Complete a maintenance request
Confirm the repair outcome, record the completion date and final cost, attach supporting evidence and close the request with a clear property-maintenance history.
Completing a maintenance request confirms that the reported issue has reached its recorded outcome. Review the work, costs, documents, contractor activity and tenant communication before changing the request to completed.
Before completing the request
- Confirm the contractor or responsible person has completed the recorded work.
- Review the original issue description.
- Check the latest contractor update.
- Confirm whether further work is required.
- Review outstanding appointments.
- Check the final invoice and repair cost.
- Confirm completion photographs or documents are available.
- Review whether the tenant has been updated.
- Check that no reminders remain unnecessarily open.
Complete the request based on the known outcome. A separate guide explains how to reopen the record if the issue later returns or further work is required.
Complete the final maintenance checks
Repair outcome
Confirm what was repaired, replaced, inspected or otherwise resolved.
Contractor activity
Check the final contractor note and completion information.
Final cost
Confirm quotations, invoices, additional costs and payments.
Evidence
Upload completion photographs, reports, invoices or certificates.
Tenant update
Confirm the tenant has received the appropriate completion message.
Diary cleared
Complete or update outstanding appointments and reminders.
Open the maintenance request
Open Maintenance
Select Maintenance from the main Estavo navigation.
Find the active request
Search by property, issue title, contractor, tenant or status.
Review the complete activity history
Check the original report, appointments, contractor updates, costs and latest progress.
Select Complete Request
Open the completion form or status action where available.
Record the repair outcome
Record what was reported as completed, the known result and any remaining action. Avoid unsupported statements about technical safety or certification.
Add the completion date
Do not use the invoice date or the date the request was reviewed unless that was also the date the work was completed.
Confirm the final maintenance cost
- Review the original quotation.
- Confirm the approved amount.
- Check the contractor invoice.
- Review any additional call-out, parts or labour charges.
- Confirm the amount paid.
- Check the payment status.
- Review whether the expense is connected to the correct property.
- Add a note explaining any difference from the quotation.
- Confirm all invoices and receipts are attached.
A repair can be completed while its invoice remains unpaid. Record the maintenance status and invoice status independently.
Add completion evidence
Completion photographs
Add clear images showing the repaired or replaced item where available.
Contractor report
Upload the written report or job sheet supplied after the work.
Final invoice
Attach the invoice showing the final contractor charge.
Warranty information
Retain any relevant product, parts or workmanship guarantee.
Select Add Attachment
Open the completion or document area within the maintenance request.
Select the completion file
Upload the relevant photograph, invoice, report or warranty document.
Add a descriptive title
Identify the repair, document type and completion date.
Review tenant visibility
Confirm whether the tenant should be able to view the document.
Save and verify the upload
Open the file and confirm it belongs to the correct request.
Update the tenant
- Confirm the recorded work has been completed.
- Summarise the repair outcome.
- Explain any remaining monitoring or follow-up.
- Ask the tenant to report if the issue returns.
- Confirm whether another appointment is required.
- Share appropriate documents where relevant.
- Avoid sharing invoices or internal contractor notes unless appropriate.
- Check the message is visible through the Tenant Portal.
- Retain the communication in the maintenance history.
Record whether the tenant confirmed the outcome, where this forms part of your process. Do not delay accurate record completion solely because no portal reply has been received.
Close appointments and reminders
Contractor appointments
Mark the final contractor visit as attended or completed.
Follow-up reminders
Complete reminders that no longer require action.
Awaiting quotation
Close any quotation task that was replaced by the final invoice or approved work.
Future monitoring
Retain or create a future diary item where the repair requires later review.
Mark the maintenance request as completed
Review the completion form
Confirm the outcome, completion date, contractor and final cost.
Check the supporting evidence
Confirm relevant documents and photographs are attached.
Review outstanding action
Ensure no required work, appointments or updates remain unresolved.
Select Complete
Change the request status to completed.
Review the completed record
Confirm it appears in completed maintenance and remains available within the property history.
Kitchen tap leak repaired
24 Oak Avenue · Completed 31 July 2026
Review the request after completion
- Confirm the request appears under completed maintenance.
- Check the completed record remains linked to the property.
- Review the completion date and outcome.
- Confirm the final cost and invoice status.
- Check that contractor activity remains visible.
- Review tenant communication.
- Confirm completion evidence opens correctly.
- Check whether a future reminder is required.
- Reopen the request if the same issue returns.
Completed records can support future repairs, property reviews, cost analysis and contractor management. Do not delete them simply because the work has finished.
Common completion problems
The Complete option is unavailable
Check whether required outcome, date or status fields remain incomplete.
The final cost is incorrect
Review duplicated invoices, additional costs and payment entries.
The request still appears active
Confirm the completed status saved successfully and refresh the maintenance list.
The tenant cannot see the completion update
Check whether the message was saved as an internal note and review portal visibility.
An appointment remains overdue
Complete or cancel the outstanding diary item separately from completing the request.
The problem returned after completion
Reopen the existing maintenance request to retain the previous repair history.
The maintenance request is completed
The next guide explains how to reopen a completed request when the same problem returns or further work is required.
Continue to reopen a maintenance request