Generator sales reports: signed jobs versus cash received

An agreed quote shows the scope and price. A bill shows what you asked to be paid. A receipt shows what was paid. Keep these facts apart.

Save the date and source for each one. Money that is due is not money paid. A promise to pay is still just a promise.

• Agreed job price and quote version.
• Amount billed.
• Amounts paid and dates.
• Money sent back, if any.
• Amount still due from the checked books.

Match sales and paid amounts to the same job. Check the job ID before you join them. A buyer may have more than one job.

Do not count a deposit twice. It is part of the job’s total. Save each paid amount on its own dated line. Keep the receipt with it.

Money paid is not profit. Parts, crew time and other costs still matter. This small sales sheet does not show all those costs.

If you report a return on ads, name the amount you used. Was it the price of work sold? Was it cash paid? Or was it profit? Those are not the same.

Two buyers can share a name. One buyer can have two jobs. Do not match a payment just because the amount looks right.

Keep an unplaced receipt on a review list. Save its date and reference, but leave it out of a job total until the match is checked.

Ask the person who keeps the books to check the joined list. Leave unknown matches open. Show the cutoff date on the report.

Keep later changes, such as refunds, in view. Add a note when an old total changes. The goal is a report people can check. It should not stretch a sales claim.