How To Create An Inventory

Once you have set up your PaTMa account, you can start to manage your property and inventory using our built-in inventory tool that's included in all Property Manager Packages at no extra cost. Using this tool, you can record your inventory assigning each item to a unit/room, along with its condition.

Get Started

Now that you've created your first property and recorded tenancy agreements, it's time to get started on accounting for your property's inventory.

  • Once logged into your PaTMa account, navigate to Manager.

This is located in the header, as shown in the image below.

A list of your properties will be displayed on the screen.

  • Click on the Property Label you wish to add an inventory to.

Note: With the free version of PaTMa, you are only eligible to manage one property at a time. To add more than one property to your account. Upgrade to a Premium Account.

You will be redirected to a page displaying the property's information.

  • Click the navigation tab Tenancies and click the eye icon next to the desired tenancy to show the tenancy display page.

On the tenancy display page, details of the tenancy agreement and a New Tenancy Checklist will be presented.

  • Click the navigation tab Inventory to show the page Add Inventory.

The Setting Up Process

The first time you create an inventory, you’ll be requested to account for the utilities and rooms that will be associated with the property in future logins. However, first, you must add the date the inventory was issued.

  • To create the inventory, fill in the date it was issued in the provided field and click Save.

Note: To review or change the issued date, navigate to the tenancy display page and click the navigation tab Inventory. Click the pencil icon located next to the Date Issued.

Adding Utilities

Most Buy-to-Let inventories will need to include the hand-over of utility supplies; generally gas, electricity and water. You can easily enter these at the top of the inventory. Including whom the current supplier is and the meter reading.

Next, add the relevant utilities associated with the property.

  • Locate the section titled Utilities and click Add Utility.
  • In the entry form, click the Property Utility drop down menu and select the relevant utility.

Note: If the Property Utility drop down is empty then first add a new utility.

  • Next, insert the property's utility meter Reading accordingly.
  • Optionally, add any Notes regarding this utility and upload a Photo of the current reading.
  • When this is completed, click Save.

You will be redirected to the Inventory display page which is now updated with the edits. On this page, you can now add more utilities or move onto the next stage of adding rooms.

Adding Rooms

You can use the inventory builder to documents a property/unit's rooms each with a label and a detailed description. The inventory builder interface allows you to easily collapse/hide rooms for easier viewing of each department.

  • Locate the section titled Rooms and click Add Room.

  • In the entry form, add the room's name under Label (e.g. Bathroom 1).

  • Once named, add a brief description of the room (e.g. Upstairs, front right).

  • To record any more information, add Comments on the property's room.

Note: Within each room, you'll need to record the current situation. Most rooms will need the basics covering (i.e. walls, ceiling and floor). There might also be other characteristics that you'd like to list. Windows, curtains, doors or furniture would be common items to also include in your room inventory. The next step enables this by recording items against each room.

  • When it is completed, click Save.

Adding Inventory Items

The PaTMa inventory builder allows you to create as many items within each room as you wish, specifying the label, description, condition and any additional details you might want to include.

Note: This option is only available after you've added a room. When the add room step has been completed, the Rooms section will be presented with an option to Add Item into each room as shown below.

  • Under the Rooms section, click Add Item inside the desired room.

  • In the entry form, enter the name of the item under Label (e.g. Bathroom Vanity).

  • Once named, add a brief Description of the item. (e.g. Secondhand, St. Vincent's).

  • To record any more information on fixtures and fittings relating to the item, use the Condition and Condition Details fields.

  • When this is completed, click Save.

When you've finished adding utilities, rooms and items, the Inventory Management page will look something like this.

Adding Inventory Images

Images can be uploaded and stored alongside rooms and items within rooms.

  • On the navigation tab Inventory locate the Rooms section.
  • Locate the dropdown arrow on the right hand side either inside a room or inside a room item.
  • Click the arrow to show the Images section and click Add Image.
  • Then click inside the dotted Drop Image Here section and choose the image file to upload.

Downloading Your Inventory (PDF)

With all of your property details carefully described in your inventory, you'll need to present a copy to your tenants.

PaTMa inventory builder will generate a well-formatted PDF document that's ready to download at any time. The generated inventory document can then be presented to your tenants electronically or printed.

If you subscribe to a suitable PaTMa Property Manager Package you can also send the generated inventory directly to your tenants for online signing.

  • On the navigation tab Inventory.
  • Click the Generate PDF button and once ready click Download PDF.