Create a compliance report
Review recorded compliance items across your portfolio, apply expiry and status filters and identify missing documents, upcoming renewals, overdue records and incomplete dates.
A compliance report uses the compliance records stored against your properties. It can help organise expiry dates, renewals and missing information, but it does not independently confirm that a property meets its legal or regulatory obligations.
What a compliance report can contain
Estavo does not independently verify the validity, authenticity, legal sufficiency or expiry date of a compliance document.
Before creating a compliance report
- Confirm the properties to include.
- Review the required compliance categories.
- Decide whether archived items are relevant.
- Review the expiry period.
- Check recently renewed records.
- Review missing issue or expiry dates.
- Check whether documents are connected correctly.
- Review duplicate compliance items.
- Confirm your account has permission to view the records.
Open the compliance-report area
Open Reports
Select Reports from the main Estavo navigation.
Select Compliance Reports
Open the compliance, expiry or renewal reporting area.
Review the default period
Confirm whether the report initially shows current and upcoming compliance items.
Select which properties to include
All properties
Review compliance records across the complete portfolio, subject to status and archive filters.
Selected properties
Choose one or more properties for a focused compliance review.
Occupied properties
Review properties with current tenancy activity where required.
Historical properties
Include inactive or archived properties for a historical compliance review.
Filter the report by compliance type
- Select one compliance category for a focused review.
- Select multiple categories for a broader report.
- Use all categories for a portfolio-level review.
- Review properties where a required category is missing.
- Check categories recorded under inconsistent names.
- Remove the category filter when investigating missing items.
Filter by valid, expiring, overdue or missing status
Valid
Include records whose recorded expiry date remains in the future.
Expiring
Include items approaching expiry within the selected renewal period.
Overdue
Include records whose stored expiry date has passed.
Missing or incomplete
Include properties or items without the required record, date or document.
An incorrect or missing expiry date can make a valid item appear overdue, missing or outside the report.
Apply an expiry-date range
- Select the start of the expiry-review period.
- Select the end of the period.
- Use upcoming periods for renewal planning.
- Use historical periods to review expired records.
- Widen the range when an expected item is missing.
- Review records without an expiry date separately.
- Check whether the report includes the boundary dates.
Include records with missing documents
A compliance record may contain dates and status information without a connected document. Use the missing-document option where available to identify those records.
- Show compliance records without a connected file.
- Review documents stored against the wrong property.
- Check whether the file is stored in Documents but not linked.
- Review archived or replaced certificates.
- Confirm the correct current version is connected.
- Avoid uploading duplicate files before searching existing documents.
Review archived or replaced compliance items
- Include archived records where historical review is required.
- Check whether a newer replacement exists.
- Review issue and expiry dates on each version.
- Confirm only the current item is treated as active.
- Check the document attached to each record.
- Avoid deleting historical records solely because they are expired.
Generate the compliance report
Confirm the report type
Check that Compliance Report is selected.
Select the property scope
Choose all properties or the required portfolio subset.
Apply categories and status filters
Select compliance types, expiry ranges and missing-record options.
Select Generate Report
Wait for the matching compliance records to load.
Review the report summary
Portfolio compliance report
Example generated report
- Review the number of valid items.
- Check upcoming expiry totals.
- Review overdue records.
- Check missing document or date counts.
- Compare the totals with the expected property portfolio.
- Look for duplicated compliance categories.
Review each compliance item
- Confirm the property address.
- Review the compliance category.
- Check the issue date.
- Review the expiry date.
- Confirm the calculated or recorded status.
- Check whether a document is connected.
- Review the current and archived versions.
- Open any item requiring correction.
Review compliance items approaching expiry
- Sort the report by expiry date.
- Review the earliest expiring items first.
- Confirm the expiry date against the document.
- Check whether a renewal is already underway.
- Review appointments, supplier orders or reminders.
- Update the record when the replacement is received.
- Retain the previous item appropriately.
Track the actual inspection, certificate or licence separately and update the source compliance record when completed.
Review overdue compliance items
- Confirm the expiry date is correct.
- Check whether a replacement record already exists.
- Review documents stored but not connected.
- Check whether the item was archived incorrectly.
- Record any renewal or follow-up action.
- Prioritise the item according to your own process.
- Seek appropriate professional advice where required.
An overdue or valid status is based on the stored record. Confirm the applicable obligation, certificate and timing independently.
Review missing or unexpected compliance information
A compliance item is missing
Remove filters and review active and archived records against the property.
The expiry date is blank
Open the source record and enter the confirmed date.
The status looks incorrect
Review the issue date, expiry date and archive status.
The document is missing
Search Documents and check whether the file is stored but not connected.
A property shows duplicate items
Review current, replacement and archived compliance records.
A renewed item still appears overdue
Confirm the replacement record is active and the previous item is archived correctly.
Update an incorrect compliance record
Open the compliance item
Select the relevant record from the report where linking is supported.
Review the property and category
Confirm the item is connected to the intended property and compliance type.
Correct the dates and document
Update confirmed issue and expiry dates and connect the appropriate file.
Generate the report again
Use the same filters to verify the corrected result.
Export the compliance report
- Review the visible report first.
- Confirm the expiry range and status filters.
- Check the number of included records.
- Select Export or Download where supported.
- Choose the available format.
- Open the downloaded file.
- Confirm the exported rows match the report.
- Store the report securely.
Exported compliance information remains dependent on the source records and should not be presented as independently verified.
Common compliance-report problems
No compliance items appear
Remove filters and confirm records exist against the selected properties.
An expired item is missing
Include overdue and archived records and widen the expiry range.
A valid item appears overdue
Check the recorded expiry date and active record version.
A renewed item appears twice
Review current and archived versions and their statuses.
A document is not shown
Confirm the file is connected to the compliance record rather than only stored in Documents.
The expiry total is incorrect
Review the selected period, missing dates and duplicate records.
The report will not generate
Refresh the page, reduce the property scope and review your permissions.
The export differs from the report
Confirm the same filters and newly generated report were used.
The compliance report has been created
The next guide explains how to create a maintenance report, review open and completed issues, apply priority and status filters and assess recorded maintenance costs.
Continue to maintenance reports