Keep one site ledger, not five notebooks

The problem is not the slips or the photos themselves. It is that they live in different places and are never totalled against each other. You reach month-end, try to add everything up from memory, and something is always missing.

What gets missed usually runs in the same direction: smaller deliveries, half-days of labour, a tool hire you paid out of pocket and meant to add later. Each one felt too small to chase at the time. Across a year they add up to a significant shortfall — absorbed quietly because the records were never together in one place.

The fix is one place per site: every delivery, crew day, expense and payment goes against that site the day it happens. Then you can see what the site has cost, what you have billed, and what is still owed — without adding anything up by hand.

Logging against a site also separates the numbers by project. A billing dispute on Site A does not involve Site B's records. Each site stands on its own.

The key is timing. Log each item the day it happens, not at the end of the week. Three days of backfill from memory introduces the same drift you were trying to escape.

In Siteall the ledger updates itself as you log. You do not need to sit down weekly to reconcile — log as you go and the site total is always current.