FAQs
If your question is not answered here, you may ask us directly.
What is InspectorPrime?
InspectorPrime is a complete business management and inspection reporting system designed to run your entire operation.
Unlike traditional, cloud-based (SaaS) software where you pay a monthly subscription, InspectorPrime is a one-time purchase that you own permanently.
The entire system is built to operate within your own private Airtable account. Think of Airtable as the powerful, secure, and flexible "engine" or database that runs your system. This unique approach means you have permanent ownership and 100% control over your system, your data, and your reports.
The system is modular, allowing you to build the exact solution you need:
InspectorPrime Office: This is your central command center for administration. It manages scheduling, client and agent databases, employee and vendor management, revenue and expense tracking, and job coordination.
InspectorPrime Residential: This is a complete reporting module for residential properties. It includes comprehensive narrative libraries and a flexible report-building interface compatible with standards in all US states (including the TREC 7-6 report).
InspectorPrime Commercial: This is a specialized reporting module built for commercial property inspections. It's designed to comply with CCPIA® COMSOP and includes features for managing complex reports, equipment schedules, and more.
What is the cost?
Our pricing is built on a simple, transparent, one-time purchase model. This is not a monthly subscription. When you buy InspectorPrime, you own it forever.
This means you will never pay us:
No recurring fees or annual subscription costs.
No per-user charges, so you can grow your team without growing your bill.
No per-report costs.
The only ongoing cost associated with the system is your own subscription to Airtable (which you pay directly to Airtable) to host your private, secure database. This is typically a very low and predictable monthly or annual cost.
For detailed pricing on our one-time purchase modules, please visit our pricing page.
How are the reports customized?
You have 100% control to customize every part of your report to perfectly match your company's brand and workflow. All customization is done in your Master Template.
Branding: You can easily add your logo, company information, and set your brand colors to ensure every report looks professional.
Layout & Structure: You have full control over the report's layout. You can reorder sections, add or remove components, and even use conditional logic to only show specific sections when they are relevant (e.g., only show the "Pool & Spa" section if you inspected one).
Content & Narratives: You can edit, delete, or add to the pre-built narrative library. You are in complete control of the language your inspectors use.
Specialized Reporting:
Residential: Our system is flexible enough to meet the standards for all US states and Canadian provinces (with the exception of the Texas TREC 7-6 report).
Commercial: We provide a dedicated structure for CCPIA® COMSOP, including robust equipment schedules, photo logs, and more.
AI-Assisted Narratives: Our integrated AI assistant can be trained on your company’s unique voice and narrative style. It can help write, refine, and suggest comments, dramatically improving reporting speed and consistency.
Can it be used on mobile devices?
Yes, absolutely. The system is designed for full functionality in the field. You get access to your entire system, not just a limited "lite" mobile app.
You have two ways to access your system from any device:
The Airtable Mobile App: The native app (for both iOS and Android) is the best way to work on-site. You can access all your data, narratives, and media, and it syncs automatically.
Any Web Browser: You can log in to your Airtable account from any web browser (on a laptop, tablet, or phone) to get the full desktop experience.
This flexibility allows you to complete your entire report on-site or start it in the field and finish it at the office.
How is my data kept secure?
This is one of the most important features of our system. You retain 100% ownership and control of your data.
Here’s how it works:
Your data lives in your private Airtable account, not on our servers.
Upon purchase, we transfer the InspectorPrime system directly to you. Our access is then permanently removed.
We do not store, access, or "mine" your data. We cannot see your clients, your reports, your revenue, or your schedule.
Airtable itself provides robust, enterprise-grade security, including data encryption and backups, to keep your private information safe.
Can I import existing data?
Yes. We’ve designed the system to make your transition as smooth as possible.
Client & Agent Lists: Airtable has powerful built-in import tools. You can easily import your existing client, agent, or contractor lists from standard formats like CSV or Excel spreadsheets.
Narrative Library (The Easy Way): This is where our AI assistant shines. Instead of a manual copy-and-paste, you can simply upload your old reports (e.g., PDFs or Word documents) to the system. The integrated AI will read them, extract your narratives, and help you categorize them into your new library, saving you hundreds of hours of setup time.
What kind of support is available?
We believe support should be personal, direct, and effective. You get direct access to the system's co-founders, Jon and Jeff.
