Property records and adviser handoffs
Practical evidence checks, worked examples and editable worksheets for property records and adviser handoffs.
6 guides
A credit memo can change the amount owed or paid without making the original invoice disappear. Keep both documents and connect them with a reference. The record should show whether the credit reduced a balance, produced a refund or remains unused. This is a reconciliation workflow, not a determination of tax treatment.
A single invoice may cover supplies or services for several properties. Preserve the full original and create a separate allocation record showing the chosen basis. Your accountant should review any accounting or tax classification; the worksheet simply makes the underlying evidence and unresolved questions visible.
Deposits, progress payments and final settlements can be recorded on different documents. Track them against the relevant order or contract so the owner can see the remaining commitment. A payment alone does not establish delivery, acceptance or a particular accounting treatment.
A transaction summary can look complete while lacking the source records needed for review. A missing-document log identifies the exact item, responsible person and next action. Keep estimates visibly separate from confirmed amounts and avoid creating replacement invoices that appear to come from the vendor.
A review packet may be revised after credits, missing invoices or corrections arrive. A version index shows what changed and which set was delivered. Preserve original source records and make superseded summaries identifiable so an adviser can tell which totals need another review.
Photographs can help connect an inventory description to the item actually installed. Record the room, date and asset identifier, and keep original files alongside any annotated copy. Images support a record but do not by themselves establish ownership, cost, business use or tax classification.
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