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Reports

Export or download a report

Review the report scope, filters, totals and visible records, choose an available export format and store downloaded files securely when they contain personal, property or financial data.

Around 4 minutes Report export Downloaded file

Exporting creates a separate file containing the report information available at that time. Later changes made in Estavo do not automatically update a file that has already been downloaded.

Export process

How report exports work

1

Estavo generates the report

The report is created using the current source records, selected properties, date range and active filters.

2

You review the visible result

Confirm the report title, totals, filters and rows before exporting.

3

Estavo prepares the available file

The supported export format depends on the report and the options available to your account.

4

The file is saved to your device

The downloaded copy becomes separate from the live records stored in Estavo.

An exported report is a snapshot

Correcting a property, tenancy, compliance, maintenance or financial record after export does not alter the previously downloaded file.

Preparation

Before exporting a report

  • Confirm the correct report type.
  • Review the property or portfolio scope.
  • Check the reporting period.
  • Review all active filters.
  • Confirm archived records are included or excluded intentionally.
  • Review totals and visible rows.
  • Correct incomplete source records where required.
  • Confirm your account can export the report.
  • Decide where the file will be stored.
  • Consider who will be allowed to access it.
Navigation

Open the report you want to export

1

Open Reports

Select Reports from the main Estavo navigation.

2

Select the report type

Open the property, tenancy, compliance, maintenance or financial report.

3

Generate the report

Apply the required filters and wait for the report results to appear.

Export scope

Review the filters that will affect the export

Property scope Confirm whether the report includes one property, several properties or the complete portfolio.
Date range Check the report start and end dates and which date field the report uses.
Status Review whether active, historical, overdue, completed or archived records are included.
Tenant or tenancy Confirm any person or tenancy-specific filter.
Category Review compliance, maintenance or financial category selections.
Record condition Check whether missing, incomplete or review-required records are included.
Hidden filters can affect the exported file

Review the active-filter summary before exporting, particularly after running several reports in the same session.

Quality check

Review the report before downloading it

  • Check the report title.
  • Review the generation date or time where shown.
  • Confirm the reporting period.
  • Review the number of matching records.
  • Check totals and summary figures.
  • Review missing or blank values.
  • Look for duplicate rows.
  • Confirm archived records are treated correctly.
  • Open and correct source records before exporting where necessary.
Export action

Select Export or Download

Report export

Example export summary before file generation.

Ready to export
Report Selected Estavo report
Records Matching filtered rows
Format Available export option
Date range Selected reporting period
Generated Current report version
Access Subject to account permissions
  • Locate the Export or Download action.
  • Check whether the action exports all rows or only visible rows.
  • Review whether a file-format choice is displayed.
  • Confirm the report has finished generating.
  • Select the export action once.
  • Wait for the file preparation to complete.
File format

Choose an available export format

CSV

Suitable for structured rows that need to be opened in spreadsheet or accounting software.

Printable document

Suitable where Estavo provides a formatted report or print-ready document option.

Other supported formats

Some report types or account plans may provide additional export options.

Available formats may vary

Use only the file formats displayed for the selected report and account.

Save the export

Download the report file

1

Select the available format

Choose the file option displayed by Estavo.

2

Wait for file preparation

Large reports can take longer to prepare than smaller reports.

3

Save the file

Use your browser or device download process.

4

Open the downloaded file

Confirm that the file opens and contains the expected report.

Export validation

Verify the downloaded report

  • Check the file opens successfully.
  • Confirm the report title or subject.
  • Review the reporting period.
  • Check the number of exported rows.
  • Compare totals with the screen.
  • Review property, tenant and tenancy connections.
  • Check special characters and long text fields.
  • Review blank or incomplete values.
  • Confirm no unexpected records were included.
Spreadsheet applications can reformat data

Dates, long numbers, postcodes and references may display differently after opening a CSV file. Compare important fields with the Estavo report.

File organisation

Rename the exported file clearly

Include the report type

Use a clear reference such as property, tenancy, compliance, maintenance or financial report.

Include the reporting period

Add the month, quarter, year or date range where useful.

Include the portfolio scope

Identify the relevant property or portfolio subset where appropriate.

Avoid personal information

Do not place unnecessary tenant or sensitive information in the file name.

File security

Store the downloaded report securely

  • Save the file only to an approved device or location.
  • Restrict access to authorised people.
  • Avoid leaving reports in a shared download folder.
  • Use encrypted storage where appropriate.
  • Do not store sensitive reports on an unsecured public device.
  • Review cloud-folder permissions.
  • Remove temporary duplicate copies.
  • Follow your own backup and retention procedures.
Reports can contain sensitive information

Property, tenancy and financial exports may contain personal details, addresses, rent information, arrears, costs or transaction data.

External access

Share exported reports carefully

  • Confirm the recipient is authorised to receive the report.
  • Review the file before sending it.
  • Remove unnecessary rows or fields where appropriate.
  • Check that the correct version is attached.
  • Use a secure sharing method.
  • Avoid sending sensitive files to an unverified address.
  • Record the purpose of the disclosure where required.
  • Do not share account passwords or authentication details.
File lifecycle

Review how long the exported file is retained

Exported files exist outside Estavo and must be managed according to your own retention, access-control and deletion procedures.

  • Identify why the report was exported.
  • Keep it only for as long as required.
  • Review duplicate and superseded versions.
  • Delete temporary copies securely.
  • Check local and cloud recycle bins where appropriate.
  • Retain necessary business records according to your own obligations.
  • Seek appropriate advice where retention requirements are unclear.
Updated reports

Regenerate a report after records change

1

Correct the source records

Update the relevant property, tenancy, compliance, maintenance or financial data.

2

Open the report again

Reapply the same date range and filters.

3

Generate a new result

Confirm the correction appears in the live report.

4

Export a new file

Replace or clearly distinguish the previous version according to your own process.

Export failure

Review an export that does not complete

  • Confirm the report generated successfully on screen.
  • Check whether the browser blocked the download.
  • Review the browser download history.
  • Check whether the file was saved to a different folder.
  • Reduce the report date range or property scope.
  • Remove unnecessary filters and generate again.
  • Confirm your account has export permission.
  • Try one export attempt rather than repeated clicks.
  • Record any displayed error message.
Check for an existing file before retrying

A download can complete without opening automatically. Review your download folder before generating another copy.

Troubleshooting

Common report-export problems

The Export button is missing

Check the report type, account permissions and whether export is supported.

The file does not download

Review browser download permissions and download history.

The exported file is empty

Confirm the report contains matching records before export.

Some rows are missing

Review filters, archived records and whether the export includes all pages or visible rows only.

The totals differ from the screen

Regenerate the report and confirm the same filters and reporting period.

Dates display incorrectly

Check the spreadsheet application’s date formatting and compare with Estavo.

Postcodes or references changed

Review automatic spreadsheet formatting and import the column as text where required.

The file contains outdated information

Correct the source records, regenerate the report and export a new version.

The report has been exported

The next guide explains how to identify missing or incomplete report data, review filters and correct the underlying source records before generating the report again.

Continue to missing report data