We don't use frustrating ticket systems or call centers. You can reach us directly via email, phone, or live chat. Our support includes:
Help with Initial Setup: We'll help you get your system imported, set up your branding, and configure your master template.
One-on-One Training: We offer personalized, live training sessions to walk you and your team through the system and answer your specific questions.
Video Tutorial Library: For self-paced learning, you'll have full access to a comprehensive library of video tutorials covering every feature.
You can schedule your live training session directly on our website.
How can I learn more?
We want you to be 100% confident that InspectorPrime is the right fit for your business.
Get a Demo: This is a personalized, one-on-one walkthrough with one of the co-founders. We will show you the entire system, answer your specific questions, and discuss how it can be tailored to your workflow.
Does the software work offline?
InspectorPrime utilizes an "online-only sync" architecture. This is an intentional design choice to prevent data loss and media corruption, common issues with offline syncing in other platforms.
Is there a mobile app?
Yes. InspectorPrime runs on the native Airtable app, which is available for both iOS (iPad/iPhone) and Android devices. You can take photos, log equipment, and write narratives directly from your phone or tablet while on-site.
Can I use InspectorPrime for both Residential and Commercial inspections?
Yes. We offer dedicated systems for both. Our Commercial system is specifically built to support ASTM E2018 standards and ComSOP, featuring narrative-style reporting, immediate cost-to-cure tables, and capital reserve projections that commercial clients expect.
Can I customize the report templates?
Absolutely. InspectorPrime is designed to be fully bespoke. You have complete control to edit fields, change dropdown options, modify boilerplate text, and restructure the report layout. You are not locked into a rigid vendor template.
How do clients view the report?
We utilize a secure, interactive Client Portal. Instead of sending a static 100-page PDF, you send a link where clients can log in to view a clean, navigable dashboard. They can filter findings by building/unit, view interactive charts for capital reserves, and see high-resolution photos without downloading massive files. (A PDF print option is available for those who strictly require it).
Can I white-label the system with my branding?
Yes. The system is designed to be white-labeled. You can replace InspectorPrime logos with your own company branding, ensuring your clients see your professional image throughout the portal and proposal process.
Does the system handle agreements and payments?
The Office Management module allows you to integrate your own payment links (e.g., Stripe) and agreement links (e.g., DocuSign). We do not act as a payment processor, meaning we never take a percentage of your inspection fees.
Can my teammates and subcontractors use this system?
Yes. Our system features unique "Field Notes" that allow you to send a link to a subcontractor (like an electrician or HVAC specialist) to collect data. They can upload photos and notes directly into your report without needing a user seat or login credentials which saves you money.
What happens to my data if I stop using InspectorPrime?
Because you own the Airtable workspace, your data remains yours forever. Even if you stop performing inspections or downgrade your Airtable plan, you retain access to your historical data. We cannot "shut off" your access because we do not control your workspace after delivery.
Are there any recurring costs?
While there are no recurring subscription fees paid to InspectorPrime for the software license itself, you are required to maintain a business subscription with Airtable to host the system. This is typically around $54/month per seat (subject to Airtable’s current pricing). This fee goes directly to Airtable for hosting your enterprise-grade database and data storage. We do not receive any revenue from your Airtable subscription.
Is InspectorPrime a Software as a Service (SaaS) subscription like other reporting platforms?
No. InspectorPrime operates on a "Lifetime Company License" model. unlike traditional SaaS platforms where you rent access to the software, you purchase InspectorPrime once. The system is delivered directly into your own Airtable workspace. This means you own your system and your data completely.
What does an InspectorPrime residential report look like?
We prioritize readability and modern user experience. Our reports are concise because we intentionally omit the hundreds of photos from the PDF body. Instead, high-resolution photos and videos are hosted in the Interactive Client Portal, where agents and buyers can view them without wading through a massive document. This "report by exception" style focuses on the essentials: safety, function, and cost.
How does the "Client Request Sheet" work for clients and realtors?
It is fully interactive. Instead of a static PDF, you provide a link to a live datasheet where the agent can toggle "Repair," "Replace," or "Credit" for specific defects and add their own monetary values. They can then share a read-only link of this request list with the listing agent, streamlining the negotiation process significantly.
Can I use AI to help me write my narratives?
Yes. The system is AI-native. You can use AI in nearly every field though we have designed it to support your work, not take it over. Our commercial system has a built cost estimate field agent that works based on the specific defect and property location, though you always retain final editorial control before the client sees it.
