Free Canadian Property Management Software

Mi Property Portal Logo-teal-best property management software in canada
Start Free Trial
Property Inspection Software for Canadian Landlords | Mi Property Portal
🇨🇦 Built for Canadian Property Managers

Property Inspection Software That Protects You — Before and After Every Tenancy

One disputed damage claim can cost you thousands. Mi Property Portal's digital inspection module gives you timestamped, photo-documented, e-signed inspection reports for every move-in, move-out, and routine inspection — all automatically linked to the tenant's profile.

Start Your Free Trial Book a Demo

No credit card required  ·  No contract  ·  Free onboarding

50,000+ units managed
Capterra Best Value 2023
Software Advice Most Recommended
E-signature & photo-ready
No paper. No printing. Ever.
The Real Cost of Skipping Inspections

Most Landlord Disputes Come Down to One Missing Document

Without a documented inspection, your word against your tenant's is worth nothing at the LTB. Here's what Canadian property managers face every day without a proper inspection system.

⚖️

Losing LTB Disputes Over Damage

The Landlord and Tenant Board requires documented evidence of a property's condition at move-in. Without a signed inspection report, damage claims get dismissed — regardless of how obvious the damage is.

📋

Paper Checklists That Disappear

Paper inspection forms get lost, damaged, or forgotten in filing cabinets. When you need them months later for a dispute, they're nowhere to be found — or illegible.

📸

Photos Scattered Across Phones

Inspection photos buried in your camera roll with no timestamps, no linkage to a unit, and no context. Unacceptable as evidence. Useless in a dispute.

🔁

Costly Surprise Repairs at Turnover

Without regular routine inspections, small maintenance issues — a slow drain, a hairline crack — become expensive emergency repairs between tenancies. Caught early, they cost $50. Left unnoticed, they cost $5,000.

✍️

Unsigned Reports With No Legal Weight

Handing a tenant a paper inspection checklist they never sign leaves you legally exposed. An unsigned report is no report. The LTB wants both parties to acknowledge the condition at move-in.

🏢

No Visibility Across Your Portfolio

Managing multiple properties with paper forms means inspections fall through the cracks. No central record. No tracking. No way to compare a unit's condition from one year to the next.

How It Works

Digital Inspections in 3 Simple Steps

From template to signed report — completely paperless, completely documented, completely professional.

1

Choose or Build Your Template

Start with our BC-modelled move-in/move-out template or build your own from scratch. Add unlimited categories, items, and answer codes. Customize for any property type.

2

Conduct the Inspection

Walk the unit with your phone or tablet. Record conditions using your custom codes, add notes, and attach multiple photos to each inspection item — all timestamped automatically.

3

Collect E-Signature & Distribute

The landlord or property manager signs electronically. The completed report auto-links to the tenant profile, appears in the tenant portal, and can be emailed to the owner — instantly.

Inspection Types Covered

Every Type of Property Inspection, One Platform

Rental properties require two distinct categories of inspection. Mi Property Portal handles both — with the same powerful, customizable module.

Move-In & Move-Out

Tenancy Change Inspections

The most legally critical inspection you'll ever do. A thorough, signed move-in/move-out report is your single best defence against damage disputes at the LTB or RTB. Our default template is modelled after the BC inspection report — one of the most comprehensive standards in Canada — and covers every area of a rental unit with condition codes, comments, and photo support.

  • BC-standard move-in/move-out template included by default
  • Side-by-side comparison of move-in vs. move-out condition
  • Multiple photo attachments per inspection item
  • E-signature collection for landlord/property manager
  • Auto-linked to tenant profile on creation
  • Visible in tenant portal and owner portal
  • Emailable to owner with one click
  • Copy default template to create your own custom version
Routine & Custom Inspections

Ongoing Property Inspections

Inspections don't stop at tenancy changeover. Annual property check-ups, fire safety walkthroughs, seasonal maintenance inspections, elevator certifications, and more — all can be built as custom templates within the same module. Proactive inspection is the difference between a $200 repair and a $20,000 restoration.

