All features

From day-to-day inspections to large-scale portfolios: here's what ZitaDescribe offers.

Capture & recording

Audio recording and transcription

Record voice notes and have them transcribed automatically as you walk through.

Speak your observations as you walk through. ZitaDescribe records your audio and converts it to structured text, linked to the right room in your report. No more typing on small screens.

Business

AI photo analysis

AI automatically describes damage and details from a photo.

Take a photo of damage or a detail. AI generates a short description you can use directly in your report. Saves time when documenting defects.

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Offline mode

Capture inspections without an internet connection.

Work anywhere, even in basements or new builds without signal. Photos, voice notes and details are stored on your device and sync automatically the moment you're back online, so nothing is lost.

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Photos, video & files

Attach photos, video, audio and documents to each room.

Beyond photos, add video clips, audio recordings and documents (PDFs, plans) to any room. Everything stays linked to the right space and travels with the inspection through to the final report.

All plans

Works on every device

Use ZitaDescribe on iOS, Android and in the browser on phone, tablet and desktop.

Start an inspection on your phone or tablet on-site and finish it in the browser at the office. ZitaDescribe runs natively on iPhone, iPad, and Android phones and tablets, plus in any modern browser, with your data synced across all of them.

AI & reporting

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All plans

AI transcription and report

AI combines photos and notes into a structured report.

Our AI transcribes your voice notes and generates a professional, structured property description report from your photos and observations. The report is ready to share with tenant and landlord.

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Voice-to-text transcription

Spoken notes are transcribed into structured text automatically.

Talk instead of type. Your voice notes are transcribed by AI and woven into the right section of the report, so observations you made out loud on-site arrive as clean, structured text.

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Keys & utility meters

Record exactly which keys and meters are handed over.

Document every key that changes hands: front-door and mailbox keys with counts, plus custom typed entries (garage, cellar, …) each with their own quantity. Add electricity, gas and water meters with their readings, with single- or day/night-tariff for electricity, including EAN code, meter number, location, reading date and a photo of the meter. It all flows straight into the report.

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Action points & defects

AI compiles a clear list of defects and follow-up items.

From your notes and photos the AI assembles a concise list of action points and defects, so nothing slips through. Review, edit or remove any point before the report is finalised.

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Move-out damage settlement

Log tenant damage, agreements and settlement amounts.

At move-out, flag damage attributable to the tenant per room, record whether landlord and tenant reached an agreement, and capture the settlement amount in euros with a description. The report sums it into a clear overview for both parties.

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Repair price list

Estimate repair costs from your own price list.

Build a reusable price list of repair items with unit prices and categories, starting from a set of presets. Apply them while assessing damage so the report carries a transparent, consistent cost estimate.

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Compare with move-in

Link the move-out to the move-in to spot new damage.

Link a move-out inspection to its original move-in. The two are compared side by side so pre-existing wear is clearly separated from new damage, making disputes far easier to settle.

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Translation

Translate completed inspections into many languages.

Easily translate a finished property description into other languages. Useful for international tenants or multilingual records.

Properties, rooms & presets

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Preset property types

Pick a property type and its standard rooms are ready instantly.

Choose from a list of built-in property types and the right rooms appear automatically. Apartment, detached, semi-detached and row house, townhouse, studio, duplex, penthouse, villa and bungalow each come pre-filled with their typical rooms, plus the four utility entries (keys, electricity, gas and water meters). Commercial types (office, retail, warehouse, industrial …) are available as a beta. No more building every inspection from scratch.

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Flexible room management

Add, rename, reorder and delete rooms freely.

Every inspection adapts to the real property. Add or remove rooms, rename them, drag to reorder, and pick from more than 20 room types, from living room and kitchen to attic, garage and garden. Add a note to any room to capture context the photos can't show.

Business

Custom property templates

Predefined structure per property type.

A template defines the rooms, meters and standard items of a property description. Create templates for each property type you describe: student room, apartment, social housing. Select the template at the start of a recording and everything is already set up.

Signing

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On-screen signing

Let parties sign directly on screen.

At move-in or move-out, tenant and landlord can sign the report directly on screen. No printing or scanning needed. Everything stays digital in one file.

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Email signing

Send reports for signing by email.

Send the report to tenant or landlord by email for signing. Parties can sign remotely without being physically present.

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Legally sound signatures

Every signature carries a full, eIDAS-compliant audit trail.

Signatures aren't just an image. On-screen signing captures biometric data, while each signature is recorded with a timestamp, IP address and authentication method, embedded in the PDF. Email signing meets the eIDAS standard, with optional RFC 3161 trusted timestamps for maximum legal certainty.

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Objections & disputes

Handle objections with a built-in re-signing workflow.

If a party disagrees, they can register an objection that's logged in the file. The report returns to the editing stage and a fresh signing round starts, so disagreements are resolved transparently and on the record.

Documents & export

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PDF export

Export reports as professional PDFs.

Generate a neatly formatted PDF of every report. Ideal for sharing, archiving or adding to your document management.

Business

Custom branding (logo/colour)

Add your logo and colour to PDF reports.

Apply your company logo and brand colour to generated PDF reports. Professional reports that represent your organisation from the first page.

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Custom intro & legal terms

Set your own introduction text and general provisions.

Override the default introduction and the general provisions per inspection, company or region. Regional legal texts for Belgium, the Netherlands, Luxembourg and Switzerland are applied automatically so each report fits its jurisdiction.

