Start with the evidence
Return to the original question and identify the evidence that answers it. A reply saying “done” may refer to a message being sent rather than the document or payment issue being resolved.
Work through the example
An item was waiting for a missing purchase order. The customer supplied PO-00510 and the reviewer checked it against the project. That evidence closes the reference question; it says nothing about whether payment has arrived.
Make the next step clear
Write a short resolution with its date, source and any remaining independent question. Keep status changes narrow: resolving a document detail should not automatically mark unrelated payment or approval work complete.
Keep the source context
An invoice record and a customer conversation provide different evidence. Keep original document references stable while adding dated notes about replies and related payments. These guides concern clear administration, not collection tactics or promises of automated money movement.