Create a maintenance report
Review maintenance activity across your portfolio, apply property, priority, status and date filters and identify open, overdue, scheduled and completed issues together with recorded costs.
A maintenance report uses the repair and maintenance records stored in your Estavo account. It can help organise workload, priorities, completion activity and recorded costs, but it does not independently verify that work was completed or that a property is safe.
What a maintenance report can contain
Estavo does not independently confirm the quality, safety, completion or cost of maintenance work.
Before creating a maintenance report
- Confirm the properties to include.
- Review the required reporting period.
- Decide which statuses are relevant.
- Review emergency and urgent records.
- Check scheduled appointments.
- Review completed issues without completion dates.
- Check contractor connections.
- Review estimates, invoices and final costs.
- Check for duplicate maintenance records.
- Confirm your account can view the relevant properties.
Open the maintenance-report area
Open Reports
Select Reports from the main Estavo navigation.
Select Maintenance Reports
Open the maintenance or repair-reporting area.
Review the default view
Confirm whether the report initially shows open and active issues only.
Select which properties to include
All properties
Review maintenance activity across the full portfolio, subject to status and date filters.
Selected properties
Choose one or more properties for a focused operational review.
Occupied properties
Review maintenance affecting current tenancies where required.
Archived properties
Include historical properties when reviewing earlier maintenance or costs.
Filter by open, scheduled, completed or overdue status
Open
Include reported issues that have not yet reached a completed or cancelled status.
Scheduled or in progress
Review issues with an appointment, contractor or active work stage.
Completed
Include maintenance marked complete within the selected period.
Overdue
Review records whose scheduled or target date has passed without completion.
A completed repair can continue to appear open or overdue when the maintenance record has not been updated.
Filter maintenance records by priority
- Select emergency or urgent records for immediate review.
- Include high-priority work requiring close monitoring.
- Review medium and low-priority records separately.
- Check records without a priority.
- Remove the priority filter when investigating a missing issue.
- Correct inconsistent priority levels on the source record.
Review urgent or safety-related issues directly and use an appropriate emergency process where required.
Apply the relevant maintenance date range
- Select the report start date.
- Select the report end date.
- Check whether the filter uses reported, scheduled or completed dates.
- Use a wider date range when expected issues are missing.
- Review open issues reported before the selected period.
- Check records without a completion date.
- Confirm boundary dates are included as expected.
Filter the report by maintenance category
- Select heating, plumbing, electrical or another category.
- Use several categories for a broader operational review.
- Review uncategorised issues separately.
- Check whether similar issues use inconsistent categories.
- Remove the category filter when investigating a missing item.
- Update the source record where the category is incorrect.
Filter maintenance activity by contractor
- Select one contractor to review assigned work.
- Review unassigned maintenance items.
- Check contractor names for duplicate records.
- Review work assigned to an inactive contractor.
- Compare scheduled and completed activity.
- Review costs recorded against each contractor where available.
Generate the maintenance report
Confirm the report type
Check that Maintenance Report is selected.
Select the property scope
Choose the full portfolio or the required properties.
Apply status, date and priority filters
Add category or contractor filters where required.
Select Generate Report
Wait for the matching maintenance records to load.
Review the report summary
Portfolio maintenance report
Example generated report
- Review open and overdue totals.
- Check scheduled and in-progress work.
- Review completed issues in the period.
- Check urgent and high-priority counts.
- Review records without contractors or dates.
- Compare the totals with the maintenance dashboard.
Review each maintenance record
- Confirm the property address.
- Review the issue title and category.
- Check the priority.
- Review the current status.
- Check the reported and scheduled dates.
- Review the contractor.
- Check recorded costs.
- Review notes, attachments and tenant updates.
- Open any issue requiring correction.
Review overdue maintenance issues
- Confirm the target or scheduled date.
- Check whether the work was completed but not updated.
- Review contractor communication.
- Check tenant updates and access arrangements.
- Review the current priority.
- Record a revised appointment where appropriate.
- Update the source record rather than only the report.
Review completed maintenance records
- Confirm the completion date.
- Review the work summary.
- Check contractor details.
- Review photographs, invoices or supporting documents.
- Confirm the final cost where recorded.
- Check whether the tenant received an update.
- Review whether further work remains outstanding.
Review the contractor information, evidence and property condition separately before relying on the maintenance record.
Review estimated and final costs
Estimate
Review the expected cost recorded before or during the work.
Final cost
Check the amount recorded after completion.
Invoice
Confirm the relevant invoice or supporting document is stored where required.
Financial connection
Review whether the cost was also recorded correctly in the financial area.
Use the financial records and transaction history to confirm amounts actually paid, owed or categorised.
Review missing or unexpected maintenance information
An issue is missing
Remove filters, widen the date range and check the source status.
The property is blank
Review the maintenance record’s property connection.
The contractor is missing
Check whether the work was assigned or recorded against another contractor.
A completed issue appears open
Update the status and completion date on the source record.
The cost is blank
Review whether an estimate, invoice or final amount was entered.
An issue appears twice
Check for duplicate maintenance requests or related follow-up records.
Search open, completed and archived maintenance records before adding another entry.
Update an incorrect maintenance record
Open the maintenance issue
Select the relevant record from the report where linking is supported.
Review the source information
Check the property, status, priority, dates, contractor and costs.
Save the corrections
Confirm the maintenance record updates successfully.
Generate the report again
Use the same scope and filters to verify the corrected output.
Export the maintenance report
- Review the visible report first.
- Confirm the date range and filters.
- Check the number of included records.
- Select Export or Download where supported.
- Choose the available format.
- Open the exported file.
- Confirm its rows match the displayed report.
- Store the report securely.
Store and share downloaded maintenance reports according to your own access-control and data-protection procedures.
Common maintenance-report problems
No maintenance issues appear
Remove filters and confirm records exist for the selected properties.
An old issue is missing
Widen the date range and include completed or archived records.
An issue appears overdue incorrectly
Review the target date, scheduled date and current status.
A completed record has no cost
Check whether a final cost or invoice was entered.
The contractor filter returns nothing
Review how the contractor is recorded and remove the filter.
The totals are too high
Check duplicate records, repeated follow-ups and included historical issues.
The report will not generate
Refresh the page, reduce the scope and check your permissions.
The export differs from the report
Confirm the same filters and newly generated report were used.
The maintenance report has been created
The next guide explains how to create a rent and financial report, review recorded income, expenses, arrears and property-level financial activity.
Continue to financial reports