What is an online property inventory?
An online property inventory records the condition of the rental property via a mobile app or web platform: guided data entry, integrated photographs, electronic signature (itsme, eID), cloud archiving and shared access for both landlord and tenant. Since the recognition of the advanced electronic signature in Belgium, it has the same legal force as a handwritten document and is enforceable before the Justice of the Peace.
For the general framework: property inventory guide.
Advantages and procedure
An online property inventory is completed 30 to 40% faster than a paper template. Photographs are timestamped, storage is cloud-based, and there is no risk of loss. In case of dispute, the metadata reinforces the document’s evidential value.
5-step procedure
- Choose the tool: app or platform with advanced signature support.
- Schedule the visit: appointment at key handover.
- Adversarial visit: the app guides you room by room with integrated photographs.
- Sign electronically via itsme or eID. The document is timestamped and sealed.
- Archive and share: PDF sent to both parties and annexed to the lease agreement.
Move-in, move-out and specific versions
The digital move-in inventory documents the property at the start of tenancy with photographic evidence — the reference for comparison at lease end.
For both the move-in and move-out inventory, the digital format enables a line-by-line comparison identifying damage, normal wear and tenant-attributable damage. A pre-renovation inventory can also be conducted online.
In Brussels, the online property inventory is available in bilingual FR/NL format. English versions exist for the international tenant market. Professional property inventory experts also use these digital tools.
Online vs paper: comparison
| Criterion | Paper | Online |
|---|---|---|
| Time to complete | 1h30-3h | 45min-2h |
| Photo quality | Variable | Integrated + timestamped |
| Storage | Risk of loss | Secure cloud |
| Move-in/move-out comparison | Manual | Automatic |
| Cost | 0 to 750 EUR | 0 to 60 EUR |
| Signature | Handwritten | Electronic itsme/eID |
| Legal value | Full | Full (eIDAS) |
The digital approach is particularly suited to landlords managing multiple properties, as it standardises the process and centralises documentation.
Electronic signature in Belgium: legal framework
Belgium recognises three levels of electronic signature: simple, advanced (itsme, eID — equivalent to handwritten), and qualified. For an online property inventory, the advanced signature via itsme or eID is recommended.
The tool must generate a proof file (timestamp, certificate, sealing) to prevent disputes over authenticity. Both itsme and the Belgian eID card are widely accepted across all Belgian institutions and courts.
See electronic signature.
When to prefer paper
The digital approach is not always optimal: users uncomfortable with technology, complex properties requiring extensive manual notes, or weak internet connection. In these cases, hiring an expert with paper support remains a valid option.
See the free templates and the simplified property inventory.
How much does an online property inventory cost?
| Solution | Price |
|---|---|
| Self-service with free template | 0 EUR |
| Basic SaaS platform | 10-30 EUR |
| Platform with advanced signature | 25-60 EUR |
| Online inventory with expert | 150-500 EUR |
For a landlord with multiple properties, a SaaS platform becomes cost-effective from 2-3 properties onwards. Given that the rental deposit at stake typically represents 2-3 months’ rent, the investment is easily justified.
Frequently asked questions
Same legal value as paper?
Yes, since the advanced electronic signature (itsme/eID) is recognised under Belgian and EU law.
Expert required?
Not mandatory. Recommended for high-value or complex properties.
Photos as evidence?
Yes, timestamped and sealed. Evidential value is superior to non-timestamped photos.
Tenant without a smartphone?
A tablet or laptop with an eID card reader works equally well.
Automatic format updates?
Most platforms update when legislation changes. Check before subscribing.