What to gather before you run a study, and how to get it from the owner. The owner photo checklist is a separate page written for the property owner: forward it by email, and the owner replies with photos that you upload.
The only requirement: photographs
Photos of every room, the four exterior sides, the mechanical spaces and the site. These are the components. The study compares the rooms it sees with the bedroom and bathroom counts and the square footage. A room that was not photographed becomes a stated assumption, never a silent gap.
Nothing else is required. A study runs on photographs alone, and the sample study was written that way — no closing statement, no assessor record. What documents change is how much of the study rests on your form entries rather than on a source, and the review notes say which is which.
Documents that change the result
Closing statement or purchase contract. Sets the purchase price and the acquisition date. The date decides whether the property qualifies for 100% bonus depreciation as property acquired after January 19, 2025, and whether it was placed in service in a prior year, which calls for Form 3115. Without it, both come from what you entered.
County assessor record. Gives the land and improvement split, the year built and the square footage. Without it the land share is a stated 15% default and the review notes ask you to confirm it.
Helpful when you have it
An appraisal, if its land value differs from the assessor's. Renovation invoices, for improvements after purchase. A survey or site plan, for paving, fencing and drainage. The prior depreciation schedule, for a look-back study. A rent roll, lease or booking export, to establish the use type and, for a short-term rental, the average customer stay.
What you cannot photograph
Describe it in text on the intake card: a replaced roof, a rebuilt parking lot, equipment removed before closing, whether the property was furnished at purchase. The study records the description as a stated input and relies on it.
What happens next
Before the study runs, SegFlow shows what it found in the uploads, the assumptions it will make unless you change them, and at most two or three questions that change the result: the land value source, the use type or average stay, furnished at purchase, and the look-back year. Within an hour you download the PDF (Portable Document Format) study, the Word version and the Excel ledger. One update is included after delivery if you add documents, photos or comments on the review notes; version 2 arrives with a page on what changed and why. Questions: admin@segflowai.com, answered within one business day.