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

Interviewed by Chris Callear, Director of Membership

At the AIIC, we’re incredibly fortunate to have some truly outstanding individuals among our ranks—and Sally Carter is right at the top of that list. With nearly two decades of experience in the inventory industry, Sally has seen it all. She’s a true entrepreneur, having built her own successful business while raising a family, and her knowledge of the sector is second to none.

Sally recently stepped into the role of Head of Training on the AIIC board—carrying on the legacy of her mother, who was one of the founding members of the Association. In meetings, Sally brings calm, insightful thinking, always prioritising the needs of our members while pushing for ever-higher standards. She’s a rare mix of old-school professionalism and forward-thinking innovation, and honestly, we’re lucky to have her.

Sally was kind enough to give up some of her time to share her story, experiences, and insights with us—and we’re so pleased to be able to pass them on here.

Background & Career

Q: How did you get into the inventory clerk profession?
A: Before becoming an inventory clerk I was a bank manager, having worked my way up the career ladder from bank cashier to branch manager. When my children were young, I found it harder and harder to manage family life alongside the corporate day. My mother had run her own inventory business since the late 1980s and asked if I would join her. She was one of the original members of The AIIC. I already had an insight into the requirements of an independent inventory, having typed my mum’s reports when I was on maternity leave in 1997. I started my business in 2007, landing with the name SK Inventory Services a few years later.

Q: What has changed the most in the industry since you started?
A: When I first started, inventory reports were written documents, generally on Word, with no pictures, and many agents didn’t see them as essential. Now, with increasing regulations and deposit disputes becoming more common, there’s a much bigger focus on detailed, photographic evidence and legally compliant reporting. Also, technology has evolved—software now helps speed up report writing, but it still requires a human eye for accuracy and fairness.

Day-to-Day Life & Challenges

Q: What’s a typical day like for you?
A: No two days are ever the same! One day I’m checking a property before new tenants move in, making sure everything is documented correctly. The next, I’m doing a check-out report where the property has been left in a mess, and I am recording any damage—especially the cleanliness of the place. I also do mid-term inspections, which often reveal maintenance issues before they get worse. And of course, there are always last-minute schedule changes—tenants forgetting appointments, keys missing, or agents calling with urgent jobs!

Q: You once had a routine inspection turn into key police evidence—can you tell us about that?
A: Yes! I arrived at a property for what I thought was a standard mid-term inspection, but something felt off. The house was spotlessly clean, appeared lived in with some clothes in the wardrobes, but there was no food in the fridge—and a drone sitting on the sofa. It appeared that either the tenants were not living there or only ever ate takeaway food! I flagged my concerns with the landlord. Not long after this, there was an incident on the street outside that was widely reported on local news. It turned out the property was being used for illegal activities, and my inspection report became key evidence in the police investigation. That was the moment I realised just how important our role is—not just for landlords and tenants, but sometimes for law enforcement too.

Q: What’s the most unusual thing you’ve encountered in a property?
A: Oh, where do I start? I’ve walked into flats that look like they’ve never been cleaned, places where tenants have tried to paint over dirt instead of cleaning, and properties where entire rooms have been redecorated. One of the strangest check-outs was an oven that had been painted. Oh, and don’t forget the occasions where the tenants don’t hear the doorbell or the standard call “Is anyone home?”—and are asleep in bed, either alone or with another!

Success & Growth

Q: What do you think has been the key to your success as an inventory clerk?
A: Reliability, attention to detail, and professionalism. Landlords and agents need someone they can trust to be thorough and impartial. If they know your reports are fair, detailed, and delivered on time, they’ll come back to you. Also, being flexible and able to adapt—you never know what’s coming your way!

Q: How has AIIC membership benefited you and your business?
A: AIIC membership has given me credibility and industry recognition. Having the AIIC logo on my reports shows that I follow professional standards. It’s also been a great source of support—from networking with other clerks to keeping up with best practices and industry updates. Plus, the training materials are fantastic, and I always recommend them to new clerks looking to improve their skills.

The Future of the Industry

Q: Where do you see the inventory industry heading in the next five years?
A: I think the role of independent clerks will become even more essential. With renting reforms and stricter deposit regulations, landlords will rely more on professional, unbiased reports to avoid disputes. I also think we’ll see more tech integration, like AI-assisted report writing—but it won’t replace human judgment. You still need experience to assess liability fairly.

Q: Do you think AI could ever replace inventory clerks, or is human judgment still essential?
A: AI can help speed up report writing, but it can’t replace on-the-ground experience. You need human judgment to assess wear and tear, identify tenant responsibility, and handle disputes fairly. AI can help us work more efficiently, but it won’t replace the need for trained, professional inventory clerks.

Final Thoughts

Q: What do you love most about your job?
A: The variety and the sense of independence. Every day is different, and I love the mix of problem-solving, meeting different people, and ensuring that properties are protected. It’s also rewarding to know that my work makes a real difference in helping landlords, tenants, and agents avoid disputes. The flexibility of running your own business cannot be underestimated. I’m able to take time out to enjoy the things I love—such as gardening or crafting. When my family were school-age, the flexibility of being an Independent Inventory Clerk meant I could be at home after school and be a hands-on mum.

Final Thoughts from Chris

What I love most about this industry—and the people in it—is the shared spirit of personal freedom, entrepreneurship, and a real desire to serve. Inventory clerks often choose this path because they want to build something on their own terms, but they also care deeply about doing things properly and delivering value to their clients.

Let’s face it—property doesn’t always have the best reputation. We operate in a sector where there’s a lot of money at stake, and unfortunately, not always the highest standards. But inventory clerks are one of the few truly impartial voices in the process. And as the rental market grows—with increasing pressure on all sides—our role is only becoming more important.

Sally embodies what makes this profession so special. She knows that we need to keep raising the bar, keep improving, and keep proving our worth. She’s a working mum, an entrepreneur, and someone who’s built a career on her own terms while serving others with care and professionalism.

We’re truly blessed to have her as our Head of Training at the AIIC, and I can’t wait to see how she continues to lead, inspire, and shape the future of our community.