ZitaDescribe user guide

1. Introduction

ZitaDescribe is a tool for condition reports. As an inspector you record the property (photos, voice notes, notes, meter readings), the AI writes the report text for each room, ZitaDescribe turns it into a PDF and the landlord and tenant sign digitally. You can then register the condition report with FOD Finance.

App or web?

Preparation and follow-up are easiest from your computer. On site you use your phone or tablet. The app and the web share the same account and the same data: what you do on one shows up immediately on the other.

Navigation

• App (tabs at the bottom): Inspections · Properties · Follow-up · Calendar · Profile
• Web (menu on the left): Dashboard · Follow-up · Calendar · Contacts · Properties · Profile · Settings (Company, Team, Branding, Subscription, Refer & earn)

Glossary

2. Register and sign in

2.1 Create an account

1. Open the app or go to the web version and choose Register.
2. Under Account type, choose:
   • Individual: you create condition reports for yourself (for example as a landlord).
   • Professional: you work as a company (estate agency, surveyor, expert, ...).
3. Fill in:
   • First name, Last name
   • Email
   • Phone number (required)
   • Password and Confirm password. The password must be long enough and include a mix of capitals, numbers and/or symbols.
4. Only for Professional: also fill in Company name, VAT number, Billing email (optional) and the address (Street, No., Postcode, City, Country).
5. Click Create account.

Did a colleague send you a referral link? Open that link to register and the referral is linked automatically.

You can also sign in or create an account with Google or your Microsoft account. If you work as a company, add the company details afterwards in your account settings.

2.2 Verify your email address

1. You receive an email with a 6-digit code.
2. Enter the code on the Verify your email screen and click Verify.
3. No email? Check your spam folder or click Resend code.
4. Then sign in with your email and password.

2.3 Sign in

• Enter Email and Password and click Sign in.
• Or choose Continue with Google or Continue with Microsoft.
• The first time you sign in with Google or Microsoft on the web, ZitaDescribe asks you to complete your profile (Complete your profile): phone number, individual or professional, and your company details if needed. Click Continue.

2.4 Forgot your password

1. On the sign-in screen, click Forgot password?
2. Enter your email address and click Send reset code.
3. Enter the 6-digit code from the email.
4. Choose a new password and click Reset password. Then sign in again.

2.5 Accept a colleague's invitation

If your company invited you, you receive an email.

1. Click the link in the email.
2. Sign in (or register) with the same email address the invitation was sent to.
3. You see Join [company name]. Click Accept invitation.

You now work within that company's subscription and branding.

2.6 Choose a subscription

Your first inspection is free (trial). After that you need a subscription.

1. On the web, go to Subscription (Plans & billing). In the app, tap Profile > Subscription; this opens the web version.
2. Choose a plan: Starter, Professional or Business. What each plan includes and costs is on the pricing page.
3. You can also buy condition reports individually, pay as you go, and only in multiples of 5.
4. Pay via the secure payment screen (Stripe).
5. Manage invoices, payment method or cancellation via Manage billing (web) or Manage subscription (app).

2.7 From an individual to a business account

In the app: Profile > Upgrade to a business account. Fill in the company name, VAT number and address. You then receive invoices in your company's name (with the correct VAT) and you can add team members.

3. Manage the company profile

The company profile determines what appears on your reports and invoices. Only the company Owner and Admins can change it.

3.1 Company details

• App: Profile > Company
• Web: Settings > Company (Company details)

Update:

• Company name
• VAT number
• Billing email
• Billing address (street, number, postcode, city, country)
• On the web also: the company email, phone and Website

Click Save.

3.2 PDF settings: introductions and general terms (web)

On the company page on the web you will find PDF settings.

• Introductions: the default introductory text at the top of the report, separately for move-in and move-out inspections.
• General terms: the legal text at the end of the report. You can set it per region (Flanders, Brussels, Wallonia), because the rules differ by region.

In the app, the button for introductions opens the web version automatically. Per inspection you can still adjust the general terms (see step 2 in chapter 4).

3.3 Branding (Business subscription)

• App: Profile > Branding
• Web: Settings > Branding

1. Turn on Use your own branding.
2. Fill in Brand name and Website.
3. Upload a Cover logo and optionally a Footer logo (optional).
4. Choose the colours: Primary (titles, headings) and Accent (highlights).
5. Save. New PDFs will use your branding from now on.

Do you see Business subscription required? Then you need to upgrade first.

3.4 Manage the team (Professional or Business)

• App: Profile > Team
• Web: Settings > Team

Roles:

Invite someone:

1. Click Invite team member.
2. Enter the email address, choose a role and click Invite.
3. The invitation appears under Pending invitations until it is accepted. Use Revoke to cancel it.

3.5 Billing and credits

• Subscription > Manage billing: download invoices, change the payment method, change plan or cancel.
• FOD credits tab: buy credits to file condition reports with FOD Finance (see chapter 5).

3.6 Other company settings

• Templates: default room layouts per property type, so you can start faster.
• Repair price list (app: Profile > settings): default prices for repairs, useful on move-out inspections.
• Refer & earn: request your code or link and earn credits. See chapter 6.

