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Move-In Inspection Workload Planner

Reviewed for 2026, updated September 8, 2026.

Estimates how many inspections, staff hours, and labor dollars your move-in and move-out walkthroughs take each year, sized to your portfolio.

Your numbers

Results update as you type.

Your estimate

Inspections per year...
Minutes per inspection...
Staff hours per year on inspections...
Annual inspection labor cost...

Estimates only. Assumptions are listed below, and you can change every input.

Inspections are one of the few tasks in property management that cannot be skipped and cannot be batched. Every turnover needs a move-out walkthrough and a move-in walkthrough, each with photos of every room, and the time quietly disappears into the week. When a manager asks whether they can absorb another 30 units or whether they need a second inspector, the honest answer depends on numbers most teams have never written down.

The planner works from your unit count and turnover rate to estimate the number of inspections per year, then multiplies by the minutes you spend per room plus the fixed overhead of travel, setup, and writing up the report. Hours are converted to dollars with the hourly cost you enter. Change the minutes per room or the overhead to see what a faster photo workflow would actually save in staff time.

How to use this tool

  1. Enter your unit count and the share of units that change tenants in a typical year.
  2. Enter how many rooms you inspect per unit, how long each room takes, and the fixed time per visit for travel and reporting.
  3. Add the hourly cost of the inspector and read the annual inspections, hours, and labor cost, then adjust the minutes to test a faster workflow.

What the math assumes

  • Assumes every turnover produces exactly two inspections: one move-out and one move-in.
  • Assumes turnovers per year equal your unit count times the turnover rate you enter, with no mid-year vacancies counted twice.
  • Assumes the same room count and the same minutes per room for every unit.
  • Assumes travel, setup, and report write-up are a fixed block of minutes per visit that does not change with unit size.
  • Assumes the hourly cost you enter already includes taxes and benefits if you want a fully loaded figure.

Frequently asked questions

Should I count routine mid-lease inspections here?

This planner covers move-in and move-out walkthroughs only. If you also do periodic inspections, run it a second time with a higher rate and drop the times to match.

How do I estimate minutes per room if I have never timed it?

Time your next three walkthroughs from the first photo to the last and divide by the room count. Most of the variation comes from writing notes, not from taking pictures.

What usually shrinks the overhead minutes?

Generating the report directly from the timestamped photos on site instead of assembling it later in the office. That write-up step is often the largest single block of fixed time per inspection.

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