Property records and adviser handoffs · Field guide · October 9, 2026
Pair project invoices with credit memos
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.
Evidence to assemble
Gather the source records before completing the worksheet. A missing record should remain an open question. Keep the original alongside any summary so the next person can trace the decision.
| Input | Record with it |
|---|---|
| Original invoice | Record the source, document date, reviewer and unresolved question. |
| Credit memo | Record the source, document date, reviewer and unresolved question. |
| Payment record | Record the source, document date, reviewer and unresolved question. |
| Vendor statement | Record the source, document date, reviewer and unresolved question. |
Work through the decision
- Match the credit to its original transaction.
- Record how the credit was applied.
- Reconcile remaining balance or refund.
- Flag unsupported differences for review.
For each action, name the person responsible for preparing the response and the person who approves it. Record what evidence would close the item. If new information changes cost, timing or scope, update the affected plan and identify who needs the revised version.
Common failure to avoid
Do not delete the original invoice after receiving a credit. Removing it makes the transaction history harder to reconstruct.
Worked example
In an illustrative order, a $900 item is cancelled and a credit is applied to the next invoice. The project file preserves both invoices, the credit and the vendor statement showing its use.
This is an illustrative workflow, not a client case study or a forecast. Replace the example’s facts with the records for your own project.
Complete your planning worksheet
Use the fields to connect evidence, action and approval. Your entries stay in this page and are included only when you choose to download them. They are not sent to a server and are not saved after a page reload.
Close the handoff
A finished worksheet should identify the result, its evidence and any remaining owner. If the result is uncertain, record the next action instead of marking the whole task complete. Keep the worksheet with the relevant source file and tell the receiving person which version applies.