Descriptive Inventory in SmartMoving provides a detailed, itemized record of every item being moved. Each item is documented with its condition, location, exceptions (such as pre-existing damage), and supporting photos. Companies use Descriptive Inventory to reduce liability, streamline claims, meet requirements for long-distance, military, or van line moves, and provide customers with a professional, digital copy of their inventory as a premium “white glove” service.
This guide walks you through how to set it up and use it in the Crew App.
Why Descriptive Inventory Matters
Reduces Claims: Documenting pre-existing damage with notes, symbols, and photos helps verify whether damage occurred before or during the move.
Improves Accountability: Tracks items across handoffs, ensuring nothing is lost or misplaced.
Enhances Professionalism: Produces a legally defensible, professional inventory document.
Builds Trust: Provides customers with a transparent record, strengthening confidence between the shipper and the carrier.
Increases Efficiency: Digitizes a traditionally manual, error-prone process, saving time and reducing mistakes.
Before You Begin: Settings & Permissions
To enable crew members to use the Descriptive Inventory feature, make sure they have access to the Crew App.
Next, navigate to Settings > Crew App > Crew App Permissions, and grant the appropriate crew roles the following permissions:
Can manage descriptive inventories
If you want to work with short codes and damage symbols (helpful for faster entry):
Admin/Manager (Web App): Make sure the crew member has access to the Crew App and the “Can manage descriptive inventories” permission.
Crew Member (Crew App): In their own Crew App settings, they can enable:
Show Item Short Codes (shorthand for common items like CH = Chair).
Show Exception Symbols (damage shorthand like BR = Broken, SC = Scratched).
Can edit completed inventory and reset signatures - Permission
The Can Edit Completed Inventory and Reset Signatures permission allows crew members to reopen and modify a completed Descriptive Inventory within the Crew App. This includes the ability to add or edit inventory items and reset previously collected customer and crew signatures.
This feature ensures that if an update or correction is needed after the inventory has been finalized, the crew can make the necessary edits and re-capture signatures for accuracy and compliance.
How It Works
When this permission is enabled for a crew role:
Crew members will see an Edit Inventory option on completed Descriptive Inventories.
Selecting Edit Inventory reopens the inventory, starting from the Job Details page.
Crew members can:
Add new items.
Edit existing items.
Update item descriptions, quantities, or conditions.
All previously collected signatures are automatically reset, requiring new signatures once edits are complete.
How to Use Descriptive Inventory in the Crew App
Step 1: Start the Inventory
Open the job in the Crew App.
Tap Inventory → Descriptive Inventory.
Note: You can only begin once the job clock has started.
Step 2: Enter Job Details
On the Job Details page:
Review information that’s already filled in (company, customer, addresses).
Add or edit details as needed (Agent, Carrier reference number, GBL number, etc.).
Step 3: Add Lot Information
Every item needs a lot number, tag color, and starting item number. These match the stickers you’ll place on the items.
Lot # = Identifies the shipment.
Tag Color = Sticker roll color.
Starting Item # = Defaults to 1 but can be adjusted if continuing from a previous roll.
Step 4: Add Items
For each item:
Add the item by either:
Select a room and choose the item from the list,
Search for the item,
Choose from a list of Common Items,
Add a custom item if it isn’t listed.
Enter details such as:
Packing type (Carrier Packed or Packed by Owner).
Damage and location (using exception symbols).
Notes (like serial numbers or any other info that needs to be called out).
Photos of the item and/or pre-existing damage.
Additional details (e.g., stretch wrapped, disassembled).
Step 5: Review with the Shipper
When the list is complete, you’ll see a summary page with every item.
Icons show which items have photos, notes, or damages.
The shipper can review the list but cannot edit it.
Step 6: Capture Signatures
Once the shipper has reviewed the inventory, the system takes you to the document to capture signatures.
Both the Carrier and the Shipper sign each signature box on-screen.
If the shipper is not present, the crew can bypass the signature. The shipper will then automatically receive a signature request by email and can sign electronically in the Customer Portal.
Step 7: Share the Inventory
After signatures are captured (or bypassed), the crew can send the completed inventory:
Select which contacts from the opportunity should receive the document, or enter a new email address.
A PDF copy of the report is sent by email.
The report and item photos are also available in the Descriptive Inventory Report under the Accounting tab of the opportunity, and photos are stored in the Descriptive Inventory photo category under Files & Photos.
Tips for Success
✅ Always take photos of pre-existing damage to protect against claims.
✅ Use short codes and exception symbols to make entry faster and more consistent.
✅ Double-check lot info to avoid mix-ups across shipments.
✅ Walk through the summary list with the shipper before finalizing.
✅ Presenting a polished, digital inventory builds customer trust, reinforces your professionalism, and can lead to higher reviews, referrals, and repeat business.