How to Keep Customer Receipts and Job Approvals Organised

Use a consistent folder or record number and restrict access. Save revised quotes separately so you can identify which version the customer accepted. Keep copies of receipts and supplier invoices connected to the relevant work.

Use one job folder or record with the accepted quote, approved changes, invoice, receipts, payment confirmation, and completion note. Name files by a job reference rather than a customer's full personal details, and back them up securely. After closing a job, confirm the records are complete and remove duplicates. Restrict access for team members and subcontractors to the documents they need.

Use a consistent job reference across the quote, payment record, and receipt to make reconciliation easier.

Name files by a job number and document type rather than placing unnecessary personal information in filenames. Keep originals and corrections distinguishable, and restrict shared-folder permissions. When the retention period ends, delete copies from devices and cloud folders you control.

Follow current record-retention and privacy requirements. KobStore helps describe your services publicly; create a profile and manage job records securely elsewhere.