How to create a wardrobe wrap report

Before adding anything up, collect everything in one place:

• Project and recipient details — project name, dates, and who the report goes to (often production accounting).
• Purchases and other project expenses — clothing, alterations, dry cleaning, supplies, shipping.
• Supporting receipts for each expense.
• Return records — what was sent back, and where each return stands.
• Refunds actually received, with amounts and dates.
• Outstanding refunds you are still expecting.
• Advances, and who paid each expense — your card, a production card, petty cash.
• Notes and unresolved exceptions — a lost receipt, a disputed charge, a final-sale item.

Go line by line. Check that each date and amount matches its receipt, that the category makes sense, and that nothing appears twice — duplicates often happen when the same receipt is photographed and also forwarded by email. Flag any expense without documentation and note why.

If you used a receipt scanner, review the scanned details rather than trusting them: faded thermal paper, crumpled receipts, and multi-currency purchases are commonly misread. Expenses also don’t appear on their own — entries come from receipts and records you collect, not from a bank or card feed, unless you add them yourself. Wrap Report’s expense tracking follows the same review step.

A return describes the merchandise. A refund describes the money. Track them separately:

• An item can be back at the store while its refund is still outstanding.
• Some returns end in store credit, an exchange, or a partial refund — not every returned item produces cash back.
• A return on its own is not a refund. Only money actually received reduces the recorded cost of the related purchase.
• Refunds you expect but haven’t received should be listed separately until they arrive.
• For partial refunds, check the remaining balance and note whether more money is still expected or the rest is non-refundable.

See how return and refund tracking keeps these two progressions apart in Wrap Report.

These terms are related, but they are not interchangeable:

• Budget — the spending allowance or target for the project.
• Advance — funding provided for the project before or during the work.
• Expense — a recorded project cost.
• Reimbursement — an amount owed to someone who paid for project costs.

Keep each figure in its own line. Don’t subtract an advance from the expense total, and don’t subtract a return and its refund as two separate reductions. Settlement — whether anyone owes anyone — depends on who paid each expense, who received each refund, and how the project was funded. Establish those facts first; no single formula fits every project.

Fictional example for illustration—not a customer report.

Studio Day — Fictional Wardrobe Project. This simplified example shows the spend calculation only. It is not a reproduction of a Wrap Report PDF or its full settlement calculation.

Calculation: $2,400 − $600 = $1,800.

The additional $200 expected refund has not been deducted from net spend to date because it has not yet been received.

The example deliberately has no budget, advance, or payer details. Working out whether a reimbursement is owed — or whether money is due back — requires those funding and payment details.

Most handoffs need a concise summary: totals, a line-item ledger, returns and refunds, settlement, and the receipts. Some productions also ask for a fuller supporting record — receipt-level detail, return history, and notes on exceptions — for their own review. Ask what the recipient expects before you build the report.

Before sending, confirm the recipient’s name and email, re-check the totals, make sure outstanding items are disclosed, confirm every receipt is attached and legible, and open the exported file once yourself. A clear report makes review easier, but approval and payment timing remain with the recipient.

Wrap Report builds the report from the expenses, returns, and refunds already recorded on a project. You can export a Client Wrap Report or a fuller Full Audit Package, both as PDF. The audit package is a more detailed record, not an independent professional audit. Receipts can be laid out 1, 2, or 4 per page, and expected refunds aren’t counted as received.

To deliver, you can download the PDF or email your client a secure download link that expires after 14 days — there is no public web page for a report. Every plan can add a workspace logo and identity details; custom report colors are an Agency option. Read more about wrap reports or compare plans.