Summary
Learn how to prepare your office for paperless ingoing in Inspection Manager by submitting the request form, checking that email is enabled, and updating your domain’s SPF record.
This article covers:
About paperless ingoing
Paperless ingoing allows tenants to receive, complete and sign an ingoing condition report digitally. Before the feature can be activated, your office needs to complete a few setup steps in Inspection Manager and, if required, update your domain’s SPF record to reduce the likelihood that outgoing emails are marked as spam or junk.
Submit the paperless request form
Start by submitting the paperless request form so the Inspection Manager team can review your office and confirm what is needed for activation.
Open the Paperless Request Form
Complete the form with your office details
Submit the form
Wait for the Inspection Manager team to review your request and contact you about any required changes or next steps
Note: Existing customers on a paid Inspection Manager plan can activate paperless condition reports at no additional cost, according to the current activation page.
Check that email is enabled
Before you can send paperless ingoing emails, email must be enabled for your office in the CMS. If email is not enabled, Inspection Manager cannot send inspection emails from your office.
Log in to the CMS
Select Settings
Select Paperless Handover
In Basic Setup, check that Enable Email is switched on
If email is not enabled, turn it on or ask an office administrator to update the setting
Add SPF records to your domain
If your office sends email from your own domain, your IT team or DNS provider may need to update your SPF TXT record, so Inspection Manager is authorised to send email on your behalf. This helps receiving mail servers verify the sender and can improve email delivery.
Provide the following details to your IT team or DNS hosting provider:
Update your domain’s existing SPF TXT record
Add these mechanisms exactly as provided:
a:spf.inspectionmanager.com
a:spf.propertyspace.com
Save the DNS changes
Ask your IT team to validate the updated SPF record
Note:
SPF is a DNS TXT record. It is managed by your IT team or DNS hosting provider, not in Inspection Manager
If your domain already has an SPF record, your IT team should update the existing record rather than create a new one. Only one SPF record is allowed per domain or subdomain
Tip: SPF checks can fail if the record requires too many DNS lookups. Microsoft recommends keeping SPF evaluation under the lookup limit, which is commonly 10 lookups.
Notify support after the SPF update
After your IT team has updated the SPF record, contact Inspection Manager support so the team can continue with activation.
Include your office name
Confirm that the SPF record has been added or updated
Wait for the support team to confirm the next step or activation status
Contact support to complete activation
Once the required setup is complete, contact the support team if Paperless Ingoing is not yet active for your office. The team will review your settings, advise you of any required changes, and enable the feature as part of the activation process.
Confirm that you have submitted the request form
Confirm that email is enabled in Settings > Paperless Handover
Confirm that your SPF update has been completed, if required
Contact support if you need an activation update