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Bring one job’s evidence together, check an invoice against its source, distinguish payment proof from settlement, or prepare a discussion with your accountant. No email required.
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This worksheet has not reviewed your documents. Use the requirements and professional advice that apply to your business.
Bring one job’s evidence together.
Choose one completed job. Use the actual customer requirements to decide what belongs in its record.
- Find the current instruction or PO and its reference.
- List each completed visit or milestone and its supporting evidence.
- Identify the required acceptance and who can confirm it.
- Name the person who can supply or resolve each open item.
Check what the payment record establishes.
Put the invoice, customer message, bank evidence and allocation beside each other. Do not treat one as proof of all the others.
- What amount was invoiced?
- What receipt is verified by the bank evidence?
- Which invoice does the checked allocation cover?
- What balance, review hold or reversal remains open?
Have a specific conversation with your accountant.
Agree what the accountant needs to review and how a question should return to the person who can answer it.
- Which period and records should the dated package include?
- Which supporting documents may be disclosed?
- How will a returned record identify the question and next owner?
- How will you distinguish review acceptance from any later bookkeeping outcome?
Keep the PO and invoice reference together.
Inspect the current source beside the proposed invoice fields. Correct the mismatch before the applicable review.