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Compliance

Upload a compliance certificate

Attach a certificate, inspection report, licence or supporting document to the correct property compliance record.

Around 4 minutes Certificate upload Controlled document access

Compliance documents should be attached to the relevant compliance record wherever possible. This keeps the certificate, dates, reference and status together and makes the property history easier to review.

Preparation

Before uploading the certificate

Confirm the property

Check the property address shown on the certificate matches the selected Estavo property.

Confirm the record type

Attach the file to the correct gas, electrical, EPC, licence or other compliance record.

Use the final document

Upload the complete certificate or report rather than a draft or incomplete copy.

Review personal information

Check whether the document contains information that should remain private or restricted.

Do not upload the document to the wrong property

Check the full address and compliance record before uploading. Moving a document later may make the property history harder to follow.

Navigation

Open the compliance record

1

Open Compliance

Select Compliance from the main Estavo navigation.

2

Find the property record

Search by property address, compliance type, reference or status.

3

Open the correct compliance item

Review the record title, property, dates and status before adding the document.

4

Open Documents or Attachments

Select the certificate, document or attachment area within the compliance record.

File upload

Upload the certificate

1

Select Upload Document

Open the file-selection area within the compliance record.

2

Select the certificate file

Choose the final certificate, report, licence or supporting document from your device.

3

Wait for the upload to complete

Keep the page open until Estavo confirms that the file has uploaded successfully.

4

Save the document

Confirm the document is connected to the correct compliance record.

Gas-Safety-Certificate-24-Oak-Avenue.pdf

Property compliance · Gas safety · Uploaded today

Uploaded
File information

Add clear document details

Document title Use a clear title identifying the certificate and property.
Document type Select certificate, report, licence or another relevant category.
Issue date Add the date shown on the certificate where required.
Expiry date Confirm the date matches the connected compliance record.
Reference Record the certificate, inspection or licence number.
Description Add a brief note where the document requires further explanation.
Use consistent file names

A useful format is the compliance type, property and issue year, for example: Gas Safety – 24 Oak Avenue – 2026.

Quality check

Review the uploaded document

  • Open the uploaded file.
  • Confirm every page is present.
  • Check the text and certificate details are readable.
  • Confirm the property address is correct.
  • Check the issue and expiry dates.
  • Review the contractor, inspector or provider details.
  • Confirm the reference matches the compliance record.
  • Check that no unrelated documents were included.
A successful upload does not confirm the document is valid

Estavo stores the document you provide. Review its contents and obtain professional advice where its validity, result or legal effect is uncertain.

Tenant visibility

Manage document sharing

A compliance certificate should only be visible in the Tenant Portal where it is appropriate to share it.

Internal only

The document remains available to the landlord or authorised account users only.

Share with tenant

Make the document available to the selected tenant or tenancy through the Tenant Portal.

Share with all tenancy parties

Make the certificate available to each joint tenant connected to the tenancy.

Remove sharing

Withdraw portal visibility without deleting the document from the compliance record.

Review the file before sharing

Confirm the document does not contain unrelated personal data, internal notes or information that should not be visible to the tenant.

Updated document

Replace an incorrect certificate

Replace a file only where the uploaded document was incorrect, incomplete or unreadable. A new certificate issued during renewal should normally be added as a new compliance record or renewal document.

1

Open the compliance record

Confirm the existing file is genuinely incorrect.

2

Select Replace Document

Use the replace option where it is available.

3

Upload the corrected file

Select the complete and correct certificate.

4

Review the document details

Check the title, dates, reference and sharing settings.

5

Save and open the new file

Confirm the corrected document is now attached and readable.

Do not overwrite historical certificates

When a certificate expires and a new one is issued, retain the old certificate and add the new record so the compliance history remains complete.

File access

View or download a certificate

1

Open the compliance record

Find the relevant property and certificate.

2

Select the document

Open the file preview or document details.

3

Select View or Download

Use the available action to open or save a copy of the document.

4

Protect downloaded copies

Store downloaded documents securely where they contain personal or property information.

File removal

Remove an incorrect document

Remove a file only where it was uploaded by mistake, belongs to another property or is a duplicate with no historical value.

  • Open the document details.
  • Confirm the file is not the only evidence for the compliance record.
  • Check whether the document is shared with a tenant.
  • Download a copy first where it must be retained elsewhere.
  • Select Delete, Remove or Archive Document.
  • Confirm the compliance record still contains the correct information.
Deletion may be permanent

Confirm the file is genuinely incorrect before deleting it. Use archive or replace where those options preserve the required history.

Document allowance

Understand document storage

Uploaded compliance certificates count towards the document-storage allowance connected to your Estavo account.

Included storage The Estavo Free account includes 500 MB of document storage.
Additional storage Storage add-ons can be purchased from the Marketplace within Estavo.
Duplicate documents Removing unnecessary duplicate files can reduce storage usage.
File optimisation Use readable, reasonably compressed files rather than unnecessarily large scans.
Troubleshooting

Common certificate upload problems

The file will not upload

Check the file type, size, internet connection and available account storage.

The upload remains in progress

Keep the page open, check your connection and retry with a smaller file where necessary.

The document is attached to the wrong record

Remove or move the file, then attach it to the correct property compliance record.

The certificate cannot be opened

Download the file to test it and replace it if the original upload is corrupt or incomplete.

The tenant cannot see the certificate

Check that portal access and document sharing are both enabled for the correct tenant.

The tenant sees a private document

Remove the sharing setting immediately and review whether any unrelated information was exposed.

The certificate is securely attached

The next guide explains how to enter and correct compliance expiry dates and understand how those dates affect the record status.

Continue to expiry dates