Keep the agreement, itemized invoices, payment records and evidence of what each charge purchases or commits. Explain the lawful source and transfer path of the funds. An overall package invoice may not show which amounts relate to equipment, rights, deposits or continuing services.
Connect the expenditure to the enterprise
Identify the receiving entity, payment date and any release or refund condition. Match assets and rights to the operating plan. Do not automatically exclude every working-capital item or count every charge simply because it appears under the same package heading; assess actual use and commitment.
First review creates a payment ledger that links every charge to a contract clause, invoice, bank debit, and business asset or service. The record that resolves a commitment question is often the escrow or refund term, not the invoice total. Sequence evidence in the order money moved, and reconcile amounts after currency conversion.
Errors occur when deposits, future services, and paid equipment are all presented as though they have identical risk. Hypothetical example: A Canadian owner of a specialty tea shop pays a franchise fee, a refundable lease deposit, and an equipment invoice. The file should identify each recipient, condition, and purpose so the reviewer can see what has been placed at risk in the enterprise.