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Properties

Add ownership and mortgage information

Record how a property is owned and maintain relevant purchase, valuation, lender and mortgage information within the property record.

Around 5 minutes Ownership records Mortgage information

Ownership and mortgage information helps you maintain a clearer financial and administrative record for each property. These details are separate from the tenancy and do not need to be visible to tenants.

Ownership structure

Choose the correct ownership type

Select the option that most accurately reflects how the property is legally owned.

Individual ownership

Use where the property is owned by one person in their personal name.

Joint ownership

Use where two or more people own the property together.

Company ownership

Use where a registered company is the legal owner of the property.

Other structure

Use the available notes where the property is held through another recognised ownership arrangement.

Estavo does not verify legal ownership

Enter information based on your own records. Recording an owner in Estavo does not constitute proof of title or replace official legal documents.

Property navigation

Open the ownership and mortgage details

1

Open Properties

Select Properties from the Estavo navigation.

2

Select the property

Search by address, postcode or property reference and open the correct record.

3

Open Edit or Property Details

Find the ownership, purchase, valuation or mortgage section within the property record.

4

Save each update

Review the information carefully before saving the property record.

Owner information

Add the primary ownership details

Ownership type Individual, joint, company or another available option.
Primary owner The main person or organisation connected to the property.
Ownership start date The date the current ownership began, where known.
Ownership percentage Record the owner’s share where the property is jointly held.
Owner reference Add an internal reference where useful.
Ownership notes Record relevant internal information that does not fit within the standard fields.
Multiple owners

Record joint owners

Where a property has more than one owner, add each owner separately rather than placing multiple names in one field.

  • Add the full name of each owner.
  • Record the ownership percentage where known.
  • Confirm the combined percentages are accurate.
  • Add separate contact details only where required.
  • Use notes to explain any unusual ownership arrangement.
Ownership and landlord roles may differ

A property may have several legal owners while one person manages the Estavo account. Keep these roles clear within the property record.

Corporate property ownership

Add company ownership details

Complete the organisation information where a company owns the property.

Company name The registered legal name of the property-owning company.
Company number The official company registration number.
Trading name Add where it differs from the registered company name.
Registered address The company’s registered office or relevant contact address.
Primary contact The person responsible for managing the property.
Contact email and telephone Add the main business contact details where needed.
Acquisition details

Record the property purchase information

Purchase details can support portfolio reporting and property performance calculations.

Purchase date The date the property purchase completed.
Purchase price The amount paid for the property.
Purchase costs Legal fees, taxes, valuation fees or other acquisition costs where recorded.
Initial deposit The cash deposit or contribution used toward the purchase.
Original mortgage amount The mortgage balance at completion.
Purchase notes Relevant internal notes relating to the acquisition.
Use consistent financial figures

Enter purchase and mortgage figures using the same currency and check that amounts do not include unrelated personal costs.

Property finance

Add mortgage information

Mortgage details provide an internal overview of the property’s borrowing position.

Lender name The bank, building society or lender providing the mortgage.
Mortgage account reference The lender’s reference or account number where required.
Mortgage type For example, repayment, interest-only or another available option.
Current balance The latest known outstanding mortgage balance.
Interest rate The current interest rate where you choose to record it.
Monthly payment The normal mortgage payment for the property.
Fixed-rate end date The date the current fixed or discounted rate ends.
Mortgage end date The expected final repayment or maturity date.
Do not store online banking credentials

Never enter banking passwords, memorable words, security answers, one-time codes, card details or other authentication information in Estavo.

Property value

Maintain valuation information

Current valuation information can help with portfolio performance and equity reporting.

1

Enter the current value

Add the latest known or estimated property value.

2

Add the valuation date

Record when the valuation was completed or the estimate was made.

3

Record the valuation source

Note whether the figure came from a surveyor, lender, estate agent or your own estimate.

4

Upload supporting documents

Store the valuation report or related correspondence where available.

Valuation figures may become outdated

Always record the valuation date and source. An old valuation should not be treated as a current market value.

Privacy and security

Protect ownership and mortgage information

  • Keep ownership and mortgage records private unless sharing is genuinely required.
  • Upload only documents relevant to the property.
  • Avoid including unnecessary personal financial information.
  • Review account access if another person helps manage your portfolio.
  • Remove outdated lender contacts while retaining historical documents where required.
  • Use secure devices and passkeys when accessing sensitive property information.
Troubleshooting

Common ownership and mortgage problems

The ownership type is incorrect

Edit the property and select the correct ownership structure before adding further owner information.

Ownership percentages do not add up

Review each owner’s share and correct the figures so they accurately represent the arrangement.

The company owner cannot be found

Enter the company information manually where permitted and verify the registered details against your records.

The mortgage balance is outdated

Update the current balance using the latest mortgage statement and record the date of the figure.

A previous lender still appears

Update the active lender details while retaining previous documents where they form part of the property history.

The property value looks incorrect

Review the valuation amount, date and source and replace outdated estimates where appropriate.

Your ownership records are complete

The next guide explains how to review property income, expenses, rent performance and overall financial performance.

Continue to property performance