Maintenance
Learn how to create maintenance requests, set priorities, assign contractors, record costs, provide updates and retain a complete repair history for each property.
Create your first maintenance request
Start by selecting the property, describing the issue, setting its priority and adding photographs or supporting documents.
Manage repairs from report to completion
Follow these guides to record issues, organise contractors, track costs and maintain a clear property-repair history.
Create a maintenance request
Record a property issue, add its priority, description, location and supporting photographs.
› 02Review a tenant maintenance request
Review issues submitted through the Tenant Portal and confirm the property, details and urgency.
› 03Set maintenance priority
Classify issues as urgent, high priority or routine and update the priority when circumstances change.
› 04Assign a contractor
Add contractor details, assign the repair and record appointments, quotations and progress updates.
› 05Record maintenance costs
Add quotations, approved costs, invoices and payment information connected to the repair.
› 06Add maintenance updates
Record appointments, contractor notes, tenant messages, delays and progress photographs.
› 07Complete a maintenance request
Record the completion date, final cost, outcome, documents and tenant confirmation.
› 08Reopen a maintenance request
Restore a completed repair where the problem remains, returns or requires further work.
›Follow the maintenance workflow
A maintenance record should show what was reported, what action was taken, who completed the work and how the issue was closed.
Issue reported
Add the property, description, location and supporting photographs.
Priority reviewed
Assess the urgency and record the required response level.
Contractor assigned
Record who is responsible and when the work is planned.
Progress tracked
Add updates, quotations, appointments, costs and documents.
Work completed
Record the outcome, final cost and completion evidence.
Organise issues by urgency
The correct priority depends on the circumstances and potential impact. Update it if the situation changes.
Urgent
Use for issues requiring immediate review because of safety, security, major damage or loss of an essential service.
High priority
Use where the issue has a significant effect on the property or tenant and should be addressed promptly.
Routine
Use for non-urgent repairs and planned work that can be scheduled through the normal maintenance process.
Keep the complete repair history together
Each maintenance item can contain the key information needed to understand the issue and how it was handled.
Property and location
Identify the property and the room, area or item affected by the issue.
Description and updates
Store the reported problem, follow-up notes, communication and progress information.
Tenant information
Connect the issue to the relevant tenant and record access or appointment arrangements.
Contractor and appointments
Record the assigned contractor, scheduled visits and work carried out.
Costs and invoices
Store quotations, approved amounts, invoices and final repair costs.
Photographs and documents
Add reported-condition photographs, quotations, invoices and completion evidence.
Estavo does not assess emergencies automatically
The system records the information and priority selected by the user. Urgent safety, security or emergency issues should be assessed and handled through the appropriate emergency, contractor or professional process without relying only on the maintenance record.
Need help with a maintenance record?
Review the frequently asked questions or contact Estavo support if you cannot create, update, assign or complete a maintenance request.