  • Fully customizable templates — unlimited categories & items
  • Custom answer/condition code mappings per template
  • Annual & routine rental property inspection support
  • Fire safety, seasonal, and elevator inspection templates
  • Multiple photo uploads per question/item
  • E-signature enabled on any custom template
  • Centralized inspection history per unit
  • Tracks wear-and-tear over time across tenancies
Move-In vs. Move-Out Comparison

See Exactly What Changed — Side by Side

Our inspection report places move-in and move-out conditions in a direct side-by-side view. Every room. Every item. Every condition code. With photos attached, a dispute becomes a non-event — the evidence is right there, timestamped and signed.

This is the report that protects you at the Landlord and Tenant Board. This is what wins damage claims.

📋

Condition Codes & Comments

G (Good), D (Damaged), S (Scratched), DT (Dirty) and more — recorded per item, per room.

📸

Photo Evidence Attached

Multiple photos per inspection item, timestamped and stored against the tenant's profile permanently.

✍️

E-Signature on Every Report

Landlord or property manager signs digitally. No paper. No printing. Legally acknowledged and stored.

🔗

Linked to Tenant Profile

Inspection automatically attaches to the tenant record and is visible in both the tenant portal and owner portal.

📄
Property Inspection Report Screenshot
Replace with actual app screenshot
Recommended: 600×500px, WebP format
Why Mi Property Portal

Six Reasons Canadian Landlords Trust Our Inspection Module

Paper forms and scattered phone photos are not a system. This is.

📱

Available on Mobile — iOS & Android

Conduct inspections from your phone on-site. Add photos, enter conditions, and collect signatures — all from the Mi Property Portal mobile app.

🎨

Fully Customizable Templates

Create unlimited inspection templates for any property type. Unlimited categories, questions, and condition codes — tailored exactly to your workflow.

📸

Timestamped Photo Documentation

Attach multiple photos to every inspection item — automatically timestamped and stored against the tenant profile. A complete, permanent visual record of every unit's condition.

🔄

Side-by-Side Move-In/Out View

Move-in and move-out data displayed side by side. Instantly see what changed between tenancies — no manual comparison, no hunting through files.

🔗

Connected to Your Entire Workflow

Inspection reports auto-link to the tenant profile, appear in the tenant portal, and can be emailed to the owner. Everything in one place — automatically.

💰

Saves Money Through Proactivity

Regular routine inspections catch wear-and-tear early. A $50 fix today prevents a $5,000 restoration tomorrow. Your inspection module pays for itself every time.

Canadian Provincial Rules

How Often Can a Landlord Inspect a Property in Canada?

Inspection rights and notice requirements vary by province. Here's what Canadian landlords and property managers need to know.

🏙️ Ontario
24 Hours Written Notice Required
Landlords must provide 24 hours written notice before entering for inspections. Entry must be between 8am–8pm. No statutory limit on frequency, but entries must be reasonable and not harassing.
🌲 British Columbia
24 Hours Written Notice Required
Landlords must give at least 24 hours written notice and not more than 30 days. Entry between 8am–9pm. BC has specific move-in/move-out inspection report requirements under the Residential Tenancy Act.
🌾 Alberta
24 Hours Written Notice Required
24 hours written notice required for entry. No strict limit on inspection frequency, but entries must be for valid reasons and at reasonable times. Landlords may conduct move-in and move-out inspections.
🌻 Manitoba
24 Hours Written Notice Required
24 hours written notice required. Entry between 8am–9pm. The Residential Tenancies Act requires a condition report at the start and end of a tenancy signed by both parties.
🦞 Nova Scotia
24 Hours Written Notice Required
Landlords must provide at least 24 hours notice for inspections. Entry at reasonable hours. The Residential Tenancies Act requires landlords to document the condition of the unit at the beginning and end of the tenancy.
🥔 PEI
24 Hours Written Notice Required
24 hours notice required. Entry between 8am–8pm. Condition inspections at the start and end of tenancy are required under the Rental of Residential Property Act.
🌊 New Brunswick
24 Hours Written Notice Required
Landlords must provide 24 hours written notice before entering for inspections. The Residential Tenancies Act requires move-in and move-out inspection reports to protect both parties.
🐟 Newfoundland
24 Hours Written Notice Required
24 hours written notice required for entry to conduct inspections. Entry must occur at a reasonable time. Landlords are strongly advised to conduct and document move-in and move-out condition inspections.
Important: While notice requirements are consistent across most Canadian provinces, the legal obligation to conduct and document move-in/move-out inspections varies. In BC, for example, a landlord who fails to conduct a proper move-in inspection with the tenant may lose the right to claim damages at the RTB. Always conduct signed, documented inspections — and use Mi Property Portal to make it effortless.
How We Compare

