Keep VPA Records Clear and Easy to Audit.
Good VPA record keeping should make it easy to answer any questions. If answers are hard to find, the process needs tightening.
Good VPA record keeping should make it easy to answer:
What did the vendor approve?
What was ordered?
What was invoiced?
What was paid?
What is still outstanding?
If those answers are hard to find, the process needs tightening.
Keep one complete property record.
The property file should include:
Approved marketing campaign
Campaign budget
Vendor approval
Payment method
Supplier quotes
Supplier invoices
Approved extras
Property.Credit records where relevant
Payment receipts
Credits or refunds
Final campaign balance
Avoid spreading information across several systems if possible.
Record every change.
Campaigns often change after launch.
This may include:
Extra social advertising
Portal upgrades
Extended styling
Additional photography
Extra print
New supplier costs
Record:
What changed
Why it changed
Cost
Vendor approval
Date approved
Do not rely on memory.
Keep approvals with the cost.
If an invoice is reviewed later, staff should be able to find the vendor approval quickly.
A simple record might show:
Item | Approved Cost | Final Cost | Approval |
|---|---|---|---|
Photography | $[amount] | $[amount] | Approved |
Portal advertising | $[amount] | $[amount] | Approved |
Social media | $[amount] | $[amount] | Approved |
Extra video | $[amount] | $[amount] | Approved later |
This makes reconciliation easier.
Record the payment method.
Note whether the vendor:
Paid upfront
Used an agency payment process
Used Property.Credit
Used another approved arrangement
Where Property.Credit is involved, keep the relevant funding references and current records with the property file.
Do not rely on email alone.
Important VPA records should not sit only in:
Individual inboxes
Text messages
Agent phones
Supplier portals
Move key approvals and documents into the agency’s main system.
Close the file properly.
When the campaign finishes, confirm:
All supplier invoices received
All payments recorded
All credits applied
No unapproved costs remain
Any outstanding balance is clear
Property.Credit records are complete
Final campaign total is reconciled
This should happen whether the property sells, is withdrawn or changes agency.
Agent Action Plan.
1. Use one property file
Keep campaign, payment and supplier records together.
2. Save written approvals
Especially for changes and extras.
3. Match every invoice
Link it back to the approved campaign.
4. Record payment details
Include Property.Credit where relevant.
5. Reconcile regularly
Do not wait until the end of the campaign.
6. Complete a final check
Make sure the file balances before closing it.
Good records protect the vendor, the agent and the agency.
They also make disputes, audits and campaign reviews much easier to manage.