Skavio Payment Proof: sharing payment evidence with your bookkeeper responsibly
Skavio Payment Proof records USDC payment-verification evidence without taking custody of the funds or requiring wallet secrets. For a bookkeeper, that evidence is one part of the record—not a tax invoice or an accounting decision. A responsible handoff connects the verified transfer to its business context, limits unnecessary disclosure and leaves unresolved questions visible.
1. Check the verification status before describing the payment
For this workflow, keep the scope to native USDC on Base. Start with the actual verification result, not a screenshot or a message saying that funds were sent. Payment Proof’s published help distinguishes AWAITING, REVIEW, PAID and EXPIRED. PAID means verification and matching succeeded; REVIEW requires evidence identifying the payer. Do not present a detected, unmatched or simulated transaction as completed payment verification. Even PAID should not be paraphrased as “this invoice is fully settled” without checking the invoice allocation. The transfer result and the business conclusion answer different questions.
- Confirm the network and compare the token contract with Circle’s official USDC contract listing for Base. A token label alone is not enough.
- Keep the token contract address distinct from the receiving wallet address: one identifies the asset, the other the recipient.
- Check the recipient and exact token quantity against the intended payment, and record the verification status and the time you checked it.
2. Export the relevant evidence—and inspect it
The published Payment Proof interface lists PDF payment evidence, PDF reports, CSV and accountant CSV. Choose an available output relevant to the handoff, then open it before sending. Check what the downloaded file actually contains rather than assuming that its name guarantees particular columns or supporting details. Keep the original evidence file unchanged and put explanations in a separate reconciliation note. If a necessary fact is absent, supply it from a reliable source or mark it as unknown. Payment evidence remains separate from the corresponding sales invoice; verification alone does not create a tax invoice.
3. Attach the business context the blockchain cannot supply
A transaction record does not, by itself, establish the payer’s business identity, the reason for the transfer or its accounting classification. Attach the corresponding invoice, order or other relevant source document and explain the proposed connection. The following is a recommended handoff checklist, not a verified Payment Proof export schema. Supply missing context separately rather than filling gaps with guesses.
- Invoice or order reference, business purpose and the proposed allocation of the transfer.
- Network, token contract, transaction hash and relevant sender and recipient addresses.
- Exact token quantity, transaction timestamp and timezone.
- Verification status, check time and the supporting evidence file.
- Valuation evidence where required, including its source and observation time.
- Person responsible for review and any unresolved questions, including partial payments, unmatched references or possible duplicate allocations.
4. Share the packet, not access to the wallet
Use your organisation’s approved encrypted document portal or another approved encrypted delivery method, with access restricted to the intended bookkeeper. FTC business guidance recommends limiting sensitive information to what is necessary, restricting access by job responsibility and encrypting sensitive information sent to third parties. Send transaction-specific evidence rather than unrelated customer records or a complete account export. Check the recipient and access permissions before sharing. Payment Proof’s noncustodial verification does not require private keys or recovery phrases; neither belongs in a bookkeeping packet. Do not include passwords or sign-in codes either. This secure-delivery procedure is a recommended business practice, not a claim that Payment Proof provides built-in bookkeeper-sharing or approval controls.
5. Ask for reconciliation, not just acknowledgement
Ask the bookkeeper to confirm receipt and identify any missing records before treating the handoff as complete. Receipt of the packet is not approval of its accounting treatment. Keep the original transfer facts separate from the reviewer’s conclusions and record how exceptions are resolved. For U.S. businesses, IRS digital-asset guidance calls for records documenting transactions, including the USD fair market value of assets received as business payments. Do not silently substitute the USDC quantity for an accounting USD value; provide valuation evidence for review. This is U.S.-specific context, not a universal valuation or tax rule. Finally, do not infer a customer sale from an on-chain transfer alone. Internal treasury movements and test transfers need their own business classification, not an assumed sales label.
- Confirm whether the proposed invoice allocation is supported, partial or still unresolved.
- Check whether the same transfer has already been allocated elsewhere.
- Record the reviewer’s decision and outstanding questions alongside—not in place of—the original evidence.