4. Carry out a condition report, step by step

In outline, the process looks like this:

1. 1Create an inspectionFill in the basic information, such as inspection type, address, parties and date.
2. 2Carry out the condition reportDescribe each room and add photos, notes and the meter readings.
3. 3Review and send for signatureReview the report, create the PDF and send it for signature.
4. 4File with FOD Finance (optional)

Now we go through the steps in detail:

Step 1: Create a new inspection

• App: Inspections tab, tap the + button.
• Web: Dashboard > New inspection.
• From a property: open the property under Properties and choose Schedule new inspection. The address and parties are then already filled in.

Step 2: Fill in the general information

1. Inspection kind: Rental, Site or General inspection. For a condition report, choose Rental.
2. Inspection type: Move-in inspection or Move-out inspection.
   • On a move-out inspection you can link the earlier move-in inspection (Linked inspection). That lets you compare both.
3. Address: street, number, postcode, city, country.
4. Region: Flanders, Brussels or Wallonia. This determines the legal texts in the report.
5. Property type (apartment, terraced house, ...) and optionally a template, so the default rooms are already in place.
6. Inspection date & time.
7. Furnished: turn this on if the property is let furnished.
8. Parties:
   • Inspector(s): you and any colleagues.
   • Landlord(s) and Tenant(s): fill in at least the name and email address. The email address is needed for digital signing. You can pick existing contacts from your list.
9. Options:
   • Report only (no signature): when nobody needs to sign.
   • Allow an objection by the landlord/tenant: parties may submit an objection when they sign.
10. Optional: Weather, General notes and custom General terms for this inspection.
11. Click Create or Save. ZitaDescribe saves automatically along the way (Draft saved).

Step 3: Record the rooms

1. Click Add room. Choose a standard room or create a Custom room.
2. Per room:
   • Photos: take photos with the Camera or choose from the Gallery. Photograph floors, walls, ceilings, windows, doors and appliances.
   • Voice note: tap Record and describe what you see, as if you were dictating it. The AI turns this into text (Transcription).
   • Notes: type additions or details.
   • AI description (Professional and above): the AI analyses your photos and suggests a description.
3. Choose a Cover photo (for example the facade). It appears on the cover of the report.

Step 4: Keys and meter readings

Open Keys & meters.

• Keys: number of keys per type (front door, letter box, garage, ...).
• Meter readings: electricity, gas and water. Enter the reading, optionally the meter number and the EAN code, and take a photo of the meter as proof.

Step 5: Rental damage and settlement (move-out inspection only)

On a Move-out inspection you fill in, per room:

• Rental damage? Yes or No
• Agreement? Do the landlord and tenant agree?
• Settlement amount (€): the agreed amount.
• Finding: a short explanation of the damage and the agreement. Required if you enter an amount.

Step 6: Generate and review the AI text

1. App: tap Done & generate. Web: click Open report. ZitaDescribe first checks that everything is filled in (address, parties, meter readings, ...) and shows what is missing.
2. Start generation (app: Generate sections). You see Generating…. You may leave the screen; you get a notification as soon as the Report is ready.
3. Review each section and adjust where needed:
   • the descriptive text per room
   • the Key points
   • the order of the photos
   • the Introduction
4. Choose the Report language (Dutch, French, German or English). With Extra translations (Professional and above) you also produce the report in other languages. Those translations are attached to the original report, so each party has a report in their own language.

Step 7: Create the PDF

1. Click Create PDF. You see Generating PDF….
2. Check the result with Download PDF.
3. Something still wrong? Adjust the text and create the PDF again.

Step 8: Have it signed

1. Click Send for signature.
2. Choose the Signature method:
   • On the phone screen: everyone signs with a finger or mouse.
   • Email: the signer receives a code by email and confirms their identity with it (Professional and above). This gives extra evidential value.
3. Sign yourself as the inspector.
4. Optionally tick Send me the signed PDF.
5. Click Sign and send.

Each landlord and tenant receives an email with a personal link. They do not need an account. This is how it works for them:

1. Open the link: Sign the condition report screen.
2. Open document to review the PDF.
3. Sign via Sign on screen or Sign with email code (then first Send code to my email and enter the 6 digits).
4. Not in agreement? If objections are allowed, the party can Send objection with an explanation.

With Report only (no signature) the inspection is completed automatically as soon as the PDF is ready.

Step 9: Follow-up and completion

Go to Follow-up (app and web).

• See who has already signed and who has not.
• Send a reminder: Resend invitation (app) or Send reminder / Send reminders (web).
• Once everyone has signed, the inspection gets the status Completed and you can download the final PDF (with signatures).
• You can archive old inspections (Archived).

In the inspection list you filter by status: Scheduled, In progress, Awaiting signature, Completed, Archived.

Work offline (app)

No internet on site? Depending on your subscription you can keep working offline in the app. Photos, recordings and notes are stored locally and synced automatically once you are connected again. AI generation, the PDF and signing do require an internet connection.

