Use the actual payment records for the people and cases included.
Reconcile the ledger person by person
A household total should remain traceable to each charge. Do not treat a draft budget or private invoice as proof that official processing payments were received.
The current published terms on the official government program page, the identity and licensing of anyone advising, and the payment instructions themselves. Begin with passports, birth and marriage certificates, and the current official instructions for every family member to be included. The document that resolves a payment is the official receipt matched to the instructed applicant and purpose, not an internal company email. Keep a dated record of the official terms in force when the decision is made, together with the civil, identity, immigration-history, and source-of-payment documents that support later vetting. Confirm the payment channel is the official one, since a programme involving large transfers attracts imitation, and money sent to the wrong place is not recoverable. After payment, wait for the official instructions before assembling documents, since the request defines what is needed and a speculative package usually has to be redone.