# Trace estate assets to realisation evidence Canonical page: https://agents.paretoid.com/workflows/reconcile-estate-assets-with-realisation-evidence/ Category: Operations & Reporting Practice relevance: specialty-specific. Links estate inventory items to collection, transfer and unrealised-asset evidence. Jurisdiction/provider scope: AU-NSW: estate administration; legal/accounting review Match each lawyer-approved estate inventory item to collection, transfer or still-unrealised evidence. Status: Primary workflow and tool capabilities documented; editorial adaptation, untested. Verification: No measured outcome for this exact adaptation. Run synthetic acceptance tests before deployment. ## The problem An estate inventory and a pile of receipts can leave unclear which asset was collected, transferred or remains unrealised. Why it matters: A receipt may cover only part of an asset, several assets or a transfer with no sale proceeds. Treating it as a full match can misstate what remains to be administered. Each allocation needs supporting evidence and review. ## Sources and evidence - method: [NSW Supreme Court: accounts passed and commission](https://supremecourt.nsw.gov.au/wills-probate/applications/accounts-passed-applying-for-commission.html) Explains accounting for inventory assets through receipts, transfers and unrealised assets. - method: [Smokeball AU estate administration](https://www.smokeball.com.au/practice-areas/estate-administration) Confirms estate matter asset-inventory capability; not evidence of this reconciliation being automated. - method: [Smokeball AU: Archie supported matter context and limitations](https://support.smokeball.com/hc/en-au/articles/24407844681751-Getting-Started-with-Archie-the-Smokeball-AI-Assistant) Matter-native document and note review with source links. Images, rendered PDFs and spreadsheets are not extractable; broader contacts and trust transaction history are unavailable. This is capability evidence, not validation of this recipe. - method: [Smokeball AU: reviewing documents with Archie](https://support.smokeball.com/hc/en-au/articles/24410302082711-Reviewing-documents-with-Archie) Documents native review UI and matter-context limitations; no recipe testing claimed. - method: [NSW Supreme Court Practice Note SC Gen 23](https://supremecourt.nsw.gov.au/content/dam/dcj/ctsd/supreme-court/documents/Practice-and-Procedure/Practice-Notes/general/current/PN_SC_Gen_23.pdf) Current court AI practice note; responsible lawyer checks applicability and restricted inputs before use. Source checked: October 15, 2026. This is an editorial adaptation of documented methods and tool features. No customer result or end-to-end test is claimed. ## Suggested approach Start when: The executor’s accounting evidence is assembled for the estate lawyer’s review. 1. Confirm authority for the existing indexed matter context before opening AI review. 2. Collect the approved original records and make only the checked text copies needed for readability. 3. Run the bounded comparison with source IDs, item coverage and explicit incomplete flags. 4. Check the report against the originals and retain it for internal human review. ## What you need - Responsible lawyer confirms jurisdiction, applicable court AI rules, scope, client confidentiality, processing terms and authority before real matter data is indexed. Test in a synthetic matter first. - Existing licensed, authorised AU Smokeball and Archie access. Add-ons and specialised modules must already be enabled; no new permissions or connections are included. - Lawyer supplies the current matter-specific review checklist, permitted source list, and any controlling orders. No automatic deadline calculation. - Before using real data, the responsible lawyer must approve the existing indexed matter context, processing terms, staff access and shared chat history. Archie may index the last 50 recently worked matters when enabled. Selecting attachments or saying ONLY in a prompt is not a privacy boundary. Do not enable Archie or change permissions as part of this recipe. If existing access exceeds authority, stop; use an already-approved segregated matter/workspace or a human review. - Create an expected-source and covered-item register with stable document IDs and original page/section/record locators. Use bounded batches of at most 20 attached files, smaller where text is long. Combined text may be trimmed. Confirm every expected source and item was actually read; any absent, unreadable, truncated or unprocessed batch means INCOMPLETE, never a completeness assurance. Do not invent page numbers. - Responsible NSW lawyer checks current SC Gen 23, including paragraph 9A restricted-input requirements, before indexing or prompting. This is an internal factual review, never affidavit, witness-statement or evidence generation. If the input is prohibited or authority is uncertain, stop before AI use. ## How to use Documentation-checked steps; this adaptation has not been run in a live account. - Before using real data, the responsible lawyer must approve the existing indexed matter context, processing terms, staff access and shared chat history. Archie may index the last 50 recently worked matters when enabled. Selecting attachments or