Build a Monthly Handoff Your Bookkeeper Can Use
Provide bank and card statements, receipts, customer invoices, supplier bills, payment processor reports and explanations for unclear business transactions each month. Include other relevant records, such as loan statements or payroll summaries, when they are part of the agreed bookkeeping scope. The checklist should reflect how your business receives and spends money.
Supply complete account coverage
Provide statements for every relevant bank and credit card account, plus records for loans and payment systems when needed. Mention any new or closed accounts. A software connection can import transactions without supplying a complete statement period, so do not assume an active feed replaces the monthly statements required for reconciliation.
Explain what the transaction description cannot
Keep invoices and receipts that identify what was purchased, along with business purpose when it is not obvious. Flag unusual deposits, refunds, owner contributions, personal purchases and equipment acquisitions. If a payment relates to multiple invoices or several types of spending, provide enough detail to allocate it correctly. Timely explanations prevent uncertain transactions from accumulating.
Agree on a secure and repeatable routine
Use the approved document sharing process and the access level your bookkeeper needs. Do not send account passwords or sensitive documents through a public website conversation. Set a monthly document deadline and identify who will answer follow up requests. A consistent submission process makes the reporting date more predictable and reduces the need to reconstruct transactions from memory months later. The IRS emphasizes retaining supporting records for both income and expenses.