Upload property documents
Upload, organise and manage documents against the correct property so that certificates, invoices, photographs and supporting records remain easy to find.
Property documents are stored against a specific property, keeping the file connected to the relevant address and property history. Documents can also be linked to more specific areas such as compliance, tenancies, maintenance or financial records where appropriate.
Documents you can store
Property document storage can be used for a wide range of files relating to the management and history of the property.
Compliance documents
EPCs, gas safety certificates, electrical reports, licences and inspection documents.
Ownership documents
Purchase records, title information, mortgage correspondence and insurance documents.
Financial documents
Invoices, receipts, contractor costs, mortgage statements and property expense records.
Photographs
Condition photographs, inspection images, maintenance evidence and property inventory photos.
A gas safety certificate should normally also be connected to the relevant compliance item, while a repair invoice may be better linked to the related maintenance record.
Upload a document to a property
Open the property
Go to Properties and select the property the document relates to.
Open the Documents tab
Select the property’s Documents section to view existing files.
Select Upload Document
Choose the upload button and select the file from your computer, tablet or mobile device.
Add the document details
Enter a clear title, choose the document type and add any relevant dates or notes.
Confirm the property and visibility
Check that the document is linked to the correct property and confirm whether it should remain private or be shared where that option is available.
Save the document
Select Upload or Save and wait for the upload to complete before leaving the page.
Add clear document details
Good document naming makes files easier to find later, particularly when a property has many years of records.
- Use a meaningful title, such as Gas Safety Certificate 2026.
- Select the most appropriate document category.
- Add the document date or issue date where relevant.
- Record expiry or renewal dates through the related compliance record.
- Add a short description where the document purpose is not immediately clear.
- Avoid generic names such as scan.pdf or document1.jpg.
Organise and find property documents
Use the available categories, search and filters to locate documents without opening each file individually.
Search by title
Search using the document title, filename or a relevant keyword.
Filter by category
Narrow the list to compliance, financial, maintenance, tenancy or general property documents.
Sort by date
Review the newest or oldest uploads and locate the most recent version of a file.
Check the linked record
Confirm whether the file is linked only to the property or also to a tenancy, compliance or maintenance record.
Preview or download a document
Depending on the file type, Estavo may allow you to preview the document in the browser or download it to your device.
- Select the document from the property document list.
- Use Preview to view supported files in the browser.
- Use Download when you need a local copy.
- Check the document title and property before downloading sensitive files.
- Store downloaded documents securely on your own device.
Replace or upload a newer document
Where a certificate, policy or other document is renewed, upload the new file and keep the related record accurate.
Open the existing document or related record
Review the old file before adding the new version.
Upload the replacement
Use the replacement option where available, or upload the new file as a separate document.
Update the title and dates
Make it clear which file is current and update any issue, expiry or renewal information.
Archive or retain the old file
Keep the previous document where it forms part of the property history. Avoid deleting records that may still be required.
Delete a property document
Delete documents only where the file is incorrect, duplicated or no longer legitimately required.
Check whether the file is connected to a tenancy, compliance, maintenance or financial record before deleting it. Where possible, archive historical documents instead.
Manage your document storage
Estavo currently includes 500 MB of document storage with the landlord account. Your storage usage increases as files are uploaded.
- Review your current storage usage from the account or document storage area.
- Avoid uploading duplicate files unnecessarily.
- Compress very large images or PDF files where practical.
- Remove incorrect uploads that are no longer needed.
- Purchase additional storage through the Estavo Marketplace when required.
Storage upgrades are purchased through the Marketplace within the system rather than through the public Estavo website.
Common document problems
The file will not upload
Check the file size, internet connection and whether the selected file type is supported.
Storage is full
Remove unnecessary duplicate files or purchase additional storage through the Marketplace.
The document is linked to the wrong property
Edit the document link where available, or remove the incorrect upload and upload it again against the correct property.
The preview does not open
Download the document instead. Some file types may not support browser preview.
The tenant cannot see the document
Uploading a document does not automatically share it. Confirm that the file has been explicitly shared with the relevant tenant.
The document appears twice
Check whether the same file was uploaded against both the property and a related record. Remove only the unnecessary duplicate.
Your property documents are organised
The next guide covers recording ownership, company and mortgage information against the property.
Continue to ownership and mortgage