5. File with the government (FOD Finance)

In Belgium a condition report (together with the rental contract) must be registered with FOD Finance (FOD Financiën). ZitaDescribe does this via the recognised service MyRent / File rental contract (huurcontractdeponeren.be). You do not have to submit it yourself in MyMinfin.

1. 1Link the company to huurcontractdeponeren.be
2. 2FOD identity and eID
3. 3Buy FOD credits
4. 4Register the rental contract
5. 5File the condition report
6. 6Registration certificate

Step 1: Link the company to huurcontractdeponeren.be (once, by the owner)

1. Go to the company details (app: Profile > Company; web: Settings > Company).
2. Under Register rental contract (MyRent) the owner clicks Link company to MyRent.
3. Team members then click Join the company's MyRent organisation.

You see Company linked to MyRent when it has succeeded.

Step 2: Set up your FOD identity (once, per person)

In a linked company too, every team member identifies separately: FOD wants to know who files each submission.

Open FOD identity (via Link my FOD identity or Open FOD identity).

1. Under How you file, choose:
   • Estate agent (BIV): enter your BIV number, or
   • Individual (national register number): enter your National register number. This also applies to company staff who are not estate agents: you enter your own national register number.
2. Fill in the Name on filings and click Save identity.
3. Belgian eID (national register number only): photograph the Front and Back of your identity card. The images go straight to MyRent, not to ZitaDescribe. On a computer you can choose Scan with another phone. Estate agents with a BIV number skip this step.
4. Accept the terms (I accept the customer agreement and the privacy statement) and confirm that you pass the registration notice on to the landlord and tenant (art. 4.3).
5. An operator approves your profile. You then see Approved. You can file with FOD Finance.

Step 3: Buy FOD credits

Each filing costs credits. Go to Subscription > FOD credits and click Buy credits. When you file, you see in advance how many credits are needed. A condition report for a rental contract already filed via ZitaDescribe is free.

If you work in a team, you use the Company pack. If it is empty, ask the owner to top it up.

Step 4: Register the rental contract

A condition report is always linked to a registered rental contract (via the barcode).

• Contract not registered yet? Choose Submit rental contract in MyRent. You complete the rental-contract registration in MyRent without leaving ZitaDescribe.
• Contract already registered? Then you need the barcode (or SpfRef). Choose Enter barcode or SpfRef, or Ask the client for the barcode (Copy ask-client link and send it to your client).

Step 5: File the condition report

Requirement: the condition report is fully signed.

1. Open the inspection. In the FOD filing block, click Continue filing.
2. Go through the steps:
   • Parties: check landlords and tenants. A Belgian person needs a valid national register number, a company a valid KBO number (company number). With Copy parties from the filed rental contract you take them over. Click Save party details.
   • Property: check the address and tick I confirm that this Belgian address is valid.
   • Rental reference: link the barcode of the rental contract.
   • Confirm: choose the FOD language (in Brussels: Dutch or French). The Date of signature is taken automatically from the last signature.
3. Click File with FOD.

Step 6: Follow the status and download the certificate

In the FOD filing block you see the Filing status:

Forward the registration certificate to the landlord and tenant.

Points to note

• Move-out condition report: filing an OUT condition report is temporarily unavailable, until FOD accepts two condition reports on one barcode.
• If you create a new PDF after filing, the version filed with FOD does not change.
• Do not file again a dossier that was marked as an error.

6. Referrals

With the referral programme, you and the person you refer both receive credits. You request a personal code and link while you are signed in, and you send them on.

Request your code or link

In the web version, go to Settings > Refer & earn. There you request your personal referral code and link. Send the code or the link to someone who does not use ZitaDescribe yet.

That person creates an account with that code. The new account is then linked to you.

What you earn

• If the person buys an annual subscription, both parties receive 20 credits each.
• If the person buys a monthly subscription, both parties receive 5 credits each.
• The credits are valid for one year.

Who the reward applies to

The reward applies only to someone who does not yet have a ZitaDescribe account and has never bought a subscription. An existing account or an earlier purchase does not earn credits.

7. Frequently asked questions and problems

I am not receiving a verification code.

Check your spam folder. Click Resend code. Check that your email address is correct.

I cannot choose to sign by email.

This requires a Professional or Business subscription. You then see: "Upgrade to Professional to offer a one-time password by email."

My logo and colours are not on the report.

Your own branding requires a Business subscription. Check that Use your own branding is on and create the PDF again.

A landlord or tenant did not receive an email.

Check the email address in the inspection. Ask the person to check their spam folder. Send a reminder via Follow-up (app: Resend invitation, web: Send reminder).

I cannot start a new inspection.

Your free trial inspection has been used (Trial used). Choose a subscription via Subscription.

I cannot invite team members.

You need a professional account with a Professional or Business subscription, and you must be the Owner or an Admin.

The AI text is not quite right.

Adjust the section text to your liking before you create the PDF. Based on the input, the AI produces the best result it can. Nuance can be missing, which is why a person is there to verify the output.

I cannot file with FOD.

Check that your FOD identity is approved, that you have enough credits, that the condition report is fully signed and that you have linked a barcode of the rental contract. Still stuck? Contact support at contact@zitadescribe.com.