Detailed answer — what you must know under Washington law

When someone administers an estate in Washington (as an executor or administrator, sometimes called the personal representative), the representative must identify claims against the estate, verify the legitimacy of those claims, record any payments to third parties, and report all activity to the probate court and beneficiaries. Washington law governing probate and creditor claims appears in Title 11 of the Revised Code of Washington (RCW). See RCW Title 11 (Probate, Trusts, and Protective Proceedings): https://app.leg.wa.gov/rcw/title11/.

Below is a practical, step‑by‑step approach that aligns with Washington probate practice and helps you produce an accurate, auditable record suitable for court filings:

1) Start with required notices and the claims period

Begin by giving the statutorily required notice to creditors (and publishing notice if the estate is administered). The notice process starts the statutory window during which creditors must present claims. Follow the notice and claims timing requirements in Washington probate law found in RCW Title 11: https://app.leg.wa.gov/rcw/title11/. Proper notice protects the estate and limits late claims.

2) Create and maintain a formal claims register (log)

Open a claims register or spreadsheet as soon as the estate opens. For every incoming claim, record:

• Claim number (sequential)
• Name and contact information of claimant
• Date claim received and how it was received (mail, email, filed with court)
• Amount claimed and basis (contract, medical, funeral, taxes, etc.)
• Supporting documents received (invoices, contracts, judgments)
• Status (allowed, rejected, pending, paid, partially paid)
• Reference to any court filing about the claim (objection, hearing date)

3) Require documentary proof and review claims promptly

Do not pay a claim based only on an oral statement. Request and keep copies of: invoices, signed agreements, court judgments, lien statements, or other proof. For disputed amounts, request an itemized breakdown. Document your review (who reviewed, date, and reason for allowance or rejection).

4) Approve claims with clear internal authorization

Adopt an internal approval process before releasing funds: who may authorize payments (executor, co‑executor, court order), and what documentary proof is required. For large or unusual claims, obtain court approval and reflect that approval in the court record.

5) Record every payment with supporting proof

When you pay a claimant or vendor, record for the payment register:

• Amount paid, date, and method (check number, ACH, wire)
• Paid to whom and for what claim number
• Attach the paid invoice, canceled check, bank statement highlighting the transaction, and any signed receipt or release from the claimant
• If release or full satisfaction is obtained, attach it to the file and note it in the claims register

6) File required inventories and accountings with the court

Washington requires inventories and periodic accountings to the probate court. These documents must disclose assets, liabilities, payments, and distributions. Include a summary of claims presented, allowed, rejected, and paid. See RCW Title 11 for specific filing obligations: https://app.leg.wa.gov/rcw/title11/.

7) Obtain releases and settlements in writing

When you settle a disputed claim, get a signed written release or settlement agreement that describes the consideration and states the claim is fully satisfied. File a copy with the court and link it to the claims register and payment records.

8) Object and litigate only when necessary — record objections

If a claim appears invalid or excessive, timely object and file the objection with the court. Document the reason for the objection, the supporting evidence, and any court rulings. Keep the objection and any court order attached to the claim record.

9) Reconcile bank accounts and reconcile to the court accounting

Maintain a dedicated estate bank account. Reconcile that account monthly and ensure the reconciled balances match the ledger used in your estate accountings to the court. Attach reconciliations, statements, and canceled checks to accounting exhibits when you file them.

10) Be ready to explain distributions to beneficiaries and the court

Prepare a clear distribution schedule that ties every payment to a claim number, creditor, or beneficiary distribution order. Provide copies of the schedule and supporting documentation when you submit your final accounting and petition for distribution.

11) Understand consequences of inaccurate reporting

If the personal representative pays improper claims or fails to keep accurate records, the court may require a surcharge, order repayment, or remove the personal representative. Accurate documentation protects you from personal liability and speeds estate settlement.

Helpful Washington resources

• RCW Title 11 (Probate statutes): https://app.leg.wa.gov/rcw/title11/
• Washington Courts—Probate & guardianship forms and information: https://www.courts.wa.gov/forms/

Helpful hints — practical checklist for accurate probate claim and payment records

• Open a separate estate bank account immediately and use it for all estate transactions.
• Keep a sequentially numbered claims register; reference each claim number on checks and receipts.
• Require original invoices and signed receipts before paying; obtain written releases on final payment.
• Scan and back up all documents (invoices, checks, receipts, court filings) in date‑order folders.
• Attach bank reconciliations and canceled checks to accountings you file with the court.
• Use simple accounting software or an Excel ledger with separate columns for claim number, claimant, date received, amount, disposition, and related court filings.
• When in doubt about a large or disputed claim, seek court approval before paying to avoid personal liability.
• Communicate with beneficiaries: share a plain‑language summary of claims and payments to reduce disputes and requests for accounting.
• Keep originals of signed releases and settlement agreements; file copies with the court and note the filing in your claim register.
• If the estate has tax, medical, or business claims, consult a probate attorney early; certain claims may have special priority or procedure.