One timesheet spans work before and after the administrator appointment

The weekly invoice crosses the appointment

A hypothetical subcontractor prepares one weekly invoice while the builder enters voluntary administration midweek. The crew worked both before and after the appointment, and the site supervisor suggests putting everything under a new order number. Preserve the actual sequence and ask the administrator and adviser how the account should be presented. Do not shift earlier work into a later category to improve the apparent payment position.

Gather the dated operational records

Collect timesheets, delivery dockets, daily instructions and the appointment information. Identify what work occurred when and which documents support it. If an entry covers several days, ask the record's author for an honest explanation rather than inventing a daily split. Keep any uncertainty visible so it can be assessed instead of hidden inside a single invoice total.

Check authority for the later supply

ASIC recommends an administrator-authorised purchase order for goods or services supplied during administration. Confirm the actual ordering process and which work it covered. The fact that an invoice was issued after appointment does not, by itself, answer the authority question for every activity on it. Obtain advice where the timing or treatment of particular work remains unclear.

Source: ASIC: Voluntary administration, a guide for creditors

Prepare a transparent schedule

In the hypothetical example, set out the dated work, related instruction and amount for each identifiable part. Ask the accountant and adviser how separate invoices or supporting schedules should be used without duplicating the claim. Preserve the original timesheet and any explanatory correction. Do not backdate an order or replace the original record with a cleaner version that changes what occurred.

Ask how each part should be submitted

Use the administrator's confirmed process for the earlier claim and the authorised later supply as appropriate. Keep submission references and copies so the same work is not claimed twice. If a classification is disputed, identify the specific item and evidence for review. Avoid accepting a convenient allocation simply because it makes the accounts system easier to use.

Reconcile receipts to the final records

When money arrives or a claim response is received, match it to the relevant invoice or schedule and keep any unresolved amount visible. CRP can help organise the account history. A reliable split follows the actual work and instructions, giving advisers a clear basis to assess treatment without rewriting the timeline around the appointment.