Property records and adviser handoffs · Field guide · October 9, 2026
Document an invoice shared across properties
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.
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 multi-property invoice | Record the source, document date, reviewer and unresolved question. |
| Item or service breakdown | Record the source, document date, reviewer and unresolved question. |
| Property identifiers | Record the source, document date, reviewer and unresolved question. |
| Allocation rationale | Record the source, document date, reviewer and unresolved question. |
Work through the decision
- Identify directly attributable lines first.
- Document the basis for shared lines.
- Reconcile allocated amounts to the original total.
- Send uncertain classifications 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 change the original invoice to make it appear property-specific. Keep the allocation record as a separate document.
Worked example
An illustrative $1,200 invoice contains $700 of items for one property and $500 for another. The worksheet shows the line assignments and checks that the combined allocation still equals $1,200.
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.