Field notes
What ‘complete voucher support’ means before fieldwork
A checklist finance teams can run the week before an accountability audit so fieldwork does not stall on missing boxes.
Audit applications move quickly when evidence is findable. They stall when invoices live in personal email inboxes or when grant files omit the pages that define restrictions.
Minimum set for each in-scope fund
- Signed or acknowledged grant / donor letter
- Budget or allowable-cost schedule referenced by that letter
- Trial balance or fund schedule for the agreed period
- Sample invoices and proof of payment for material items
- Approval evidence matching your internal scheme of delegation
Application exports worth preparing
If programme teams use a tracking application, export the same period with unique transaction identifiers visible. PDF screenshots without identifiers rarely survive reconciliation.
Soft warnings that save face
Tell us early about known gaps — lost boxes after an office move, staff turnover, or a period handled by an interim bookkeeper. Surprise gaps cost more calendar time than disclosed ones.
Ready to schedule?
When the checklist is mostly green, request a fund review and attach your fund list. We will confirm whether the flagship audit or a lighter engagement fits the deadline.