Ken:
Communications are the key.
Were your timbers boxed heart? If so than you're ahead of the game.
If they weren't you may need to educate the sawyer.
Tell him that they need to be and ask him if he needs help understanding how this is done.
It's not hard but some need instruction about how to do it if they haven't done it before.
As you have outlined having an accurate stock list of what was needed, what was loaded and balance due by both parties is a must to keep it straight. You future method should work, if he is willing to work with you and keep it all written down.
Good luck with your project.
Jim Rogers
PS was it a bandsawmill or a circle mill?

Last edited by Jim Rogers; 07/03/14 01:11 PM. Reason: add ps

Whatever you do, have fun doing it!