Manage document storage
Review your available storage, identify unnecessary or duplicated files and add more document capacity through the Estavo Marketplace when required.
Document storage is used by files uploaded directly, received from tenants or connected to property, tenancy, compliance, maintenance and financial records. Archived documents normally continue to use storage because the files remain in the account.
How document storage works
Estavo calculates storage using the files held within your account. The storage view shows how much capacity has been used and how much remains available.
Document storage
Example account-storage display
Recently uploaded or deleted documents may not appear in the displayed total immediately.
Understand your included storage
Estavo accounts include 500 MB of document storage. This storage can be used across properties, tenants, tenancies, compliance, maintenance, financials and communication records.
- Property documents use the same account allowance.
- Tenant-uploaded files count towards storage.
- Compliance certificates count towards storage.
- Maintenance photographs and invoices use storage.
- Archived files generally remain included in usage.
- Duplicate documents use additional capacity.
- Additional storage can be added through the Marketplace.
Open the storage-usage area
Open Documents
Select Documents from the main Estavo navigation.
Open Storage or Usage
Select the document-storage or account-usage area.
Review the current allowance
Check the total storage, used capacity and remaining space.
Open the document list
Use file size, category, date and status filters to review stored files.
Review where storage is being used
Find the largest stored files
Open the document list
Display active and archived records where required.
Sort by file size
Place the largest files at the top of the list where the option is available.
Open each large file
Confirm the document is valid, complete and required.
Review alternatives
Replace unnecessarily large images or scans only where the replacement remains readable and complete.
A smaller file is not useful if important text, signatures, dates or images can no longer be read.
Review duplicate documents
Repeated manual upload
The same document was uploaded more than once from the landlord account.
Tenant and landlord copy
A tenant upload duplicates a file already stored by the landlord.
Old and current version
Similar files may be valid separate versions and should not automatically be treated as duplicates.
Maintenance photographs
Repeated images may have been attached to several updates or requests.
- Compare the complete files.
- Review upload dates and sources.
- Check category and property connections.
- Confirm which record has the valid activity history.
- Retain the current and correctly connected copy.
- Delete only the confirmed duplicate.
Review archived documents
Archived documents remain useful where they support earlier tenancies, expired compliance records, completed repairs or historical financial activity.
- Filter documents by Archived status.
- Review why each file was archived.
- Check whether a current replacement exists.
- Confirm historical records remain properly connected.
- Remove only files that should no longer be retained.
- Do not delete valid history solely to free storage.
The file remains stored even though it is removed from the normal active document list.
Review tenant-uploaded files
- Filter by Awaiting Review.
- Open every submitted file.
- Check whether it responds to the request.
- Review rejected or incomplete uploads.
- Check whether replacement files were submitted.
- Remove mistaken uploads where retention is unnecessary.
- Keep accepted files correctly titled and categorised.
- Complete or cancel old document requests.
Remove unnecessary documents safely
Open the document
Confirm it is the file you intend to remove.
Review its connected records
Check property, tenancy, compliance, maintenance and financial links.
Confirm a valid copy remains
Where removing a duplicate, retain the correct current version.
Select Delete
Use permanent removal only where the file should no longer remain in Estavo.
Review storage usage
Allow time for the storage total to update after deletion.
Add more storage where required rather than removing documents that remain relevant to property, tenancy, compliance, maintenance or financial records.
Add more storage through the Marketplace
Open Marketplace
Select Marketplace from inside your Estavo account.
Open Storage
Review the available document-storage add-ons.
Select the required capacity
Choose the storage amount suitable for your expected document use.
Review the purchase details
Check the capacity, price and account before confirming.
Complete the in-app purchase
Follow the payment steps shown within Estavo.
Review the updated allowance
Return to the storage view and confirm the new capacity appears.
Choose a storage add-on
Suitable for growing portfolios with regular property and tenancy uploads.
Suitable for larger portfolios and higher document volumes.
Suitable for substantial document, image and historical record requirements.
Available capacity, pricing and purchase terms are shown inside Estavo and may change over time.
After adding document storage
- Return to the storage-usage page.
- Confirm the total allowance increased.
- Review the remaining available capacity.
- Check the Marketplace order or payment record.
- Retry any document upload that previously failed.
- Continue reviewing duplicate and unnecessary files.
- Contact support if the allowance does not update.
What happens when storage is full?
New document uploads may be restricted until sufficient storage becomes available or additional capacity is added.
- Review the displayed storage total.
- Check for failed or incomplete uploads.
- Review confirmed duplicate files.
- Remove mistaken uploads that should not be retained.
- Add storage through the Marketplace.
- Retry the upload after capacity becomes available.
Check the document list after a storage-related failure before trying again, otherwise a partial or duplicate record may be created.
Common document-storage problems
Storage usage looks incorrect
Refresh the page and allow time for recent uploads or deletions to be processed.
Archived files still use storage
Archived documents remain stored and normally continue to count towards usage.
Deleted storage has not returned
Allow the usage total to refresh and confirm the document was permanently deleted.
A storage add-on is missing
Review the Marketplace purchase status and confirm it was completed on the correct account.
Uploads remain blocked after adding storage
Refresh the account, review the updated allowance and try the upload again.
The same file appears several times
Compare the upload dates, sources and connected records before removing duplicates.
A large file cannot be uploaded
Check both the account storage and the individual file-size limit shown in the upload form.
The storage page is unavailable
Check your account permissions or contact Estavo support.
The document storage is under control
This completes the Documents documentation category. The next category covers email, portal messaging, communication history and contact activity.
Continue to communication