Create a tenancy report
Review active, upcoming and historical tenancies, apply property, tenant, status and date filters and identify missing tenancy dates, rent details or record connections.
A tenancy report uses the tenancy and tenant records stored in your Estavo account. Its results depend on accurate start and end dates, tenancy status, rent details and connections between the tenant, tenancy and property.
What a tenancy report can contain
Estavo organises the dates, statuses and information recorded in the account. It does not independently confirm whether a tenancy or rent arrangement is legally valid.
Before creating a tenancy report
- Confirm the reporting purpose.
- Decide whether current or historical tenancies are required.
- Review the reporting date range.
- Check recently created tenancy records.
- Review tenancy start and end dates.
- Check tenant and property connections.
- Review rent amounts and frequencies.
- Check for duplicate or overlapping tenancies.
- Confirm your account has access to the relevant records.
Open the tenancy-report area
Open Reports
Select Reports from the main Estavo navigation.
Select Tenancy Reports
Open the tenancy or tenant-reporting area.
Review the default selection
Confirm whether the report initially includes current active tenancies only.
Select which tenancies to include
All tenancies
Review the complete tenancy history, subject to date and status filters.
Current tenancies
Include active tenancies connected to your current portfolio.
Upcoming tenancies
Review future tenancies that have not yet reached their recorded start date.
Historical tenancies
Include ended or archived tenancies for historical review.
Filter the report by tenancy status
- Select active tenancies for current occupancy.
- Include upcoming tenancies where required.
- Select ended tenancies for historical reporting.
- Include archived tenancy records where supported.
- Review tenancies with incomplete or unclear status.
- Remove the status filter when investigating a missing record.
- Check the source record where the status is incorrect.
Apply the relevant tenancy date range
- Set the report start date.
- Set the report end date.
- Review whether the filter uses tenancy start, end or overlap dates.
- Include tenancies active at any point during the period where supported.
- Use a wider date range when an expected tenancy is missing.
- Check open-ended or periodic tenancies separately.
- Review missing end dates before relying on historical totals.
A tenancy can overlap the selected period without starting or ending inside it. Review the report behaviour and filters before concluding that the record is missing.
Filter tenancies by property
- Select one property for a focused tenancy history.
- Select multiple properties for a portfolio subset.
- Use all properties for an account-level review.
- Confirm the complete property address.
- Review archived properties where historical tenancies are required.
- Remove the property filter when investigating a missing tenancy.
Filter the report by tenant
- Search using the tenant’s full name.
- Review tenants with similar names.
- Check the connected property and tenancy dates.
- Review joint tenants separately where required.
- Include historical tenant records where relevant.
- Remove the tenant filter if the expected tenancy is not shown.
Include ended and archived tenancies
Ended or archived tenancies may not appear in the default report. Include them when reviewing former tenants, previous rent arrangements, property history or historical financial activity.
- Enable ended tenancies.
- Include archived tenancy records where supported.
- Review the tenancy end date.
- Confirm the tenant remains connected to the historical tenancy.
- Check the connected property record.
- Avoid creating a duplicate tenancy because the historical record was hidden.
Generate the tenancy report
Confirm the report type
Check that Tenancy Report is selected.
Select the tenancy scope
Choose current, upcoming, ended or all tenancies.
Apply dates and filters
Set the required period, property, tenant and status filters.
Select Generate Report
Wait for the matching tenancy records to load.
Review the report summary
Tenancy portfolio report
Example generated report
- Check the number of active tenancies.
- Review upcoming tenancy totals.
- Confirm ended and archived counts.
- Review incomplete-record indicators.
- Compare the figures with expected property occupancy.
- Check for overlapping tenancy dates.
Review each tenancy in the report
- Confirm the tenant name.
- Review joint tenants.
- Check the property address.
- Review the tenancy status.
- Confirm the start date.
- Review the fixed end date where applicable.
- Check the rent amount and frequency.
- Look for duplicate or overlapping records.
- Open any tenancy requiring correction.
Review rent details in the tenancy report
Rent amount
Confirm the amount recorded on the tenancy.
Payment frequency
Review whether the rent is weekly, monthly or another recorded frequency.
Rent start date
Check when the rent schedule is intended to begin.
Missing rent information
Open the source tenancy record and complete missing fields before regenerating the report.
The tenancy report may show the agreed or scheduled rent. Use financial reports and transactions to review amounts actually recorded as received.
Review missing or unexpected tenancy information
A tenancy is missing
Remove filters, include historical records and review its dates and status.
The tenant is missing
Review whether the tenant is connected to the tenancy record.
The property is blank
Check the tenancy’s property connection.
The tenancy appears active incorrectly
Review the end date and current tenancy status.
The rent value is blank
Open the tenancy and complete the rent amount and frequency.
Two active tenancies appear
Review overlapping tenancy dates and duplicate records.
Search current and historical records and correct the existing tenancy wherever possible.
Update an incorrect tenancy record
Open the tenancy
Select the relevant record from the report where linking is supported.
Review the source information
Check the tenant, property, dates, status and rent details.
Save the corrections
Confirm the updated tenancy record saves successfully.
Generate the report again
Use the same dates and filters to verify the corrected result.
Export the tenancy report
- Review the visible report first.
- Confirm the date range and tenancy statuses.
- Check the number of included tenancies.
- Select Export or Download where available.
- Choose the supported format.
- Open the exported file.
- Confirm the rows match the displayed report.
- Store the report securely.
Store and share exported reports according to your own access-control and data-protection procedures.
Common tenancy-report problems
No tenancies appear
Remove filters and confirm tenancy records exist in the account.
An ended tenancy is missing
Include historical records and widen the date range.
An active tenancy shows as ended
Review the tenancy end date and status.
A tenant is shown twice
Check for duplicate tenant or tenancy records and overlapping periods.
The property is missing
Review the tenancy’s property connection and source record.
The rent amount looks incorrect
Check the tenancy amount, frequency and effective dates.
The report will not generate
Refresh the page, reduce the scope and check report permissions.
The export differs from the report
Confirm the same filters and newly generated report were used.
The tenancy report has been created
The next guide explains how to create a compliance report, review upcoming expiry dates and identify missing or incomplete compliance records.
Continue to compliance reports