saying ONLY in a prompt is not a privacy boundary. Do not enable Archie or change permissions as part of this recipe. If existing access exceeds authority, stop; use an already-approved segregated matter/workspace or a human review. - Create an expected-source and covered-item register with stable document IDs and original page/section/record locators. Use bounded batches of at most 20 attached files, smaller where text is long. Combined text may be trimmed. Confirm every expected source and item was actually read; any absent, unreadable, truncated or unprocessed batch means INCOMPLETE, never a completeness assurance. Do not invent page numbers. - Preparing and checking the source packet takes staff time. For a small record set, use direct human review if preparation would take longer. No efficiency gain has been measured. Access and setup: - Existing AU Smokeball/Archie licensing, required modules and staff access must be confirmed by the firm; the directory has not inspected its account. - Jurisdiction, court AI rules, source-processing terms and client authority require the responsible lawyer’s approval. This guide does not enable AI, connect accounts or change access. ### 1. Approve indexed-context access Tool: Authorised source application / human reviewer Location: Responsible lawyer: existing matter/indexed-context access review Before using real data, the responsible lawyer must approve the existing indexed matter context, processing terms, staff access and shared chat history. Archie may index the last 50 recently worked matters when enabled. Selecting attachments or saying ONLY in a prompt is not a privacy boundary. Do not enable Archie or change permissions as part of this recipe. If existing access exceeds authority, stop; use an already-approved segregated matter/workspace or a human review. Expected output: Documented authority and scope, or BLOCKED before AI access Next step: Continue only with verified authority and the listed output; otherwise stop and record the blocker. Pass source IDs and coverage status to the next step. Check before continuing: Verify against original source evidence. Missing authority, unreadable inputs, absent batches or uncertain text trimming blocks completeness claims. Execution status: Documentation checked; editorial recipe not run in a live licensed account. Synthetic acceptance testing is required. Step documentation: https://supremecourt.nsw.gov.au/wills-probate/applications/accounts-passed-applying-for-commission.html https://support.smokeball.com/hc/en-au/articles/24410302082711-Reviewing-documents-with-Archie https://support.smokeball.com/hc/en-au/articles/24407844681751-Getting-Started-with-Archie-the-Smokeball-AI-Assistant https://www.smokeball.com.au/practice-areas/estate-administration ### 2. Acquire original sources Tool: Authorised source application / human reviewer Location: Authorised source application/matter; acquisition instructions below Obtain the existing, already-produced lawyer-approved inventory document from the authorised estate matter’s Files section, together with supplied receipts, transfer documents and unrealised-asset evidence. This recipe does not claim a native inventory export/menu. If no approved inventory exists, stop and have the estate team prepare and approve it through their established process. Expected output: Identified authorised original sources and IDs, or an acquisition blocker Next step: Continue only with verified authority and the listed output; otherwise stop and record the blocker. Pass source IDs and coverage status to the next step. Check before continuing: Verify against original source evidence. Missing authority, unreadable inputs, absent batches or uncertain text trimming blocks completeness claims. Execution status: Documentation checked; editorial recipe not run in a live licensed account. Synthetic acceptance testing is required. Step documentation: https://supremecourt.nsw.gov.au/wills-probate/applications/accounts-passed-applying-for-commission.html https://support.smokeball.com/hc/en-au/articles/24410302082711-Reviewing-documents-with-Archie https://support.smokeball.com/hc/en-au/articles/24407844681751-Getting-Started-with-Archie-the-Smokeball-AI-Assistant https://www.smokeball.com.au/practice-areas/estate-administration ### 3. Prepare source-first inputs Tool: Authorised source application / human reviewer Location: Authorised source application/matter; acquisition instructions below Prepare a checked text-bearing copy only when needed for readability. Preserve stable asset IDs, inventory valuation date/currency/basis and the lawyer’s estate/non-estate classification. Keep realised proceeds and transfer evidence separate from inventory valuations. Record allocation across assets explicitly, or mark allocation unknown. Do not obtain trust transaction history through Archie; authorised staff supplies reviewed source documents. Expected output: Readable verified input packet with original locators, or manual-review gaps Next step: Continue only with verified authority and the listed output; otherwise stop and record the blocker. Pass source IDs and coverage status to the next step. Check before continuing: Verify against original source evidence. Missing authority, unreadable