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Attachments & QR links

Embed extra documents or link them via QR code.

Add supporting documents to the report. Mergeable files (PDFs, images) are embedded directly; other files (Word, audio, video) are linked with a QR code so anyone with the PDF can reach them. You choose per attachment at generation time.

Organisation & management

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Portfolio management

Manage all your properties and inspections in one place.

Keep track of all your properties and ongoing inspections. Organise by location, type or client. Retrieve past inspections even months later.

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User management

Manage multiple users under one organisation account.

Add colleagues to your account and manage access rights centrally. Ideal for agencies and teams carrying out inspections together.

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Contact management

Reuse tenants, landlords and managers across inspections.

Save tenants, landlords and property managers as contacts with their details. They're reused automatically on new inspections for the same party or property, so you never retype an email or phone number.

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Calendar & scheduling

Plan inspections and get timely reminders.

Schedule inspections with a date and time and see them in a calendar view. Reminders make sure appointments and follow-ups don't slip, and you can reschedule in a couple of taps.

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Signing follow-up

Track who still has to sign and send reminders.

A dedicated follow-up overview shows the signing status of every party: pending, signed, declined or disputed. Resend invitations or reminders in bulk and download the signed PDF the moment everyone has signed.

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Inspection workflow

Follow each inspection through its full lifecycle.

Every inspection moves through clear statuses: scheduled, in progress, to sign, completed and archived. Filter and search by status, date, address or inspector to keep a large pipeline under control.

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Company & roles

Manage your organisation and team roles centrally.

Set up your company once (VAT details, billing, regional texts and branding) and assign roles to team members (owner, admin, member, inspector or viewer). Everyone works under one organisation account with the right access.

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Referral program

Earn credits by referring other professionals.

Share your referral link and earn credits when others sign up. Track how many people you've referred and the rewards you've earned right inside your account.

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Smart notifications

Stay informed by email, SMS and push.

Get notified at the moments that matter: an upcoming inspection, a finished report, a signing request, a reminder or a new objection. Choose your channels (email, SMS and push) and set them per inspection.

Integration & support

Learn more

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Single sign-on (SSO)

Log in securely with your Google or Microsoft account. No separate password: centralised access management for your whole team.

Pay per use

FOD Financiën integration

Submit rental contracts, place descriptions and addenda directly to the Belgian federal register.

Full integration with FOD Financiën for online registration of rental agreements. Group place descriptions and addenda in the same dossier, track status updates and receive digital proof of registration without leaving ZitaDescribe.

API integration

Connect ZitaDescribe to your property software or ERP.

With consultancy support we connect ZitaDescribe to your existing tooling. Automate property import and report export to your own systems.

Enterprise

Priority support

Faster response times and direct access to our team.

Enterprise customers get priority on support requests and direct access to our team. Including help with onboarding, property templates and integrations.

Click any feature to learn more.

Feature	Starter	Professional	Business
Capture & recordingLearn more
Audio recording and transcription Record voice notes and have them transcribed automatically as you walk through.
AI photo analysis AI automatically describes damage and details from a photo.
Offline mode Capture inspections without an internet connection.
Photos, video & files Attach photos, video, audio and documents to each room.
Works on every device Use ZitaDescribe on iOS, Android and in the browser on phone, tablet and desktop.
AI & reportingLearn more
AI transcription and report AI combines photos and notes into a structured report.
Voice-to-text transcription Spoken notes are transcribed into structured text automatically.
Keys & utility meters Record exactly which keys and meters are handed over.
Action points & defects AI compiles a clear list of defects and follow-up items.
Move-out damage settlement Log tenant damage, agreements and settlement amounts.
Repair price list Estimate repair costs from your own price list.
Compare with move-in Link the move-out to the move-in to spot new damage.
Translation Translate completed inspections into many languages. Click to see all supported languages
Properties, rooms & presetsLearn more
Preset property types Pick a property type and its standard rooms are ready instantly.
Flexible room management Add, rename, reorder and delete rooms freely.
Custom property templates Predefined structure per property type.
SigningLearn more
On-screen signing Let parties sign directly on screen.
Email signing Send reports for signing by email.
Legally sound signatures Every signature carries a full, eIDAS-compliant audit trail.
Objections & disputes Handle objections with a built-in re-signing workflow.
Documents & exportLearn more
PDF export Export reports as professional PDFs.
Custom branding (logo/colour) Add your logo and colour to PDF reports.
Custom intro & legal terms Set your own introduction text and general provisions.
Attachments & QR links Embed extra documents or link them via QR code.
Organisation & managementLearn more
Portfolio management Manage all your properties and inspections in one place.
User management Manage multiple users under one organisation account.
Contact management Reuse tenants, landlords and managers across inspections.
Calendar & scheduling Plan inspections and get timely reminders.
Signing follow-up Track who still has to sign and send reminders.
Inspection workflow Follow each inspection through its full lifecycle.
Company & roles Manage your organisation and team roles centrally.
Referral program Earn credits by referring other professionals.
Smart notifications Stay informed by email, SMS and push.
Integration & supportLearn more
Single sign-on (SSO) Sign in with Google or Microsoft.
FOD Financiën integration Submit rental contracts, place descriptions and addenda directly to the Belgian federal register.	Contact sales
API integration Connect ZitaDescribe to your property software or ERP.	Contact us
Priority support Faster response times and direct access to our team.	Enterprise

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