The photos are not there
California now requires photos at move-out before repairs and after repairs, and at move-in for new tenancies. Staff labor must be itemized with hours and rate.
From the fieldNARPM Sacramento on AB 2801
For property managers
The deposit clock starts when the keys come back.
A desk for move-outs. Every vacated unit shows days left under your state's deadline, and every deduction is backed by photos and an invoice before the itemized letter goes out.
One-time build · $4,600
21 days
to return a deposit or send an itemized statement in California. Bad-faith retention can cost up to twice the deposit.
Where deposit disputes are lost
No move-in record
Without a move-in record, damage is hard to prove. In one Texas case a manager was warned they could be liable for up to three times the deposit.
From the fieldBiggerPockets forum
Run from a notes app
Someone helping a relative who self-manages about 15 units across several California cities describes the paperwork running on a notes app, Drive folders and memory.
From the fieldBiggerPockets forum, 2026
How it works
The clock starts
When the keys come back, the unit appears with the deadline for its state and the days left.
Evidence per deduction
Each charge gets its photos, invoice or hours and rate, and the move-in photo beside it.
The letter goes out
The itemized statement is prepared in your state's format, you approve it, and the mailing date and method are recorded.
What you get
- Every move-out on one list, sorted by days left
- Each deduction backed by photos and an invoice
- The itemized letter prepared from the evidence
- Proof of when and how it was sent
A good fit if
- You manage in California or another state with strict deposit rules
- You handle move-outs every month
- Photos and invoices are scattered across phones and email
Probably not for you if
- You only have a few move-outs a year
- Your inspection tool already produces itemized deposit letters you are happy with
Price
$4,600
One time, for the finished tool. About 65–120 hours of work at the same $50 an hour as the cost calculators on this site.
Talk about your portfolio- Deadlines and letter formats for the states you manage in, reviewed with your attorney
- Connected to your property software where it allows
- Photo and invoice upload from a phone
- Training for your team
Questions
How long do landlords have to itemize a security deposit?
It depends on the state. California allows 21 days; others allow 14, 30 or more. The tool uses the deadline for each property's state, which your attorney reviews.
What does AB 2801 require?
In California, photos of the unit at move-out before repairs and after repairs, photos at move-in for tenancies starting from July 2025, and itemized hours and rates for staff labor.
Does it refund deposits?
No. Refunds go through your property software. The tool prepares the itemization and keeps the evidence.
Is the security deposit itemization letter legal advice?
No. The letter follows a template you and your attorney approve, and a person reviews each one before it goes.
More for property managers: Local compliance register, Late rent notice tracker, Portfolio takeover check. Everything for property managers
Updated Sep 28, 2026Have a product in mind? Let's scope it this week.
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