Start with the evidence
Retain an unchanged source and add comments in a clearly labelled review layer or companion note. Identify who added a note and what question it addresses.
Work through the example
The receipt says USD84; a reviewer adds “confirm project allocation.” That comment is a question about use, not supplier wording or evidence that an allocation was approved.
Make the next step clear
When sharing a marked-up copy, make the annotation status clear and keep access to the original. Do not erase inconvenient source text to make an explanation look settled.
Keep the source context
A readable source and a clear label serve different purposes. Keep the original document intact while adding searchable context around it. Avoid treating filenames, OCR output or a cropped image as more authoritative than the actual source.
01Keep the source02Check the context03Choose the next step