Getting started with Documents

Documents is designed to be the home for the paperwork that comes with property operations: certificates, tenancy agreements, inventories, quotes, invoices and photos. The aim is that the right file is always attached to the right record and easy to find when you need it.

What the module is for

Documents tend to end up in email attachments, personal drives and paper folders. When a certificate is needed urgently or a dispute comes up, finding the right version can take hours. Documents is intended to help by:

• Keeping files linked to the property, tenancy, job or supplier they relate to.
• Making it clear which version of a document is current.
• Giving your team one place to look, instead of several.

How it connects to other modules

Documents supports almost every other module. Compliance relies on certificates as evidence. Tenancies relies on agreements, inventories and deposit paperwork. Work relies on quotes, photos and invoices. Suppliers relies on insurance and certification documents. People invited to a portal, such as tenants or landlords, may be able to see documents the property team chooses to share with them.

Documents often contain personal information, so keep only what you need and treat it with care. See How we protect your data for how Propvora approaches security.

How to prepare now

• Gather current certificates for each property: gas safety, EICR, EPC and any licences.
• Collect signed tenancy agreements, inventories and deposit protection paperwork.
• Use a consistent naming pattern, for example property address, document type and date.
• Group files into a folder per property so they are ready to bring in.
• Remove duplicates and out-of-date copies, keeping only what you need to retain.