Website for Homeless people to get into housing - Charity

Hi, i work as a volunteer at a homeless shelter. I want to sort out a website for homeless people so when they move into a house i come in and check it out that is all ok and make an official report. This is a sort of complicated thing but im working on this from my own money to help get the homeless off the street. the idea of the site is. The Homeless person (tenant) creates an account on the website, then they create an rental application check which is detailed about the rooms in the house etc. They also add an estate agent or landlord to the application so they are also notified. This then generates a seperate application form that has checklists etc so i then go into the property wth my ipad and take photos and videos also write reports about each room. I then when complete click submit, this then sends a copy to the tenant and one to the landlord, they can either click accept or write a comment and decline, when they both click accept then the form is locked forever! I did want to add payment to this too like $10 using square api because the homeless shelter manager said i need to charge to get them used to bills and also to cover the cost of my fuel, website hosting etc to do this. I have added some images to hopefully help somewhat. So there will be 3 account types, admin, tenant and agent, when the tenant which will be most accounts sets up their account (with email verification) then they pick tenant or agent, admin accounts will be added via the admin control page.