Declare Value & Reports

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. When your studio holds client or third-party gear, an additional Client-Owned Property section appears after the main schedule — see Client-Owned Property section below.

Cover page

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

Client-owned items are excluded from the cover page totals. The figures reflect only gear that belongs to your studio.

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.

Client-owned items do not appear in the main schedule. They are listed separately in the Client-Owned Property section.

Valuation state labels

The VALUATION STATE column displays each state as an uppercase status pill:

Client-Owned Property section

When any of your items are marked as Client-Owned, the report adds a Client-Owned Property section after the main schedule. This section lists gear that belongs to clients or third parties — instruments, equipment, or other items your studio is holding on behalf of someone else.

A disclaimer at the top of the section reads:

"These items belong to clients or third parties and are shown for awareness only; they are excluded from your studio's insured-value totals."

The items are listed using the same table layout as the main schedule. This makes them easy for a broker to read without confusing them with your studio's own assets.

The section is omitted entirely when your studio has no client-owned items.

Client-owned items are excluded from the cover page totals, the per-policy sections, and the documentation gap calculation. They are shown in this section for awareness only.

To mark an item as client-owned, set its ownership type to Client-Owned when adding or editing it. See Add gear → Ownership for how ownership types work.

Appendix

The appendix has two sections.

What this report does not include

A list of dimensions OneTake does not yet model. Each item is typeset with the topic name in bold followed by a colon, then the description in regular weight:

• 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

Valuation states explained

The appendix includes a glossary of the four valuation states. Each entry shows the state name in bold followed by a colon, then the plain-English description:

• Fully Declared: Your reported insured value matches or exceeds OneTake's estimate of the item's current value.
• Under-Declared: Your reported insured value is less than OneTake's estimate of the item's current value. The shortfall appears in the GAP column.
• Not Declared: No insured value has been reported to your insurer for this item.
• Value Unknown: OneTake does not have enough information to estimate this item's current value. The item is not counted in the schedule's totals until a purchase price is recorded.

How OneTake estimates value

The appendix explains the value-derivation cascade. Each step is typeset with the source name in bold followed by a colon, then the explanation in regular weight. The first source that produces a value wins:

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

Client-owned items are excluded from both layouts. They never appear in a policy section — including the Unassigned section.

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, "Jan 1, 2026 – ongoing" for an open-ended policy, or human-readable start and end dates for a bounded one (for example, "Feb 1, 2026 – Dec 31, 2026").
• 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.

Multi-location report layout

When your account includes more than one studio, a multi-location export combines all of your studios into a single PDF. The cover page shows consolidated headline totals across every location; below it, the rollup table and per-location schedules break the numbers down by studio.

Rollup table

The rollup table lists one row per location. Its columns are:

A Totals row beneath the table sums every column across all locations.

Deductible column

The DEDUCTIBLE column shows the sum of deductibles across all active insurance policies for each location. This is the total out-of-pocket amount you would face at claim time across that location's active policies — it is a separate figure from the documentation gap and is never added to or subtracted from it.

When the deductible total across all locations is greater than zero, a note appears beneath the rollup table:

"Deductible is the out-of-pocket amount per active policy — separate from, and not included in, the coverage gap."

The note is omitted when every location has a $0 deductible.

How the deductible total is calculated

For each location, OneTake fetches all policies for that studio and sums the deductibles of those that are currently active (not archived, effective start in the past, effective end not yet passed, and a positive deductible amount).

If a location's policy data cannot be fetched — for example, due to a transient error — that location's deductible shows as $0 in the rollup. The export still completes; no location's failure blocks the rest.

Client-Owned Property section

Client-owned gear from every location is collected into one consolidated Client-Owned Property section at the end of the report (before the appendix). This section is identical in format to its equivalent in the flat report — the same table layout, the same disclaimer, the same exclusion from all totals and rollup figures.

The section is omitted when no items across any location are marked as client-owned.

Client-owned items from every location count toward the total item figure used for the empty-report check. A location holding only client-owned gear does not trigger the "no items" error.

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, formatted as a human-readable date (for example, Apr 15, 2026)
• 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

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.