inputs, absent batches or uncertain text trimming blocks completeness claims. Execution status: Documentation checked; editorial recipe not run in a live licensed account. Synthetic acceptance testing is required. Step documentation: https://supremecourt.nsw.gov.au/wills-probate/applications/accounts-passed-applying-for-commission.html https://support.smokeball.com/hc/en-au/articles/24410302082711-Reviewing-documents-with-Archie https://support.smokeball.com/hc/en-au/articles/24407844681751-Getting-Started-with-Archie-the-Smokeball-AI-Assistant https://www.smokeball.com.au/practice-areas/estate-administration ### 4. Plan bounded source coverage Tool: Authorised source application / human reviewer Location: Internal expected-source/covered-item register Create an expected-source and covered-item register with stable document IDs and original page/section/record locators. Use bounded batches of at most 20 attached files, smaller where text is long. Combined text may be trimmed. Confirm every expected source and item was actually read; any absent, unreadable, truncated or unprocessed batch means INCOMPLETE, never a completeness assurance. Do not invent page numbers. Expected output: Bounded batch plan and complete expected-source register Next step: Continue only with verified authority and the listed output; otherwise stop and record the blocker. Pass source IDs and coverage status to the next step. Check before continuing: Verify against original source evidence. Missing authority, unreadable inputs, absent batches or uncertain text trimming blocks completeness claims. Execution status: Documentation checked; editorial recipe not run in a live licensed account. Synthetic acceptance testing is required. Step documentation: https://supremecourt.nsw.gov.au/wills-probate/applications/accounts-passed-applying-for-commission.html https://support.smokeball.com/hc/en-au/articles/24410302082711-Reviewing-documents-with-Archie https://support.smokeball.com/hc/en-au/articles/24407844681751-Getting-Started-with-Archie-the-Smokeball-AI-Assistant https://www.smokeball.com.au/practice-areas/estate-administration ### 5. Open native document review Tool: Smokeball Archie Location: Smokeball matter > Archie tab > paperclip, or Files > select files > right-click > Ask Archie about these documents Open the authorised matter > Archie tab > paperclip; alternatively Files > select approved documents with Shift/Ctrl > right-click > Ask Archie about these documents. Wait for ingestion. Use only verified text-bearing sources; unreadable media or scans require human transcription and verification. Expected output: Ingested approved text-bearing source batch, or INCOMPLETE input Next step: Continue only with verified authority and the listed output; otherwise stop and record the blocker. Pass source IDs and coverage status to the next step. Check before continuing: Verify against original source evidence. Missing authority, unreadable inputs, absent batches or uncertain text trimming blocks completeness claims. Execution status: Documentation checked; editorial recipe not run in a live licensed account. Synthetic acceptance testing is required. Step documentation: https://support.smokeball.com/hc/en-au/articles/24410302082711-Reviewing-documents-with-Archie https://support.smokeball.com/hc/en-au/articles/24407844681751-Getting-Started-with-Archie-the-Smokeball-AI-Assistant https://supremecourt.nsw.gov.au/wills-probate/applications/accounts-passed-applying-for-commission.html https://www.smokeball.com.au/practice-areas/estate-administration ### 6. Run the bounded comparison Tool: Smokeball Archie Location: Archie question field, with batch ID and source register Paste the starter prompt with the expected-source register and explicit batch ID. Require a covered-item list plus missing/truncated/unreadable sources. If coverage cannot be verified, mark the run incomplete and stop any completeness conclusion. Prompt: ```text For each approved estate inventory item, identify supplied receipt, transfer or unrealised-asset evidence. Keep asset IDs and source references. Flag partial collections, unmatched receipts and missing support. Show any arithmetic transparently for human recalculation; do not assume trust ledger access, decide beneficial entitlement or propose distributions. Preserve the lawyer’s estate/non-estate classification without changing it. Return only an internal asset-to-evidence reconciliation. Keep inventory valuation separate from realised proceeds and transfers. State currency, valuation date, proceeds date, basis and allocation for any arithmetic; if not comparable mark comparison_permitted=no. A difference is not missing money. No unexplained subtraction between dates, currencies or valuation bases. Use only the approved task scope; this instruction does not limit indexed-context access. For every row include source_ref, source_locator, coverage_status and manual_review. Never invent locators. List expected sources and batches not covered, unreadable or potentially trimmed. Mark the overall output INCOMPLETE if source coverage cannot be verified; no unsupported completeness claim. Copy/open an internal Word draft only; take no external or record-changing action. Return the review table with these exact