Recording amounts and dates
Keep figures and dates consistent so anyone reading the file can trust the story.
- Use one currency and write amounts the same way everywhere (e.g. £1,250.00).
- Separate “amount paid”, “amount invoiced”, and “amount still outstanding” if they differ.
- Prefer exact calendar dates on timeline events; if approximate, say so in the description.
- Align invoice dates with timeline entries (“Invoice issued 3 Feb”).
- When a payment lands, add both a timeline event and update the situation amount fields.
- Avoid mixing VAT-inclusive and VAT-exclusive figures without labelling which is which.
In CaseFirst, situation amount fields and timeline descriptions should tell the same story as your labelled invoices.
Remember:
Consistent record-keeping is organisational. It is not advice on what you are entitled to claim.