Charging Owners for Inspections

Overview

To charge owners for inspections, set your agency's rules under the Agency menu → Edit Agency → the Inspection settings card, choosing which inspection types are billed and whether charges need approval.

Charge inspections automatically for your agency

Open Edit Agency

In the left sidebar, click Agency, then choose Edit Agency. This is available to Principal users.

Open the Inspection settings card

Scroll down to the Inspection settings card.

Set default inspection times

At the top of the card, optionally set a default Start Time and End Time for new inspections (entered in 24-hour format). These are optional.

Decide whether charges need approval

In Require approval for automatic inspection charges, choose Approval Required to hold each charge for you to approve first, or Approval Not Required to post it straight to the ledger. On the card this control sits above Automatically charge for:.

Choose which inspections are charged

In Automatically charge for:, tick the inspection types Keyhook should bill the owner for once completed — any of Entry, Routine and Exit.

Save

Click Save.

Note: These two settings gate each other, and each reads the other's saved value: Require approval for automatic inspection charges stays greyed out until at least one inspection type is saved under Automatically charge for:, and Automatically charge for: stays greyed out until an approval option is saved. Set one, click Save, then reopen the card to set the other. Automatic charges are billed to the property owner once the inspection is submitted for sign-off (its awaiting sign-offs state, effectively when it's done) — one step before final completion — so only tick the inspection types your management agreement lets you on-charge to the owner.

Frequently asked questions

Which inspections get charged automatically?

Only the types you tick under Automatically charge for: in the Inspection settings card — any of Entry, Routine and Exit. Each matching inspection is billed to the owner once it is submitted for sign-off (its awaiting sign-offs state), one step before final completion.

Can I bill an owner twice for the same inspection?

No. If a charge already exists for that inspection, Keyhook stops you and shows that the property owner has already been billed for it.

What's the difference between Approval Required and Approval Not Required?

With Approval Required, each automatic inspection charge is held until you approve it before it posts. With Approval Not Required, the charge posts straight to the ledger with no extra step.

One of the charge settings is greyed out — why?

The two controls depend on each other and each checks the other's saved value: Require approval for automatic inspection charges only becomes editable once an inspection type is saved under Automatically charge for:, and Automatically charge for: only becomes editable once an approval option is saved. Set one, Save, then reopen the card to set the other.

Where does the charge show up?

It becomes an owner expense charged to the property owner.