Mi Property Portal vs. The Alternatives

Most property managers are still using paper, spreadsheets, or a US-based tool that wasn't built for Canadian regulations. Here's what you're missing.

Feature Mi Property Portal Paper / Manual US-Based Software
Move-In / Move-Out Inspection ✓ Full digital report Paper checklist only Partial — US-focused templates
Side-by-Side Condition Comparison ✓ Automatic ✗ Manual comparison Varies
Photo Attachments per Item ✓ Multiple photos ✗ Scattered on phones Limited
E-Signature on Inspection ✓ Built-in ✗ Print, sign, scan Varies
Custom Inspection Templates ✓ Unlimited ✗ None Limited
Routine / Annual Inspections ✓ Any type Paper only Limited
Linked to Tenant Profile ✓ Automatic ✗ Manual filing Varies
Visible in Tenant Portal ✓ Yes ✗ No portal Varies
BC-Standard Template Included ✓ Default template ✗ ✗ Not Canadian
Pricing (CAD, no contract) ✓ From $0/mo CAD Hidden cost in disputes US$58+/mo (~C$80+)
Trusted by Canadian Property Managers

What Our Clients Say

From small landlords to firms managing thousands of units — Canadian property managers trust Mi Property Portal to protect their properties.

★★★★★

"The move-in/move-out inspection feature alone has saved us from two major disputes. Having timestamped photos and a signed report made both cases completely clear-cut."

JM
Property Manager
Managing 85 units, Ontario
★ Capterra Review
★★★★★

"We used to do inspections on paper and spend hours scanning and filing. Now we walk the unit, add photos, and the report is in the tenant's portal before we even leave the building."

SR
Property Manager
Small portfolio, British Columbia
★ Software Advice Review
★★★★★

"The customizable templates are a game changer. We have templates for move-in, annual inspections, and fire safety — all in one place. The side-by-side comparison is brilliant."

DK
Landlord & Investor
Multi-property portfolio, Alberta
★ Capterra Review

⚠️ Replace above with real Capterra / Software Advice reviews before publishing.

Part of Your Complete Property Management Workflow

Property Inspection connects seamlessly with every other feature in Mi Property Portal

Tenant Screening LTB & RTB Forms Lease Creation Rent Collection Lead Management Maintenance Tracking Accounting & Reporting Property Inspection ←
Frequently Asked Questions

Property Inspection FAQs

Everything Canadian landlords and property managers need to know about property inspections.

