Software vendors and also integrate with a number of third party services, such as Google, Dropbox and Online Accounting Software. Contact Support for more information.

We also publish our Developer Documentation on our website, so you can have your developers and existing suppliers integrate with us easily. Alternatively, contact us to get a quote on custom extensions for InventoryBase.