Use one reference across the record set
Link the invoice, project and available payment evidence with a consistent reference. Record the currency and amount for each item. If a single payment relates to several invoices, or one invoice is paid in parts, describe that relationship explicitly instead of relying on file names alone.
Distinguish instructions, processing and receipt
A request to pay is different from a processing record or recipient confirmation. Record what each document actually establishes and the date shown on it. Where recipient acknowledgement is required, track it separately. Do not change an uncertain status to completed simply because a screenshot or instruction exists.
Explain differences and keep the handover clear
Record any known fees, currency differences, revised amounts or outstanding confirmations, with their supporting references. Prepare a concise handover list of the available records and open items. Share only the information needed by the intended recipient and follow the agreed retention and handling arrangements.