How often can a landlord inspect a property in Ontario?
+
In Ontario, landlords can conduct property inspections with a minimum of 24 hours written notice to the tenant. Entry must occur between 8am and 8pm. There is no statutory limit on the number of inspections per year, but inspections must have a legitimate purpose and must not be conducted in a harassing or excessive manner. The Residential Tenancies Act allows entry for the purpose of inspection with proper notice.
How often can a landlord inspect a property in BC?
+
In British Columbia, landlords must give at least 24 hours written notice before entering a rental property for inspections, and no more than 30 days in advance. Entry must be between 8am and 9pm. Additionally, BC's Residential Tenancy Act specifically requires landlords to conduct a move-in inspection with the tenant at the start of the tenancy — failure to do so may limit a landlord's ability to claim damage compensation at the RTB.
What is the purpose of move-in and move-out inspection reports?
+
Move-in and move-out inspection reports document the condition of a rental property at the beginning and end of a tenancy. Their primary purpose is to protect both landlords and tenants by creating a clear, mutually acknowledged record of the property's condition. This documentation is essential for resolving disputes about damage and security deposits. Without a documented inspection, landlords have very limited ability to claim damage compensation through the LTB in Ontario or the RTB in BC.
Can a tenant refuse a property inspection?
+
A tenant cannot unreasonably refuse a property inspection if the landlord has provided proper written notice (minimum 24 hours in most provinces) and the entry is for a legitimate purpose during approved hours. Refusing a lawful inspection could be considered a breach of the tenancy agreement. However, if a landlord attempts to enter without proper notice or outside approved hours, the tenant has the right to refuse. Landlords should always document their notice and the inspection itself — Mi Property Portal creates a complete, timestamped record automatically.
What should a landlord property inspection checklist include?
+
A comprehensive landlord property inspection checklist should cover every room and system in the rental unit, including: entry and exterior condition, all walls, ceilings, and floors in each room, all doors and windows, kitchen appliances and fixtures, bathroom fixtures and plumbing, lighting fixtures and electrical outlets, heating and cooling systems, smoke and carbon monoxide detectors, and any parking or storage areas. Mi Property Portal's default move-in/move-out template is modelled after the BC inspection report standard and covers all of these areas with condition codes, comments, and photo attachment fields.
How much notice does a landlord need to give for a property inspection?
+
In most Canadian provinces — including Ontario, BC, Alberta, Manitoba, Nova Scotia, PEI, New Brunswick, and Newfoundland — landlords are required to give a minimum of 24 hours written notice before entering a rental property for an inspection. The notice must state the reason for entry and the proposed time of entry, which must fall within approved hours (typically 8am–9pm). Emergency situations may allow entry without notice, but routine inspections always require proper advance written notice.
What is a property inspection app for landlords?
+
A property inspection app is a mobile software tool that allows landlords and property managers to conduct, document, and store property inspections digitally — replacing paper checklists. A good property inspection app allows you to record condition codes for each item, attach photos, collect e-signatures, and store all reports centrally. Mi Property Portal's inspection module is available on both iOS and Android and is fully integrated with your tenant profiles, owner portal, and the rest of your property management workflow.
How often should a landlord do a routine rental property inspection?
+
Most property management experts recommend conducting routine rental property inspections at least once per year, with many recommending twice annually (typically spring and fall). Annual inspections allow landlords to catch maintenance issues early, document wear and tear, and ensure tenants are adhering to the lease terms. In addition to annual inspections, seasonal walkthroughs for items like heating systems, weatherproofing, and exterior conditions can prevent costly emergency repairs. Always provide proper written notice before any inspection.
Is a move-in inspection required by law in Canada?
+
The legal requirement for move-in inspections varies by province. In British Columbia, the Residential Tenancy Act specifically requires landlords to conduct a move-in inspection with the tenant and provide them with a copy of the inspection report. Failure to conduct this inspection limits a landlord's ability to claim damage compensation at the RTB. In Ontario, while a formal inspection is not mandated by the Residential Tenancies Act, it is very strongly advisable — the LTB will generally not award damage compensation without documented evidence of the property's condition at move-in.
Can a property manager take photos during an inspection?
+
Yes, a property manager can and should take photos during a property inspection. Photographs are among the most important forms of documentation in any tenancy dispute. Photos should be timestamped, clearly labelled by room and item, and stored securely against the tenant's profile. Mi Property Portal allows multiple photos to be attached to each individual inspection item, creating a comprehensive photographic record that is automatically timestamped and linked to the tenant's file — making it immediately useful as evidence if a dispute arises.

Stop Losing Disputes Over Missing Inspection Reports

Every tenancy you start without a signed, documented inspection is a risk. Start your free trial today — and conduct your first professional property inspection before the week is out.

Start Your Free Trial Book a Demo

No credit card required  ·  No contract  ·  Free data upload on Essential+ plans