AIIC R&D: EPISODE ONE AI AND INVENTORY CLERKS

AI and Inventories: What’s Actually Happening (and What’s Coming Fast)

TL;DR:
AI isn’t taking our jobs — but it is changing how we do them. From voice-to-text and auto-generated descriptions to image tools and clever admin helpers, the landscape is shifting. This blog kicks off a new segment on AI in our industry — an open, ongoing look at what’s happening, what’s useful, and what’s next. No scare tactics, no jargon — just honest insight, and a space for clerks and businesses to figure this out together.

A Bit of Context (and Honesty)

Let’s be upfront. I’m not a tech bro, coder, or someone who writes naturally at speed. But over the last year, I’ve started using AI to help me write emails, build plans, and even shape posts like this one. And honestly, it’s made me sharper and more organised — not because AI does the thinking for me, but because it helps me get thoughts out of my head and into action.

So I’m not here waving the AI flag just for the sake of it. I’ve seen first-hand how useful it can be — especially when you’ve got a million things on and not enough time. And while the big changes haven’t hit our industry just yet… they’re coming. Fast.

This post is the beginning of that conversation — and I’ll be diving into different aspects over the next few months.

Where AI Is Actually Showing Up (Right Now)

Let’s cut through the hype. Here’s what AI is actually doing in our world — not “coming soon,” but already in use:

✍️ Writing Support (a.k.a. AI That Makes You Sound More Polished)

Whether it’s condition descriptions, emails to landlords, or even awkward tenant notes — AI tools like ChatGPT can help reword, tidy up, or get you started. Some inventory platforms are exploring auto-generated descriptions based on prompts or templates too.

It’s not perfect, but it beats staring at a blank screen. Think of it like a fast-thinking assistant — you’re still in charge, but the heavy lifting gets lighter.

🎤 Voice-to-Text (Less Typing, More Doing)

Some inventory software providers, like HelloReport and Inventory Hive, now offer speech-to-text built directly into their apps. That means you can walk through a property, dictate your observations, and have it written up on the spot.

If you’re still typing up every word after the fact, this kind of tool is a serious time-saver. It’s not always flawless — but it’s come a long way from clunky voice memos and manual transcription.

📸 Image Tools That Actually Help

We’re starting to see AI-powered features that pull meter readings from photos, identify objects in a room, or suggest photo captions. Some platforms are playing with tagging items automatically from images — things like “double bed,” “built-in wardrobe,” or “white goods present.”

Condition is trickier (more on that below), but there’s no doubt the photo part of our workflow is starting to get smarter.

Why This Should Matter to You

AI isn’t just for big agencies with fancy budgets. It’s becoming more accessible than ever — and that’s good news for everyone in the industry.

You don’t need a huge team or big software investment to benefit from this stuff. Many AI tools are free or low-cost, and they’re already helping clerks and businesses to:

• Draft emails faster
• Build templates and checklists
• Write clearer reports
• Stay organised
• Create marketing and comms content

Smaller providers, in particular, can benefit from being more agile — able to test tools, adapt quickly, and find smart shortcuts without layers of approval or admin. But this isn’t just about levelling the field — it’s about raising the standard, across the board.

Used right, AI makes us better — not less important.

What’s Coming (Sooner Than You Think)

Let’s talk next steps. These are the kinds of features I see rolling out in the next year or two:

• Photo-to-report tools – AI that takes your images and builds the skeleton of a report — flagging objects and layouts. It’ll likely be able to identify items (“wooden table,” “chrome towel rail”), but condition? That’s still tricky.
• Video walk-throughs with auto-description – You narrate your inspection on video, and the AI writes and formats the report in real time. It’s your voice driving the context — so condition calls stay human.
• Consistency checkers – Tools that scan for gaps or errors: “You’ve got 18 photos but only referenced 12 items.”
• Custom style matching – AI that learns how you write, and mimics your tone and phrasing to keep reports consistent across a team.

There are even whispers of using hand signals during inspections — waving or pointing in ways the AI can recognise to flag issues like dust, damage, or broken items. It might sound like sci-fi, but it’s being explored behind the scenes.

It’s early days, and these tools aren’t going to be perfect overnight. But once one of them works — properly — it’ll spread quickly. And those already experimenting will be best placed to take advantage.

The Reality Check: What AI Can’t Do (Yet)

Let’s not kid ourselves. AI still can’t:

• Smell damp
• Decide if something’s “fair wear and tear”
• Handle tricky landlord conversations
• Check behind the toilet for leaks
• See that something’s been cleaned badly but looks fine in photos

It’s a tool — not a replacement. And keeping a human in the loop isn’t just good practice — it’s essential.

Quick Note on GDPR (Yep, Still Important)

If you’re using AI tools that touch tenant data, you do need to:

• Be clear in your privacy notices
• Avoid uploading sensitive info to public platforms
• Make sure your tools are GDPR-compliant
• Always review anything AI writes that could affect deposits or decisions

Basically: AI can assist — but you stay accountable.

Let’s Open the Conversation

This is the first in an ongoing series on AI and inventory work. I’ll be exploring specific tools, common use cases, what to avoid, and what’s showing promise.

But for now, I’d love to hear from you:

• Are you using AI in your day-to-day work?
• Which tools have helped you?
• What’s worked? What hasn’t?
• What’s worrying you — or exciting you — about all of this?

👇 Drop a message, share your thoughts, or tag us on socials. Whether you’re all-in or just curious, your perspective matters — and it’s how we move forward, together.

Final Thoughts

It’s time to start taking AI seriously — not as a gimmick or something to be scared of, but as a genuine tool that can help us work smarter and build stronger businesses. The technology is evolving fast, with new services, updates, and ideas being released all the time. It’s a competitive space, and that means better tools are becoming more available, more affordable, and more useful by the day.

I’m going to do my best to explore and share the services I think could benefit you — and if you come across something useful, I’d love to hear about it. As an association, I want us to benefit from this wave of innovation — not be left behind by it.

We serve an important role in the property market. The work we do has real impact — on landlords, tenants, agents, and everyone in between. AI can help us deliver that service even better, more consistently, and with more confidence.

There are exciting times ahead, and I’m really looking forward to sharing the journey with you all.

Written by Chris Callear
Director of Membership, AIIC – Powered by AI

Published on 10/04/2025