Separate Equipment Hire Fees from Refundable Bonds

The document problem

hire invoice and bond-return advice

A returned bond is not a discount on the hire fee; keep the refund evidence separate.

Start with the decision you need to explain later, rather than the number of files you can collect. This situation brings together documents with different purposes: one may describe a purchase, another a payment, and another a change to the original arrangement. A useful record preserves those distinctions.

A worked example

Use this document pair as a small working case: hire invoice and bond-return advice.

The key decision is: A returned bond is not a discount on the hire fee; keep the refund evidence separate.

Check source currency: AUD.

Capture the right evidence

Collect the complete receipt or invoice for the actual transaction first. Keep supporting confirmations available as context. A notice or payment statement should not automatically become another expense record. Upload a readable image or PDF through the supported workflow; if several invoices share one file, separate their boundaries before recognition.

Review before using the numbers

Compare the recognised supplier, transaction date, currency, tax where shown, total and line items with the original. The currency printed on a source remains the reference even when a summary uses a selected base currency. Correct a field only when the source supports the correction. Review this case before including it in a period summary.

A returned bond is not a discount on the hire fee; keep the refund evidence separate.

Keep exceptions visible