How to Take a Video Inventory

What Is a Video Inventory?

A video inventory is exactly what it sounds like: a recording of a walkthrough of a loss where you visually focus on items and describe them out loud as you go. You can use a phone, smart glasses, or any other device that records video and audio together.

The key idea is that you inventory the loss the same way you always have—you just capture video at the same time.

There's no need to stop and take individual photos, no typing, and no switching between tools. One recording captures everything.

How to Take a Video Inventory

Taking a video inventory is very easy and just like an audio inventory.

1. Start recording on your phone or other device

   You may use your Android or iPhone as default video recorder, our Android or iPhone app, smart glasses, GoPros, or any other video recording device.

2. Say your full name

   At the start of each video, clearly say your full name (first and last). This identifies who recorded the file and helps teams keep claims organized.

3. Say your current room/location

   Clearly say "New location", then the room or location you are in out loud, e.g. "New location, bedroom". Repeat this step whenever you enter a new room or location.

4. Point your camera at an item or items and hold it for 1 second

   When you begin to describe an item, first position your camera in front of it, hold it steady, and then start describing it. Avoid starting your description before the item is in view.

5. State the item quantity (e.g. one or three)

   Always make sure to say the item quantity first — even if the quantity is just one! Keep pointing your recording device at the item or items.

6. State the item description (e.g. red Gucci purses)

   Keep pointing your recording device at the item or items. Describe items in as much detail as possible. Include brands and dimensions. Sometimes you can get away with using less detail than in an audio recording, and we use the images to find replacement prices. However, you should still try to add a lot of detail, especially if you're in a fire loss or other loss where the item may be difficult to see. Use full item names rather than abbreviations or shorthand. Abbreviated names (e.g. Cal King instead of California King) can result in ambiguous descriptions that are harder to transcribe and price accurately.

7. Say "Next line item"

   After you finish describing each item, always say "next line item" before moving on. This is the clearest signal to the system that one item has ended and the next is beginning. Without it, descriptions from two different items can run together and be misread as a single entry.

8. Repeat steps 4–7 for each line item

   Whenever you enter a new room or location, repeat step 3 before you continue inventorying items there.

Stopping and starting again: If you stop recording and restart, or stop and start a new video while you're still in the same room, treat it like a fresh segment: say your full name again, then your current location (e.g. "New location, kitchen"), before you continue with items. That way every clip is tied to a person and place.

Next, see the example below, then read about the advanced features at the bottom of this article.

Example Video Inventory

The best way to understand how to take a video inventory is to see one in action, watch the above video and read the transcript:

"We have one outdoor kind of egg-shaped seat… take a front view picture here, and then take a side view picture here. Next line. We have three yellow pillows. Next line. We have one outdoor light… with some white wicker framing. Make a note for this item: I need to review this with the client. They might have some others on the property. Next line. We have one potted plant here. Next line."

Use the same best practices as for Audio Inventories. All of the guidance that applies to audio inventories applies here. Speak clearly, describe each item in detail, and attempt to reduce background noise/unrelated conversation.

Advanced Features

1. Capturing multiple images of the same item

Sometimes a single image isn't enough. You may want multiple angles, close-ups, or specific details like a SKU or barcode. InventoryQuant supports this directly during video capture.

By default, we extract three different frames of each item from the video for the inventory. While recording, move to a new angle (or hold the detail you care about in frame) and say things like:

Hold your camera steady in one position while you say the entirety of one of these phrases.

• "Take a picture here."
• "Front view."
• "Side view."
• "Top view."
• "Here's the SKU."
• "Here's the barcode."

The system recognizes these cues and captures additional frames, attaching them to the same item in the final inventory. You can also combine phrasing—for example, "Take a picture here, side view," or "Take a picture here, this is a SKU, and we will record that information."

You can always add images from the video later from the inventory page. Alternatively, after we have finished processing the video, you can manually review it and add additional frames as needed through the Full Inventory Page. For a full guide on how to do this, see the user manual.

2. Say "Make a note"

At any point during the inventory, you can say, "Make a note here," and then say your note. We will record that in the comment columns for you to review later. This is very useful for items that you may want to review with the client later.

3. Adding an Allowance

When the exact value of an item is uncertain or can't be determined on-site, you can create an allowance entry by saying something like "Make an allowance here," "Add an allowance," or "Put an allowance." To attach a dollar amount, say it immediately after: for example, "Make an allowance, two hundred and fifty dollars" or "Add an allowance, five hundred dollars." The allowance will appear as its own line item in the final inventory, ready for you to fill in the exact value later. For allowances, always make sure to say what type of items they are for (for example, groceries). To add an allowance for an item, you should say something like "Next line item One lot of grocery items allowance $500."

4. Adding an Unknown Item

If you come across something you can't identify or don't want to describe in detail right now, you can create a placeholder by saying "One Unknown item". The system will flag this for review and can help you figure out what the item is later. You can also combine this with the other commands — for example, "Next line item, unknown item, make a note to come up with an allowance" will create an unknown item and attach a note to it.

5. Empty Items

On rare occasions, you may see "Empty item" in the output. This may occur when when the system is uncertain about the item you are discussing. For example, if you say "Next line, one umm, not sure, record that, next line...", you may see an empty line output. Try not to say empty item during the inventory taking.

6. Fixing Mistakes

If you say the wrong quantity or item name, just correct yourself immediately using a phrase like "no wait," "actually," "correction," or "I mean." For example: "Three chairs... no wait, four chairs" or "Two lamps... actually, two side tables." The system recognizes these spoken corrections and records the corrected version. If you catch a mistake after you've already moved on to the next item, don't worry — you can edit any line directly in the inventory after the walkthrough is complete. You can also say something like "Make a note, I need to review this later" on the recording to leave yourself a comment to follow up on that line.

Final notes

When you can, try to have only one person speaking on the video. Multiple people talking at once makes transcripts noisier and easier to misread. If more than one voice will be on the recording, be deliberate about how you work together.

If you're partnering with someone, it's often best if one person is the main speaker on camera. A split role can still work—for example, you call out line items while they take measurements and read sizes aloud—but agree on a rhythm so you're not stepping on each other mid-item.

If several people are recording separate video inventories in the same house at the same time, spread out as much as possible and avoid filming in the same room when you can, so each recording doesn't pick up someone else's items or narration.

For recommended smart glasses, lighting, power banks, and recording controls, see Video Equipment.