Commercial entry exit condition software
Capture commercial entry exit condition on an iPad that keeps working with no signal, then produce the lease condition report from your own Word template — with the prose drafted against your own standards library.
Built for commercial agents running teams of roughly 3–50 inspectors.
The loop you are running today
Commercial condition work runs on a fixed structure — building, tenancy, element, defect, cost — and the deliverable is a document with the firm’s letterhead on it. The value is in the consistency between inspectors, and consistency is exactly what a Word template plus a spreadsheet plus email cannot enforce.
The tell is simple: you are running a forms app plus Word plus a spreadsheet plus email, and re-typing the same findings into all four to get one lease condition report out the door.
How the lease condition report gets built
Capture it once, offline
Your firm builds the commercial entry exit condition form in-app — 25 field types, nesting repeatable groups, compound AND/OR visibility rules, reusable modules and calculated fields. Field capture works with no signal: jobs, forms, photos, notes and audio all queue in an idempotent outbox that only clears once the server confirms receipt.
Link it to your buildings, levels and tenancies
Enter buildings, levels and tenancies once, as a register. Every one of your elements, defects and cost lines then points at a stored row rather than a name somebody typed — and the links survive a disconnected device.
Render your own template
The lease condition report renders into the Word template you already use — your letterhead, your section order, your clause library — with conditionals, loops over repeats, composable sub-templates and photo grids.
Drafted against your standards, not a generic model
You upload your own reference library — PDF, Word, Excel, CSV — and it is indexed for retrieval. A {{ai: …}} marker placed inside your Word template runs Claude at render time and drops the drafted prose into that exact spot, and {{ai:@space …}} narrows that one paragraph to one named tier of your library.
Where two sources conflict, the retrieved passages are labelled with their authority and the model is instructed to follow the higher one and state what it overrode. A document you mark superseded is excluded outright.
What a commercial property firm typically loads
- AS 1428.1 for access and DDA audit work
- Property Council guide to office building quality
- Lease schedules of condition and make-good obligations
- Your own defect classification and cost-band methodology
- Client reporting proformas for the funds and owners you act for
The lease condition report gets reviewed before it leaves
You write the review framework: a checklist of what a lease condition report must contain, plus the prose standards you would mark a junior against. Link it to a report template and it runs on its own every time that template renders.
Each finding comes back with a severity — info, minor or major — the sentence at fault, and the evidence that contradicts it. A person accepts or dismisses every one, and that decision is kept against the report rather than lost in a reply-all.
The framework can also be grounded in a named tier of your standards library, so a finding can be raised against your methodology rather than against a general sense of what a good report looks like.
Checks a commercial property framework usually carries
- Every graded defect carries a cost band and a priority
- The make-good schedule and the narrative describe the same condition
- Access and DDA non-compliances cite the clause they fail
- Every photo referenced in the text exists and is captioned
The check a document-AI tool cannot run
Every tool in this space reads the finished document. We also hold the structured submission the document was generated from, so the review is a comparison rather than a proofread: The narrative calls the roof "fair"; the element register grades it C with a twelve-month cost line against it.
That is a contradiction between the report and the field data — invisible to anything reading the lease condition report on its own, and the class of error that comes back from a client.
The same screen reviews documents produced anywhere else — a subcontractor’s report, a draft from your old system — uploaded as PDF, Word, HTML or text. On that path there is no submission to compare against, so it is your checklist and your standards only.
Enter your buildings, levels and tenancies once
Every field app can do repeating sections. Almost none can do links between repeating rows — many-to-many, with stable row identity, on a device with no signal.
Every defect points at a tenancy and every cost line points at a defect, so the make-good schedule and the narrative body of the report are generated from the same rows and cannot disagree.
It is also what makes the work answerable afterwards. Once the relationships are stored rather than described in prose, a question across every job you have ever done is a query against a spreadsheet-style grid, not a re-read of forty lease condition reports.
What this is not
Worth knowing before you book a demo, so neither of us wastes the half hour.
- Not field-service dispatch. No timesheets, no parts, no inventory. Scheduling exists to get an inspector to a site.
- No signature capture. If your deliverable has to carry a signed sign-off on the artefact itself, this is not the tool yet.
- iOS only. There is no Android app.
- Field capture is what works offline — jobs, forms, photos, notes and audio. Reports, chat, scheduling and the inbox need a connection.
- No client portal. Reports go out as a file or a password-protected link.
Other commercial property work we cover
- Fire door inspectionsFire door register
- Fit-out compliance inspectionsFit-out compliance report
- Indoor air quality assessmentsIAQ report
- Legionella risk assessmentsLegionella risk report
- Lift registration inspectionsLift inspection report
- Make-safe emergency assessmentsMake-safe report
- NABERS energy auditsEnergy rating evidence pack
- Replacement cost assessmentsInsurance valuation report
Other disciplines
Rebuild your lease condition report in SurveyThanks
Bring the Word template you already send clients. If you are coming off another field-forms tool, a filled report can be uploaded, read field by field, and re-rendered into your template.