Connect bills with receipt and approval
The working file matches supplier invoices with purchase references and the goods or services received. We distinguish an unpaid bill from an order commitment or deposit. Each can affect the cash plan, but they represent different stages of the purchase.
Supplier credits, returned goods and disputed charges remain attached to the original transaction. Payment details are confirmed through the agreed process, with the owner retaining responsibility for approving and releasing funds.
A parts-return example
A hypothetical Halifax repair business receives a $4,600 supplier invoice but returns a $750 component. The payment review shows the invoice and pending credit together. Paying $4,600 without tracking the return can leave the business funding a credit that nobody follows up.
Make payment timing understandable
We prepare a list of due amounts, credits and unresolved items, then compare it with expected cash and operational priorities. Where contractors are involved, relevant WCB clearance records can be retained with the payment file. Their status is checked using current information.
After payment, the receipt is allocated to the correct bills and reconciled with supplier statements. A combined transfer should not leave several invoices appearing unpaid. The monthly review explains what remains committed, what has been paid and what needs action before the next payment run.
Questions about this work
Can you decide which bills we pay?
We prepare the information for review. The owner or designated approver confirms priorities and releases payments under the agreed process.
Can we track supplier deposits too?
Yes. Deposits remain identifiable and are matched with the final bill or agreed refund when the purchase progresses.
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