Record maintenance costs
Add contractor quotations, approved amounts, invoices, payments and final repair costs to the maintenance record.
Maintenance costs should be recorded against the relevant repair so the quotation, approval, invoice and final amount remain connected to the property and contractor history.
Understand maintenance cost records
The quoted amount, approved amount, invoiced amount and amount paid may be different. Record each stage accurately rather than replacing earlier figures.
Where the final invoice differs from the quotation, keep both amounts and record the reason for the difference.
Before recording maintenance costs
- Confirm the correct property and maintenance request.
- Review the assigned contractor.
- Check whether the cost is a quotation or final invoice.
- Confirm whether tax is included where relevant.
- Review the scope of work.
- Check whether the cost has been approved.
- Confirm whether any payment has already been made.
- Prepare the quotation, invoice or receipt for upload.
- Check for an existing cost entry before adding another.
Open the maintenance cost section
Open Maintenance
Select Maintenance from the main Estavo navigation.
Find the repair request
Search by property, request title, contractor or status.
Open Costs or Financials
Select the area containing quotations, invoices and payment information.
Review existing entries
Confirm the cost has not already been recorded before adding another item.
Record a contractor quotation
Select Add Quotation
Open the quotation entry form within the maintenance request.
Enter the quotation details
Add the contractor, amount, date and scope of work.
Upload the quotation
Attach the written quotation or contractor estimate where available.
Save the quotation
Confirm it appears against the correct maintenance request.
Record an approved maintenance cost
- Open the contractor quotation.
- Review the quoted scope and amount.
- Check whether the cost includes labour, parts and tax.
- Confirm any exclusions or limitations.
- Record the approval date.
- Set the quotation status to approved where appropriate.
- Add an approval note where useful.
- Confirm the contractor can proceed.
Estavo records the approval decision. Any contractor instruction or payment must still be completed through the relevant external process.
Record the maintenance invoice
INV-2026-184 · Oakfield Plumbing Services
Boiler repair · £525.00 · Issued 31 July 2026
The quotation shows the proposed amount, while the invoice records the final contractor charge.
Record payment information
Recording an invoice as paid does not transfer funds. Complete the payment through your bank or payment provider and then update the record.
Add additional maintenance costs
Parts and materials
Add additional materials not included in the original quotation.
Call-out charges
Record inspection, emergency call-out or attendance charges.
Follow-up work
Add costs for additional visits or work identified after the first inspection.
Multiple contractors
Record each contractor’s quotation and invoice separately within the same repair history.
- Add a clear description for each extra cost.
- Record the contractor or supplier.
- Add the date the cost was incurred.
- Upload the supporting receipt or invoice.
- Avoid combining unrelated costs into one entry.
- Check that the cost belongs to the correct property.
Confirm the final maintenance cost
- Review every quotation.
- Confirm the approved amount.
- Check all contractor invoices.
- Review additional parts and call-out costs.
- Confirm payment records.
- Check for duplicated entries.
- Record the final total cost.
- Add a note explaining any material difference from the quotation.
- Confirm the final invoice and receipt are attached.
Review connected financial records
Depending on the Estavo workflow, a maintenance cost may also appear in property expenses or financial reporting.
Property expense
Check whether the final cost is linked to the correct property expense category.
Transaction record
Confirm the actual outgoing payment is recorded where transactions are maintained.
Performance reporting
Review whether the repair cost appears within the relevant property-performance period.
Tax reporting
Use professional advice when determining the correct accounting or tax treatment.
The system organises the information entered. Check the appropriate expense, accounting and tax treatment with a qualified professional.
Edit an incorrect maintenance cost
Open the maintenance request
Confirm the property and cost entry before editing.
Open the quotation, invoice or payment
Identify the specific entry containing the incorrect information.
Select Edit
Correct the amount, date, reference, contractor or status.
Review supporting documents
Replace an incorrect invoice or receipt where necessary.
Save and review the total
Confirm the final maintenance cost and connected financial records are now correct.
Where a quotation changed or an additional invoice was issued, retain the earlier entry and add the updated cost rather than removing correct history.
Common maintenance cost problems
The total cost is too high
Check for duplicated invoices, quotations or additional cost entries.
The quotation is shown as the final cost
Add the contractor invoice and confirm the final invoiced or paid amount.
The invoice cannot be uploaded
Check the file size, format, internet connection and available document storage.
The invoice is linked to the wrong request
Remove or move it, then upload it to the correct property maintenance record.
A paid invoice still shows unpaid
Add the payment date, amount, reference and paid status.
The property expense is missing
Review whether the cost has been linked or added to the property financial record.
The maintenance costs are recorded
The next guide explains how to add dated maintenance updates, contractor notes, appointment changes and progress photographs.
Continue to maintenance updates