Upload a document
Add a document to Estavo, connect it to the correct property, tenancy, tenant or operational record and control who can view it.
Each uploaded document should have a clear title, suitable category, correct record connection and appropriate visibility setting. Review the file after upload before relying on it or making it available to a tenant.
Before uploading the document
- Confirm the file belongs to the correct property.
- Check that the file opens successfully.
- Review whether all pages are included.
- Confirm the document is readable.
- Check the title, date and parties shown on the file.
- Remove unnecessary duplicate copies.
- Confirm whether the document contains personal data.
- Decide whether the tenant should be able to view it.
- Check whether an older version already exists.
- Review your available storage.
Uploading repeated copies can use unnecessary storage and make it unclear which version is current.
Check the file requirements
Supported file type
Use a supported document or image format shown in the Estavo upload form.
File size
Check the file does not exceed the upload limit shown inside the system.
Readable document
Use a clear scan or original digital file rather than a blurred or cropped image.
Safe file name
Use a descriptive file name without unnecessary special characters.
Choose or drag a file to upload
The exact file formats and upload limit are displayed in the Estavo document-upload area.
Open the document upload area
Open Documents
Select Documents from the main Estavo navigation.
Review the current document list
Search for an existing version using the title, property, category or date.
Select Upload Document
Open the file-upload and document-details form.
Select the document file
Select Choose File
Open the file picker or drag the document into the upload area where supported.
Choose the correct file
Check the file name, type and location before confirming.
Wait for the file to load
Confirm the file name appears in the upload form before continuing.
A similar file name can make it easy to upload the wrong property or tenant document.
Add a clear document title
Titles such as “document”, “scan” or “file 1” make the record difficult to identify later.
Select the document category
Property
Ownership, mortgage, valuation, insurance and general property records.
Tenancy
Tenancy agreements, inventories and tenancy-related records.
Compliance
Certificates, inspection records and supporting compliance documents.
Maintenance
Quotations, contractor reports, invoices and repair evidence.
Financial
Invoices, receipts, statements and other financial records.
Other
Use only when no more specific category applies.
Connect the document to the correct record
A maintenance invoice can be connected to both the property and the relevant maintenance request.
Add the relevant document dates
Enter the date shown on the record rather than using the date it was uploaded.
Choose the document visibility
Landlord-only document
Use for files that should not be displayed through the Tenant Portal.
Available through the portal
Use when the connected tenant should be able to view or download the file.
Sent to an authorised recipient
Use the document-sharing workflow where a file needs to be sent or made available directly.
Check that it does not contain unrelated tenant information, internal notes, supplier banking details or other information that should remain private.
Add a document description or note
- Explain what the document contains.
- Record the relevant property or tenancy period.
- Identify whether it replaces an earlier file.
- Record the supplier or issuer where useful.
- Add a document reference where available.
- Avoid unnecessary personal or sensitive information.
- Do not use notes to alter the meaning of the file.
Save the document
Review the selected file
Confirm the correct file name and type appear in the form.
Review the document details
Check the title, category, date and connected record.
Confirm the visibility
Ensure the document is private or tenant-visible as intended.
Select Upload or Save
Wait for the upload process to complete.
Confirm the success message
Check that Estavo confirms the document was uploaded successfully.
Review the uploaded document
Gas Safety Certificate 2026
24 Oak Avenue · Compliance document
- Open the document.
- Confirm every page is present.
- Check that the file is readable.
- Review the property and record connection.
- Confirm the category.
- Review the document and expiry dates.
- Check the visibility setting.
- Confirm the document appears in the correct area.
Estavo stores and organises the file. It does not independently confirm that the document is valid, complete, correctly signed or suitable for a legal or compliance purpose.
Replace an incorrect uploaded file
Open the incorrect document
Confirm that the wrong file was uploaded or that the file is incomplete.
Review whether it has been shared
Check tenant visibility and any previous sharing activity.
Select Replace or Upload New Version
Use the version-replacement workflow where available.
Upload and review the correct file
Confirm the new version opens correctly and has the intended visibility.
Common document-upload problems
The file will not upload
Check the file type, size, internet connection and available storage.
The upload stops before completion
Check the connection, refresh the page and confirm whether the file was created before trying again.
The document cannot be opened
Confirm the original file opens correctly and upload a new valid copy.
The wrong property was selected
Edit the document connection and review its visibility before saving.
The tenant cannot see the document
Check the connected tenancy, tenant record and tenant-visibility setting.
The tenant can see a private document
Change the visibility immediately and review whether the file was shared elsewhere.
The same document appears twice
Review the upload dates and retain the correct current version.
Storage is full
Remove unnecessary duplicates or add more storage through the Marketplace.
The document is uploaded
The next guide explains how to use document categories consistently across property, tenancy, compliance, maintenance and financial records.
Continue to document categories