PropertyTrace

PropertyTrace provides inventory, inspection, check-in, check-out, and compliance reporting for UK property work. Its Android and iOS app supports offline inspections: users can capture photos, condition ratings, and notes, then sync after reconnecting. The software generates branded PDF reports for inventory, check-in, midterm, and check-out inspections. Compliance workflows cover HHSRS, HMO, Fitness for Human Habitation, and Legionella assessments. Tenants can review a report through a web link, sign digitally, and flag disagreements during a configurable 7-, 14-, or 30-day warranty period. Optional AI can draft report wording from photos or room recordings; wording only enters a report after user acceptance. Photo analysis costs 6p per item and audio drafting costs 15p per recorded minute, while AI use during the free trial is not charged. The free plan is free and includes 10 properties and 5 reports per month. Monthly plans include £19 a month for 50 properties, £32 a month for 200, and £55 a month for 500. It runs on web as well as mobile.

PropertyTrace covers several inspection types and compliance workflows, with offline mobile capture and tenant review. Compare the free plan's report limit and optional AI charges with your expected workload.

It suits UK letting agents, inventory clerks, property professionals, and landlords who prepare inspection or compliance reports. Offline capture may be useful for inspections where an internet connection is unavailable.

Overview

PropertyTrace is a UK rental-property reporting service for letting agents and inventory clerks managing recurring inspections and compliance work. Its strongest fit is a team that needs offline field capture and a tenant sign-off process; landlords with only a few reports to produce may find the free plan sufficient.

It combines four inspection report types with compliance assessments and optional AI drafting. The trade-off is that report volume, property capacity and extra AI use all need to be considered before choosing a plan.

Key features

Field capture and report workflows

The Android and iOS app records photos, condition ratings and notes offline, then syncs after reconnection. That is useful for clerks inspecting properties where connectivity is unreliable. Custom checklists and issue tracking help structure the work, while branded PDFs cover inventory, check-in, midterm and check-out reports.

Compliance and tenant review

Compliance workflows cover HHSRS, HMO, Fitness for Human Habitation and Legionella assessments, giving property professionals a broader remit than routine condition reports alone. Tenants can open a report by web link, sign digitally and flag disagreements during a configurable 7-, 14- or 30-day warranty period. That review window makes the handoff more explicit, though it also means users should choose a period that fits their process.

Optional AI, integrations and data

AI can draft wording from photos or room recordings, but its output stays out of a report until a user accepts it. Photo analysis costs 6p per item and audio drafting 15p per recorded minute; usage during the free trial is not charged. These per-use fees may suit occasional assistance, but frequent use can add a variable cost.

Calendar feeds, Slack, Dropbox, Xero, FreeAgent and Street.co.uk are listed as integrations. Primary customer data is stored in the UK London region, while some infrastructure processes data in the US under transfer safeguards. Stripe handles subscription payments as a PCI-DSS-compliant processor, and PropertyTrace says it does not store full card details. Live chat is available in the app and on the site, with support from a UK-based product team.

Pricing

The free plan costs nothing and allows 10 properties and 5 reports per month. It is a practical starting point for a small portfolio or a low-volume user, but the monthly report cap is the key constraint.

Tours Pack costs £12 a month, billed Monthly, and adds 25 published tours per month. It is a separate capacity option for users who need published tours; the plan description does not state a property allowance. PropertyTrace at 50 properties costs £19 a month, billed Monthly; the 200-property tier costs £32 a month, billed Monthly; and the 500-property tier costs £55 a month, billed Monthly. These volume-based plans suit progressively larger portfolios, though their stated property counts do not establish a report quota.

Enterprise has custom pricing and includes unlimited properties, unlimited users, dedicated support and custom onboarding. It is the clearest fit for larger operations that need broader access and onboarding support. A 30-day trial is offered, with AI use during that period uncharged.

Platforms

PropertyTrace is available on Android, iOS and the web. Offline inspection capture is a mobile capability; reports can be exported as PDF.

Who it's for

Letting agents, inventory clerks and other UK property professionals handling multiple inspection types or compliance assessments are the natural audience. Landlords can use it too, especially when a portfolio or tenant-review workflow justifies more than five monthly reports. It is less compelling for occasional users whose workload fits under the free cap or who do not need dedicated rental inspection and compliance workflows.

Pros and cons

• Pro: Offline photos, condition ratings and notes reduce dependence on a connection during property visits.
• Pro: Four report types, compliance assessments and tenant review combine several rental-property tasks in one workflow.
• Pro: AI suggestions require user acceptance before entering a report, retaining editorial control.
• Con: The free plan stops at 5 reports per month, which can be restrictive even for a modest active portfolio.
• Con: AI drafting is metered by photo item or recorded minute, so regular use adds costs beyond the subscription.
• Con: Property-count tiers specify capacity but do not state a report allowance, making workload fit less clear from the tier names alone.

Alternatives

Property Inspection Software is a useful category starting point for comparing tools beyond this review.

Choose DoneTrace if personal checklists, photo proof per step and five monthly AI draft credits matter more than PropertyTrace's stated compliance workflows. Inspecto is another option to compare for inspection-led work. myInspections may suit a landlord seeking a $8 / month plan with unlimited inspections and properties for one seat. StayProof is an Android alternative. The Property AI is another freemium option to consider. Wooma offers a free tier for up to 10 properties and one user, with core report types and eSignatures, making it worth comparing for a small portfolio. SiteIQ is an Android and iOS alternative with a £14.99 monthly Starter tier capped at 10 inspections per month and one user. SmartRent Smart Access is an alternative to consider for access control.

Verdict

PropertyTrace is a strong choice for UK letting agents and clerks who need offline inspection capture, several report types and tenant sign-off alongside compliance workflows. Its main advantage is the breadth of that rental-property process; look elsewhere if five monthly reports are enough and a simpler free plan will do, or if metered AI use would make costs unpredictable.