Declare Value & Reports

Produce a PDF inventory valuation report, with optional per-item service history.

From the Insurance page you can generate a PDF report to share with your insurer. You can also export the same report from the Inventory page — the export dialog and options are identical; the Inventory page button is styled as a secondary action so it sits alongside the other compact inventory controls.

Generate a report

Select Create report on the Insurance page (or Export on the Inventory page). An export dialog opens.

Inside the dialog, select Export to generate and download the PDF. The dialog closes automatically once the download starts.

To cancel without downloading, select Close.

If the export fails, the dialog stays open and an error message appears. You can retry by selecting Export again.

The PDF includes your inventory, item values, coverage state, and the adequacy disclaimer. See Item schema → coverage_state for what the coverage fields mean.

What the PDF contains

The report has three sections: a cover page, a schedule, and an appendix.

Cover page

The cover page shows your studio name, the date the report was generated, and a summary block with four headline figures:

Label	What it shows
Items	The count of items in the report.
Total estimated value	The sum of each item's estimated current value. Items with no estimate (Value Unknown) contribute $0 to this total.
Total declared insurance value	The sum of each item's reported insured value. Items with nothing declared contribute $0.
Documentation gap	Total estimated value minus total declared insurance value. Items with a null gap (Value Unknown) contribute $0, so this figure never shows as NaN.

The cover page also carries the adequacy disclaimer in full.

Trial watermark

Reports generated on a trial account carry the watermark "Trial — Not For Broker Submission" on every page header.

Schedule

The schedule lists every item in the report as a table. The column headers are:

EQUIPMENT · CATEGORY · DECLARED INSURANCE VALUE · ESTIMATED VALUE · VALUATION STATE · GAP

Each item occupies one row. Values that are not available for an item show a dash (—) rather than a zero or blank.

When the studio has no items, the schedule shows "No equipment recorded for this studio." in place of a data row.

Valuation state labels

The VALUATION STATE column uses these labels:

Label in report	Meaning
Fully Declared	Your reported insured value matches or exceeds the estimated current value.
Under-Declared	Your reported insured value is less than the estimated value. The shortfall appears in the GAP column.
Not Declared	No insured value has been reported for this item.
Value Unknown	OneTake doesn't have enough information to estimate the item's current value. The item is not counted in the schedule's totals.

Appendix

The appendix has two sections.

What this report does not include

A bullet list of dimensions OneTake does not yet model:

Multi-policy mapping — when gear is split across multiple insurance policies
Deductibles per peril — how your out-of-pocket varies by claim type
Bailee items — gear you hold for others, or that others hold for you
Peril scope — which specific risks (theft, fire, transit, water) your policy covers
Business-interruption coverage — lost income while you replace damaged gear
Errors & omissions — professional liability for client-facing work

How OneTake estimates value

The appendix explains the value-derivation cascade. Each item's estimated value is resolved through the following sources, in order. The first source that produces a value wins:

Broker-agreed value — a value recorded as agreed with your insurer. Not yet supported; planned for a future release.
Market lookup — automated comparable pricing for recognised gear. Not yet supported; planned.
Manual override — a value you have entered directly for the item. Not yet supported; planned.
Depreciation — for items with a purchase date and a depreciation method, OneTake amortises the purchase price across the item's useful life.
Purchase price — used when no depreciation method has been set for the item.
No source available — items with no purchase price recorded surface as Value Unknown.

Report layout — flat vs. per-policy

The report body adapts to whether your studio has active insurance policies.

When your studio has no active policies

The report renders a single flat schedule listing all your items in one table. This is the same layout the report has always used.

When your studio has active policies

When at least one policy is active — started, not yet expired, and not archived — the report body switches to a per-policy layout. Instead of a single flat table, the body contains one section per active policy, followed by a trailing Unassigned section for any items not linked to a policy.

The cover page is unchanged regardless of layout — it still shows your headline totals (item count, estimated value, declared value, documentation gap) drawn from the complete, de-duplicated item list. Those numbers are not affected by the per-policy sections.

Per-policy sections

Each section covers one active policy and shows:

The policy name as the section heading.
A meta line with the carrier, policy number, and policy type (for example, "Acme Insurance Co. · Policy ACM-12345 · Studio property"). Fields not recorded on the policy are omitted from the meta line rather than shown as dashes.
The coverage dates — for example, "2026-01-01 – ongoing" for an open-ended policy, or start and end dates for a bounded one.
A table of items assigned to that policy. Each row shows that item's declared value to this policy (the amount you declared under this specific policy for this item) and the coverage state recomputed from that declared value against the item's estimated value.
A subtotal line showing the item count, total estimated value, total declared value, and total gap across all items in the section.
A one-line adequacy disclaimer between the section header and the table.

If a policy has no items assigned to it, the section shows "No equipment assigned to this policy." rather than an empty table.

Multi-policy items

An item assigned to more than one active policy appears in each policy's section. Its declared value and coverage state in each section reflect the amount declared to that policy, not a combined total. The cover page still counts the item once.

Unassigned section

Items with no active policy assignment appear in a trailing Unassigned section. The section heading is "Unassigned" and a subtitle shows how many items are not assigned to any active policy.

The Unassigned section is omitted when every item in the report is assigned to at least one active policy.

Section order

Policies are ordered Studio property first, then by other policy types in catalogue order, then alphabetically by name within each type. The Unassigned section always comes last.

Items within a section

Within each policy's section, the item that is marked primary for that assignment appears first. Other items follow in alphabetical order by name.

Which policies appear

Only active policies are included. A policy is active when:

it is not archived,
its effective start date is today or in the past, and
its effective end date (if set) has not yet passed.

Future-dated and expired policies are excluded from the report layout, even if items are assigned to them. Items assigned only to inactive policies appear in the Unassigned section instead.

Similarly, an assignment is only counted when its own effective window (if set) contains today. An assignment whose window has passed is ignored, and the item is treated as unassigned to that policy.

Degraded mode

If the server cannot read assignment data when generating the report, the PDF still downloads — using the flat schedule layout rather than the per-policy layout. The report is never blocked by a transient read failure.

Include service history per item (Appendix C)

When maintenance tracking is enabled for your studio, a checkbox labeled Include a service history for each piece of equipment appears inside the export dialog.

When checked, the report adds Appendix C — Service history: a section listing each item's maintenance log records, most recent first. Each entry shows:

the date the service was performed
the task name
who performed it (a studio member's display name, or an external vendor labeled as "(External vendor)")
the cost, if recorded
any notes captured at log time

When the checkbox is unchecked, Appendix C is omitted and the PDF is identical to a report generated without the option.

Default state by plan

Plan	Default
Pro + Insure	Checked (service history included by default)
Pro	Unchecked (opt in to include)

You can change the checkbox before selecting Export. The selection applies only to that report — it resets to the plan default each time the dialog opens.

The checkbox is not shown when the maintenance tracking feature is not enabled for your studio, regardless of plan.