Follow the order through delivery and billing
A manufacturer may receive materials in stages; a production supplier may pay an advance before a rental or purchase. We retain the references linking the commitment, receipt and invoice. Supplier credits belong with the original transaction and location or project.
Statement reconciliation can identify missing invoices, duplicate charges and unapplied payments. The statement total should not replace the supporting invoice information needed for coding and tax review.
Maintain a clear approval queue
The list can distinguish ready invoices from disputed amounts or missing evidence. The authorized person decides when funds are released. Any supplier banking change should be confirmed independently through a trusted contact before payment instructions are updated.
Illustrative example: staggered materials deliveries
A Burnaby workshop receives two deliveries against an order and a credit for missing components. Matching the receipt quantities and credit leaves the correct payable amount and identifies any remaining commitment. The owner can plan payments without assuming the full order is already an expense.
Questions about this work
Can you prepare payment information?
Yes, within the agreed scope. Preparation and final authorization are distinct responsibilities.
What if a project manager disputes an invoice?
We retain the reason and status while the manager resolves the commercial issue. A bookkeeping adjustment should not imply the dispute has been settled.
Put this into practice
Sources and current guidance
A practical next step
Bring the records you have.
We can identify missing information, agree on the scope and organize the next bookkeeping step.
Request a bookkeeping review