Renovation Document Management
Keep every quote, invoice, photo, and certificate organised against the work
A real UK renovation generates dozens of documents — supplier quotes, change orders, signed contracts, paid invoices, receipts for materials, Building Control certificates, FENSA notices, electrical safety certs. Most live in email or in a phone gallery. RenoTrack keeps them organised against the tasks and suppliers they document, so you can find them in a second instead of searching ten months later.
Documents tied to tasks
Every quote, invoice, certificate, and photo lives against the task it documents. No more "where is that receipt?".
Searchable across the project
Search by supplier, task, or filename. Find the kitchen fitter's revised quote in seconds.
Photo gallery per project
Before, during, and after photos grouped automatically by room and phase.
Private by default
Row-level security on every document. Only you and the collaborators you've invited can see them.
What renovation documents you actually need to keep — and for how long
A surprising number of homeowners learn the importance of renovation documentation only at the point of sale: a solicitor asks for a Building Control completion certificate that nobody can find, and the sale gets delayed two weeks. Some renovation paperwork has to be retained for years; some matters in the short term only. The categories that consistently matter:
- Supplier quotes and contracts. Useful during the project, useful in any dispute, useful for next time.
- Invoices, receipts, and proof of payment. Tax and reconciliation use these. Keep for at least six years if VAT is involved.
- Building Control completion certificates. Required to evidence structural and notifiable work was approved. Keep forever — solicitors ask for them at sale.
- Electrical certificates (EICR, EIC). Required to evidence electrical work was carried out by a qualified person. Keep forever.
- FENSA / window replacement certificates. Required when windows are replaced. Keep forever.
- Gas Safety certificates (CP12). Required for any gas appliance installation. Keep for tenancy purposes (landlords) or sale (owner-occupiers).
- Party wall agreements and architect drawings. Useful for the duration of ownership.
- Photos. Before, during (especially of work that gets covered up — wiring, plumbing, insulation), and after. Genuinely useful at sale and for future renovations.
Why "everything in a Google Drive folder" stops working
The default approach for most homeowners is a renovation folder in cloud storage: Google Drive, Dropbox, or iCloud. It works for the first few weeks and then breaks quietly: file names get cryptic ("IMG_4827.jpg"), nesting gets inconsistent, the receipt for a £400 cash payment doesn't get scanned, and important emails stay in Gmail rather than getting filed.
The problem isn't the storage. The problem is that documents become useful when they're connected to the work they document — a quote is useful next to the task it was for; a receipt is useful against the supplier and the budget category. A flat folder structure can't express any of that. By the time you need to find something, you're searching by file name and praying.
RenoTrack stores documents the way they actually need to be retrieved: against tasks, against suppliers, with category context, with full search. The same file can be relevant to multiple records without duplication.
How RenoTrack handles renovation documents
Four interfaces collect documents into the system:
- Upload against a task. The quote PDF, the change-order email, the install instructions — drop them on the task they relate to.
- Photo capture on mobile. Snap a photo of a receipt, a phase of work, or hidden infrastructure (wiring, plumbing) before plasterboard covers it. The photo lands against the task or supplier you choose.
- Cost attachment. When you log a cost, attach the receipt or invoice as proof of payment in the same step.
- Supplier file shelf. Each supplier has its own file area for contracts, registrations (Gas Safe, NICEIC), and reference materials.
Storage limits scale with the plan: 250 MB on Free (enough for a small renovation), 10 GB on Pro (room for thousands of photos and documents), 100 GB on Premium (for portfolio-scale projects). Documents are private by default — collaborators see only what you've granted access to.
Frequently asked questions
What file types can I upload?
Standard image formats (JPEG, PNG, HEIC), PDFs, and common office formats. There's a 50 MB per-file limit which covers almost everything a renovation produces — large architectural CAD files should be hosted by the architect and linked into the project.
Can I download all the documents at the end of the project?
Per-project export is on the Premium roadmap. Today, download files individually. For legally significant documents (Building Control, electrical certificates), keep a parallel copy in cloud storage — RenoTrack isn't a long-term archive product.
Are my documents private?
Yes. Row-level security means only you and explicitly invited collaborators can access project documents. We never share or train on user content. See our Privacy Policy for full UK GDPR detail.
What happens to my documents if I downgrade?
Documents are never deleted. Downgrading from Pro to Free makes older projects read-only once you exceed Free's 250 MB limit. All files remain accessible — you just can't add new ones to archived projects.
Can I tag documents with multiple labels (e.g. tax, certificate, warranty)?
Documents are organised by task or supplier rather than by tag. Most homeowners find this works — they search for documents by what the work was, not by label. Multi-tag organisation is a requested feature for a future release.
How long do you keep my documents for?
For as long as you have an active account. If you cancel, you have 30 days to download anything before data is removed. Active subscriptions retain documents indefinitely.
Ready to get organised?
RenoTrack is free to start — no credit card needed. Set up your first project in under two minutes and bring every trade, cost, and task into one place.
Start your renovation plan for free