Which standards does the Commercial system support?
The system is built to accommodate both ASTM E2018 standards (often preferred by lenders for Property Condition Assessments) and CCPIA ComSOP standards. The default "Walkthrough Survey Report" mimics the paragraph-heavy style of ASTM reports but utilizes smart fields to reduce repetitive typing and includes built in cost-to-cure, capital reserves, and equipment schedules.
How does the system handle "Cost-to-Cure" and "Capital Reserves"?
Inside every finding or narrative, you can tag an item for "Cost-to-Cure" or "Capital Reserves" (1-20-year outlooks). You enter the cost data once, and the system automatically populates the cost-to-cure and capital reserves sheets and dashboards in the client report. Our system calculates inflation (defaulted to 3% compounding) for future reserve projections automatically.
I inspect large multi-unit properties (e.g., apartment complexes). Do I need to write the same defect 50 times?
No. We utilize a "tagging" system rather than a linear report structure. If you find the same defect (e.g., "Damaged Window Screen") in multiple units, you simply tag that single narrative with "Unit 101," "Unit 104," and "Unit 205." The report will aggregate these findings, and clients can filter the dashboard by specific Building or Unit to see only what is relevant to them.
Does the system support Phase I Environmental Site Assessments (ESAs)?
Yes. The system includes a built-in Phase I ESA report template that can be enabled or hidden per project. If you partner with an external engineering firm for Phase I ESAs, you can hide this section. If you perform them yourself, the template is ready to use.
Can I generate Equipment Schedules for commercial clients?
Yes. This is a core feature. You can use a dedicated "Equipment Entry" form on the mobile app to rapidly inventory assets (HVAC units, electrical panels, etc.). The system automatically compiles this data into an Equipment Dashboard and schedule for your client, which they can export to CSV for their own facilities management use.
I already use another system for scheduling and payments. Can I use InspectorPrime just for the reporting?
A: Yes. InspectorPrime is modular. You can use our Commercial or Residential reporting systems independently while keeping your existing office software for scheduling and payments. You can simply share links to the client portal and/or export your finished report as a PDF or a link and insert it into your current delivery emails. However, our Office Management module does include robust scheduling and automation if you decide to migrate fully in the future.
Does the system handle automated emails and reminders?
Yes. InspectorPrime Office supports up to 50 customizable automations that you can run up to 100k times per month at no extra cost. We provide pre-built workflows for booking confirmations, reminders, and post-inspection follow-ups. You can customize the triggers and the email content to match your brand voice.
How do you handle payments? Do you take a cut?
We never take a cut of your inspection fees. We do not act as a payment processor. Instead, you integrate your own payment links (from providers like Stripe, Square, or PayPal) directly into the proposal or invoice emails. This gives you total control over your revenue and avoids third-party processing fees from us.
If I use your office system, how do I know when a client has paid?
Since you use your own payment processor (like Stripe), you will receive payment notifications directly from them. You then manually mark the job as "Paid" or "Complete" in InspectorPrime to unlock the full report for the client. While this is one extra step compared to integrated processors, it ensures you keep 100% of your revenue.
How do I handle specialists or subcontractors (e.g., HVAC, Structural Engineers)?
You can send "Field Forms" to any specialist via a simple link. They do not need a login or a user seat. They fill out the form (uploading photos and notes) on their own device, and that data flows directly into your report. You can then review and convert their notes into narratives back at the office.
Can I sync my job calendar with Google Calendar?
Yes. We offer a one-way sync from InspectorPrime to external calendars like Google Calendar or Outlook. This allows you (and your staff) to see job details, radon drop-offs, and pickup times directly on your phone's calendar.
Why is the system "Online Only"? What if I don't have a signal?
We utilize an online-only architecture to prevent the data corruption and media loss often associated with offline syncing in other apps. For inspections in areas with poor signal, we recommend using a mobile hotspot. The data saves instantly as you work, ensuring that what you see is what you get, without the risk of a failed "sync" at the end of the day.
Can I generate a PDF of the report?
Yes. Clients and inspectors can print the report to PDF. However, we design our reports to be "digital-first." To keep PDFs concise (and avoid 100-page documents), the print version contains the narrative and essential data, while the high-resolution photo galleries are hosted in the interactive Client Portal. This keeps the report digestible for lenders and stakeholders while still providing full visual evidence online. You can modify what the PDF shows within your system.