columns: asset_id, inventory_value, inventory_currency, inventory_valuation_date, inventory_basis, realisation_type, realised_proceeds, proceeds_currency, realisation_date, transfer_description, allocation_basis, remaining_status, comparison_permitted, reconciliation_question, source_ref, source_locator, batch_id, coverage_status, manual_review. Return a separate source-coverage register with these exact columns: batch_id, source_ref, original_locator_range, expected_items, covered_items, readability, truncation_check, coverage_status, reviewer. ``` Expected output: Draft rows plus actual covered-source/item register and explicit incomplete flags Next step: Continue only with verified authority and the listed output; otherwise stop and record the blocker. Pass source IDs and coverage status to the next step. Check before continuing: Verify against original source evidence. Missing authority, unreadable inputs, absent batches or uncertain text trimming blocks completeness claims. Execution status: Documentation checked; editorial recipe not run in a live licensed account. Synthetic acceptance testing is required. Step documentation: https://support.smokeball.com/hc/en-au/articles/24410302082711-Reviewing-documents-with-Archie https://support.smokeball.com/hc/en-au/articles/24407844681751-Getting-Started-with-Archie-the-Smokeball-AI-Assistant https://supremecourt.nsw.gov.au/wills-probate/applications/accounts-passed-applying-for-commission.html https://www.smokeball.com.au/practice-areas/estate-administration ### 7. Verify and retain the internal review Tool: Microsoft Word / human reviewer Location: Archie response > Copy or Open in Microsoft Word Copy the result or open it in Word for internal review only. Verify every exception and cited locator against the original, reconcile covered items across every batch, and retain unresolved/manual-review rows. Do not use Outlook/Client Portal send, update native records, file, serve or release originals. Expected output: Human-checked internal report with unresolved items preserved; no external action Next step: Continue only with verified authority and the listed output; otherwise stop and record the blocker. Pass source IDs and coverage status to the next step. Check before continuing: Verify against original source evidence. Missing authority, unreadable inputs, absent batches or uncertain text trimming blocks completeness claims. Execution status: Documentation checked; editorial recipe not run in a live licensed account. Synthetic acceptance testing is required. Step documentation: https://support.smokeball.com/hc/en-au/articles/24410302082711-Reviewing-documents-with-Archie https://support.smokeball.com/hc/en-au/articles/24407844681751-Getting-Started-with-Archie-the-Smokeball-AI-Assistant https://supremecourt.nsw.gov.au/wills-probate/applications/accounts-passed-applying-for-commission.html https://www.smokeball.com.au/practice-areas/estate-administration ## What you will get An asset-to-evidence reconciliation showing partial collection, unmatched receipts, unreconciled values and missing support for review. ## Human review and limits No distribution calculation, asset-entitlement decision, tax advice, trust compliance certification or money movement. Accountant/lawyer checks arithmetic and legal treatment against originals. Internal administrative review only. Do not infer legal compliance from completeness; do not file, serve, contact anyone, change originals or decide legal rights. What to measure: In a synthetic pilot, record confirmed findings, false alarms, missed items and preparation/review time. Do not infer a saving from an untested draft. ## Original prepared-input schema approved-scope-template.docx: the lawyer’s scope, permitted sources and context-access checks. synthetic-source-packet.docx: a fictional test packet only; replace it with approved actual source records only after all access and scope gates pass. source-coverage-register.csv columns: batch_id, source_ref, original_locator_range, expected_items, covered_items, readability, truncation_check, coverage_status, reviewer review-output.csv is a blank OUTPUT table, not source evidence. Columns: asset_id, inventory_value, inventory_currency, inventory_valuation_date, inventory_basis, realisation_type, realised_proceeds, proceeds_currency, realisation_date, transfer_description, allocation_basis, remaining_status, comparison_permitted, reconciliation_question, source_ref, source_locator, batch_id, coverage_status, manual_review expected-results.csv is the answer key. Keep them outside the AI’s indexed test context. Synthetic example input: ```text Use the kit’s synthetic-source-packet.docx and approved-scope-template.docx. The packet includes matching, conflicting, missing, excluded and human-recorded unreadable cases, plus separate withheld-source, unprocessed-batch, simulated-trimming and wrong-client-access tests. Do not give the answer key to the model. ``` Expected synthetic output: ```text The expected-results.csv answer key shows the exact output columns and source locators. Missing, unreadable or unprocessed sources keep the overall run INCOMPLETE. An unauthorised indexed context is BLOCKED before AI access. These are expected test behaviours, not observed