Overview
Finalising and sharing inspections on mobile is only supported for inspections that were scheduled from 10 March 2026 onwards. What matters is when the inspection was scheduled — not the date it's scheduled for. If an inspection was scheduled before 10 March, it will need to be finalised and shared via desktop.
You can finalise and share your inspection reports directly from the Ailo mobile app while you're on the road. This allows you to upload your photos and comments, finalise the report, and share it with the relevant parties — all without needing to return to your desk.
Any steps you complete on mobile will automatically update and complete the relevant actions on your project, keeping everything in sync.
Before you begin: All photos and comments must be fully uploaded before you can finalise and share a report. To do this, press Complete inspection.
How it works
Once your inspection is synced, press Finalise and share report to begin the sharing flow. The general steps are:
- Sign the report — Confirm and sign off on the inspection report.
- Review your message — The system will present your pre-configured message template with merge fields pre-filled. You can use the message as-is, or edit it to add additional detail.
- Share the report — The report will be finalised and a PDF generated in the background. This may take a few seconds to a few minutes depending on the size of your inspection. Once complete, the message and PDF are sent to the relevant party.
After sharing, you can view the sent message and click into the PDF to review the inspection report.
Message templates and merge fields
The sharing flow automatically generates messages using the templated messages from your project templates. These templates are configured on the web app and automatically populate with merge fields when you finalise on mobile.
You can also manually edit the message content before sending if you need to call out specific details or adjust the wording for a particular inspection.
Inspection types and recipients
Each inspection type has a different sharing flow depending on who needs to receive the report.
Routine inspection
Routine inspections are shared with the investor. The flow will guide you to review and send a single message to the investor with the finalised report and PDF attached.
Ingoing inspection
Ingoing inspections are shared with the renter. Ailo will also send the renter an automatic email with details about using the Ailo app.
As part of this flow, you will also set a return date for when you expect the renter to return the completed report. The return date selector will give you an indication of how many days it is from the tenancy start date.
Outgoing condition report
The outgoing condition report is unique because sharing is optional for both parties. You have full control over who receives the report — you can share it with investors, renters, both, or neither, to suit your workflow.
The flow will guide you through two separate sharing steps:
- Share with investor — Send the report to the investor, or press Skip to move on.
- Share with renter — Send the report to the renter, or press Skip to finish.
Each step uses its own message template, and you can edit either message before sending.
Project action updates
When you finalise and share a report on mobile, the corresponding project actions are automatically marked as complete. You don't need to go back to the web app to update anything — the project will reflect the steps you've taken on mobile.
For outgoing condition reports, the project will contain three separate actions: finalising the report, sharing with the investor, and sharing with the renter. This makes it clear which steps have been completed.
Voiding a report
If you need to make changes after finalising, you can void the inspection report. Voiding unlocks the report so you can make updates and then re-finalise and share it again through the same flow.
To void a report, press the three-dot menu (⋮) in the top right corner of the screen and select the void option.
FAQs
Do I need an internet connection to finalise and share?
Yes. All photos and comments must be fully uploaded before you can finalise and share a report. The sync process may take longer on slower connections.
What happens if I skip sharing on an outgoing condition report?
Skipping simply means the report won't be sent to that party as part of this flow. You can still share it later from the web app if needed.
Can I edit the message after it's been sent?
No, once a message has been sent it cannot be edited. If you need to make changes, you can void the report, make your updates, and then re-share it with a new message.