For each installment: the contractual schedule, the payer's remittance, the bank statement showing the credit, any conversion into U.S. dollars, and the outgoing payment to a vendor, landlord or the enterprise account. Statements alone are insufficient; the file should follow one identifiable amount from the sale to a business use.
Build the trail one payment at a time
Number each installment and keep its evidence together rather than filing a pile of statements. Where records are thin — an older asset, a private buyer, a closed account — say so early; missing pieces can often be supplemented with accountant letters, tax documents or bank certifications rather than abandoned. Translations may be needed.
Note which documents belong to the business file and which support the investor's personal funding narrative. Hypothetical example: a portable geophysical survey fleet was sold to a private buyer who pays by wire on the first day of each quarter, and one wire arrived from a company account rather than the buyer's own. Explain that in the file instead of leaving it to be noticed: a short note identifying the paying entity, its relationship to the buyer, and the contract clause permitting it.
Assemble each installment as its own numbered bundle containing the schedule extract, the remittance advice, the credit on the statement, any conversion, and the outgoing payment it funded. Where an older asset has no bill of sale, an accountant's letter setting out how ownership was recorded, together with the relevant tax filings, usually carries more weight than a statement written now for the purpose.