Keep the complete invoice and relevant official instructions. Clarify the payee and purpose of each amount rather than relying only on the total.
Make the record understandable
A combined payment description can obscure whether money concerns advice, processing or a future gift.
Each principal builds a complete personal set — identity and civil documents, evidence of the specified benefit and eligibility, and whatever the USCIS instructions request — and signs their own filing. The dated official terms, the government's processing-fee receipt, the vetting outcome notice, the government's gift instruction and the transfer confirmation matching it exactly. Obtain current official instructions and update forms, marriage or divorce records, passports, addresses, and other affected evidence consistently. What counts as an acceptable alternative depends on the country and on the official instructions covering it — no universal rule imposes apostilles, certified translations or affidavits everywhere. The first should preserve the version of instructions, payment direction and terms consulted; the second should contain passports, civil records, vetting material and classification evidence. Keep originals accessible rather than shipped, hold certified copies and translations of anything already prepared, and record where each document came from so a replacement can be ordered quickly.