Financial Records Evidence
Detailed guidance on collecting, organizing, and presenting financial documentation for your case.
Financial Records
Financial records prove payments made, amounts owed, and your actual damages. Learn how to gather and organize the documentation that supports your claim amount.
Why Financial Records Are Critical
Proves Damages
Shows exactly how much money you lost
Establishes Value
Documents fair market value of items or services
Supports Timeline
Transaction dates create a clear sequence of events
Types of Financial Records
Bank Statements
Shows payments made, money received, and when transactions occurred
What Qualifies
- Checking and savings account statements
- Monthly or quarterly bank summaries
- Transaction history downloads
- Wire transfer confirmations
- Check images (front and back)
How to Record
- •Download PDF statements from online banking
- •Request official statements from your bank
- •Highlight relevant transactions
- •Note the account name and last 4 digits
- •Include date ranges that cover the dispute period
How to Retrieve
- •Log into online banking and download statements
- •Visit your bank branch for official copies
- •Call customer service for older statements
- •Check your email for e-statements
- •Request copies of cashed checks
Credit Card Statements
Documents purchases, payment dates, and transaction disputes
What Qualifies
- Monthly credit card statements
- Transaction details and merchant names
- Payment history and due dates
- Disputed charge documentation
- Reward/cashback transactions showing purchases
How to Record
- •Download statements from your card issuer's website
- •Screenshot or print transaction details
- •Circle or highlight relevant charges
- •Note the card type and last 4 digits
- •Include any dispute correspondence
How to Retrieve
- •Log into your credit card account online
- •Call customer service for older statements
- •Check email for monthly statement notifications
- •Request copies of signed receipts
- •Access through credit monitoring apps
Payment App Records
Shows money transfers between parties with dates and amounts
What Qualifies
- Venmo, PayPal, Zelle, Cash App transactions
- Apple Pay and Google Pay records
- Payment confirmations and receipts
- Request money transactions
- Transfer history between accounts
How to Record
- •Screenshot payment confirmations
- •Download transaction history from the app
- •Export records to PDF or CSV if available
- •Capture the recipient/sender information
- •Note any payment memos or descriptions
How to Retrieve
- •Open the payment app and view history
- •Request data download from app settings
- •Check linked email for transaction receipts
- •Contact customer support for detailed records
- •Review linked bank account for transfers
Invoices & Bills
Documents amounts owed, services provided, and payment obligations
What Qualifies
- Itemized invoices for services
- Utility bills showing service periods
- Medical bills and statements
- Repair and service invoices
- Professional fee statements
How to Record
- •Keep original invoices in a dedicated folder
- •Scan or photograph for digital backup
- •Match invoices to corresponding payments
- •Note what each charge was for
- •Track payment status (paid, unpaid, partial)
How to Retrieve
- •Check your email for emailed invoices
- •Request copies from service providers
- •Access online accounts with vendors
- •Review your files and mail storage
- •Contact billing departments directly
Receipts & Proof of Purchase
Confirms purchases, prices paid, and dates of transactions
What Qualifies
- Store receipts (paper and digital)
- Online order confirmations
- Shipping and delivery confirmations
- Return receipts and refund confirmations
- Gift receipts showing purchase details
How to Record
- •Photograph paper receipts immediately (thermal fades)
- •Save digital receipts to a dedicated folder
- •Note what was purchased and why
- •Match receipts to bank/card statements
- •Keep receipts organized by date or vendor
How to Retrieve
- •Check your email inbox for digital receipts
- •Request duplicate receipts from stores
- •Access retailer account order history
- •Review credit card statements for backup
- •Contact customer service with transaction details
Repair Estimates & Quotes
Establishes fair market value for repairs and reasonable costs
What Qualifies
- Written repair estimates from professionals
- Insurance adjuster assessments
- Contractor quotes and proposals
- Multiple quotes for comparison
- Itemized breakdown of costs
How to Record
- •Get all estimates in writing
- •Request itemized breakdowns
- •Get multiple quotes (3 is ideal)
- •Note the date and who provided the estimate
- •Keep business cards or contact info
How to Retrieve
- •Contact the businesses that gave quotes
- •Check email for emailed estimates
- •Review text messages for quote discussions
- •Request copies from insurance company
- •Ask for re-estimates if needed
Income Documentation
Documents income for lost wage claims and ability to pay
What Qualifies
- Pay stubs and earnings statements
- Tax returns (W-2, 1099 forms)
- Employment contracts showing salary
- Profit and loss statements (self-employed)
- Commission statements
How to Record
- •Keep all pay stubs and earning documents
- •Download from employer portals
- •Maintain copies of tax returns
- •Track hours worked and rates
- •Document any lost work time
How to Retrieve
- •Access employer payroll systems online
- •Request copies from HR or payroll
- •Download from IRS (transcripts)
- •Check email for direct deposit notices
- •Contact accountant for copies
Insurance Records
Shows coverage, claims made, and amounts paid or denied
What Qualifies
- Insurance policies and declarations pages
- Claim submissions and correspondence
- Adjuster reports and assessments
- Denial letters and explanations
- Payment records from insurance
How to Record
- •Keep copies of all insurance policies
- •Document all communications with insurers
- •Save claim numbers and adjuster contact info
- •Note dates of all phone calls
- •Request written confirmations of decisions
How to Retrieve
- •Log into insurance company portal
- •Contact your insurance agent
- •Request copies from claims department
- •Check email for policy documents
- •Request claim file copies in writing
Calculating Your Damages
Your financial records should support every dollar you're claiming. Here are the types of damages you can recover:
Direct Damages
Money you actually lost or spent
- •Amount paid for defective product
- •Cost of repairs already made
- •Medical bills paid
- •Lost wages (time missed from work)
Consequential Damages
Additional losses caused by the breach
- •Hotel costs due to uninhabitable rental
- •Rental car costs while vehicle repaired
- •Lost business profits
- •Additional expenses to mitigate damages
Out-of-Pocket Expenses
Money spent dealing with the problem
- •Filing fees and court costs
- •Certified mail costs
- •Travel expenses for court
- •Document copying costs
Create a Damages Summary Sheet
Prepare a clear summary for the judge showing how you calculated your claim amount:
Attach supporting documentation (receipts, estimates, statements) for each line item.
Common Mistakes to Avoid
- • Inflating damages - Judges notice exaggerated claims and may discount your entire case
- • No documentation - Claims without receipts or records are hard to prove
- • Including non-recoverable items - Emotional distress usually isn't available in small claims
- • Math errors - Double-check your calculations before presenting
- • Forgetting to deduct payments received - Credit any partial payments or insurance payouts
Tips for Success
- • Get multiple estimates - 2-3 repair quotes show you're claiming fair value
- • Keep a running total - Update your damages calculation as you gather documents
- • Organize chronologically - Arrange financial records by date for easy reference
- • Redact sensitive info - Black out full account numbers, keep last 4 digits visible
- • Create copies - Bring 3 sets: you, judge, defendant