RoomproofQuick answer: A turnover checklist with photos documents each changeover between guests: the condition the last guest left, every room after cleaning, restocked supplies, and any damage or missing items with dated photos. Cleaners fill it in on a phone and the host gets one PDF per turnover. Roomproof isn't affiliated with Airbnb; it works for any short-term rental.
Why hosts want photos of every turnover
- Damage claims need fast evidence. Airbnb's AirCover for Hosts asks hosts to request reimbursement within 14 days of the guest's checkout, with photos of the damage. Check the current terms for your platform.
- “As found” versus “after cleaning”. Photos taken on arrival show what the guest left, separate from anything that happens during the clean.
- Remote hosting. Hosts who live elsewhere can check that the place is ready before the next check-in.
- Fair pay for cleaners. Photos show the job was done, which helps when a guest complains.
Turnover checklist
| Area | Check | Photograph |
|---|---|---|
| Arrival | Lockbox or keypad, condition as found, anything left behind | Each room before you start |
| Kitchen | Dishes washed and put away, appliances wiped, fridge emptied, coffee and basics restocked | Counters, sink, inside fridge, supplies shelf |
| Bathroom | Toilet, shower and sink cleaned, fresh towels, toiletries restocked | Toilet, shower, towel set-up |
| Bedroom | Fresh linens, bed made, under the bed checked, closet empty | Made bed, under the bed |
| Living area | Sofa and cushions, remotes, floors, games and books tidy | Room overview, remotes |
| Damage and missing items | Broken, stained or missing items | Wide and close-up of each |
| Final check | Thermostat set, windows and doors locked, trash out | Thermostat, locked door |
Documenting damage and missing items
Mark the Damage or Missing items entry as Damage found, take a wide photo that shows where the item is and a close-up of the damage, and write what happened and what it may cost to fix or replace. These items go on the first page of the PDF. Send the report to the host straight away, while the guest's checkout is still recent.
Using your own checklist every time
- Set it up once. Rename rooms and items to match the listing: “Bedroom 2 (bunk room)”, “Hot tub”, “Welcome basket”.
- Save it. Choose Save rooms as my template and give it the listing's name.
- Start each turnover from it. Pick your template from the Template list, add the booking reference, and go.
- Send the PDF to the host. Download it or use Share on your phone. Save the project if the host may need it for a claim.
FAQ
Is Roomproof affiliated with Airbnb?
No. Roomproof is an independent tool and isn't affiliated with or endorsed by Airbnb, Vrbo, Booking.com or any other platform. It works for any short-term rental.
Do cleaners need an account?
No. Cleaners open the page on their phone, fill in the checklist and send the PDF. Nothing is uploaded.
Can I reuse my checklist for each turnover?
Yes. Customise the rooms and items, choose “Save rooms as my template”, and pick it from the Template list next time on the same device.
How quickly should I report guest damage?
As soon as you find it. Platforms set deadlines for damage claims, for example Airbnb's 14 days from checkout for AirCover for Hosts, so check your platform's current rules.
Does it work offline at the property?
Yes, after you've opened the site once with a connection. Photos are stored on the phone until you create the PDF.
Other photo report templates
Last updated · Written by the MiniTools team. Roomproof is a documentation tool. This page is general information, not legal advice.