results. ``` Failure check: Include at least one exact match, one conflicting value, one missing source, one explicitly out-of-scope item and one unreadable attachment. Pass only if each is labelled correctly with a source or explicit absence, and no external action occurs. Include a withheld source, a second batch not processed, a simulated trimmed source and a wrong-client access case. Every run must remain incomplete or blocked until those are resolved; selected attachments must never be described as isolating indexed context. ## Starter files Native blank scaffolds and original synthetic examples may use different schemas. Follow NATIVE-INPUT-MAPPING where supplied. These files do not connect accounts or install automation. - [Download starter kit](https://agents.paretoid.com/assets/starter-kits/reconcile-estate-assets-with-realisation-evidence-starter-kit.zip) — All inputs, synthetic examples and review notes in one ZIP. No automation is installed. - [Source acquisition and review guide](https://agents.paretoid.com/assets/starter-kits/reconcile-estate-assets-with-realisation-evidence/START-HERE.md) — Reviewed source acquisition, exact documented handoffs, prompt, file-use instructions and human gates - [Approved scope template](https://agents.paretoid.com/assets/starter-kits/reconcile-estate-assets-with-realisation-evidence/approved-scope-template.docx) — Blank internal lawyer-authority and source-scope worksheet; no official legal form - [Separate synthetic expected results](https://agents.paretoid.com/assets/starter-kits/reconcile-estate-assets-with-realisation-evidence/expected-results.csv) — Offline human answer key; never attach or index for AI; includes blocked preflight expectations - [Exact reviewed starter prompt](https://agents.paretoid.com/assets/starter-kits/reconcile-estate-assets-with-realisation-evidence/prompt.txt) — Verbatim locked source starter prompt including output and coverage schemas - [Blank review output](https://agents.paretoid.com/assets/starter-kits/reconcile-estate-assets-with-realisation-evidence/review-output.csv) — Exact reviewed output headers only; staff report format, not native export or AI-ingestible spreadsheet - [Blank source coverage register](https://agents.paretoid.com/assets/starter-kits/reconcile-estate-assets-with-realisation-evidence/source-coverage-register.csv) — Exact reviewed coverage headers only; staff worksheet; copy approved bounded rows as text for AI context - [Synthetic unreviewed source plan](https://agents.paretoid.com/assets/starter-kits/reconcile-estate-assets-with-realisation-evidence/synthetic-source-coverage-example.csv) — Separate synthetic expected-source plan; actual covered items and reviewer deliberately blank; never represents an executed review - [Synthetic source packet](https://agents.paretoid.com/assets/starter-kits/reconcile-estate-assets-with-realisation-evidence/synthetic-source-packet.docx) — Invented text-bearing source and availability metadata with stable page and section references; separate from answer key ## Optional original prepared-input prompt Destination: Archie inside the authorised Smokeball matter This original prompt uses its own prepared-input schema. Do not mix it with native-step tables without the supplied mapping. ```text For each approved estate inventory item, identify supplied receipt, transfer or unrealised-asset evidence. Keep asset IDs and source references. Flag partial collections, unmatched receipts and missing support. Show any arithmetic transparently for human recalculation; do not assume trust ledger access, decide beneficial entitlement or propose distributions. Preserve the lawyer’s estate/non-estate classification without changing it. Return only an internal asset-to-evidence reconciliation. Keep inventory valuation separate from realised proceeds and transfers. State currency, valuation date, proceeds date, basis and allocation for any arithmetic; if not comparable mark comparison_permitted=no. A difference is not missing money. No unexplained subtraction between dates, currencies or valuation bases. Use only the approved task scope; this instruction does not limit indexed-context access. For every row include source_ref, source_locator, coverage_status and manual_review. Never invent locators. List expected sources and batches not covered, unreadable or potentially trimmed. Mark the overall output INCOMPLETE if source coverage cannot be verified; no unsupported completeness claim. Copy/open an internal Word draft only; take no external or record-changing action. Return the review table with these exact columns: asset_id, inventory_value, inventory_currency, inventory_valuation_date, inventory_basis, realisation_type, realised_proceeds, proceeds_currency, realisation_date, transfer_description, allocation_basis, remaining_status, comparison_permitted, reconciliation_question, source_ref, source_locator, batch_id, coverage_status, manual_review. Return a separate source-coverage register with these exact columns: batch_id, source_ref, original_locator_range, expected_items, covered_items, readability, truncation_check, coverage_status, reviewer. ``` Editorial prompt · proposed, not tested Published by Law Firm Agents. Proposed adaptation; not tested. Not legal advice.