Create an evidence register
Give each source a clear reference and record its date, type, origin and relevance. Keep the original file and avoid silently replacing it with an edited copy.
- Agreement, accepted quote or order
- Invoice and any credit notes
- Delivery, completion or acceptance records
- Original reminders and replies
- Payment, promise and dispute records
Build the chronology from events
Order the events by when they happened, not by when someone later uploaded them. Link each important entry to the source that supports it and identify entries based only on a person's recollection.
Show corrections and gaps
Preserve earlier entries when correcting them. Explain the correction, record who made it and keep unresolved gaps visible.
A complete-looking pack with hidden gaps is less useful than an honest pack that identifies missing evidence.
Review before sharing
Check names, dates, amounts, duplicates, attachments and the balance description. Remove material that is unrelated to the invoice and make sure sharing is authorised.