Your bookkeeper needs more than a transaction export. A useful month-end handoff identifies which accounts and period are included, what documents are available, which activity needs context and what questions remain open.
Use these five lists to keep that handoff short and repeatable. This is an operational template, not a tax opinion or a certification that your books are complete.
1. Accounts and statements
List each bank, card, payment processor and loan account in the agreed bookkeeping scope. For each one, note the statement period, whether the statement is available, and who can provide missing records. Use the approved document channel rather than sharing login credentials.
An account feed or export can help prepare the work, but it does not replace checking the relevant account records. Tell the bookkeeper about newly opened and closed accounts.
2. Activity that needs an explanation
Identify unusual deposits, transfers, owner contributions, owner withdrawals, loan proceeds and asset purchases. Give each item a date, amount and short explanation. A deposit should not be assumed to be sales simply because money entered the bank.
For a service business, also flag customer refunds, large prepaid purchases and payments that cover multiple invoices. The bookkeeper decides the recording with the agreed accounting setup and available evidence.
3. Missing supporting documents
Create a short request list for receipts, invoices, credit notes or other support that has not yet been supplied. Assign a person and a target date to each request.
The IRS explains that business transactions generate supporting documents used to record activity. Its recordkeeping guidance also connects good records with understanding the business and preparing financial statements. Document requirements vary with the business and the event; this template does not set a universal retention period.
4. Exceptions that remain unresolved
Separate open questions from completed work. A simple table is enough:
| Item | What is known | What is missing | Next action |
|---|---|---|---|
| June 18 deposit | $1,200 entered the bank | Whether it is customer payment or owner funding | Owner supplies explanation |
| Card purchase | $240 was paid | Receipt and business purpose | Team member uploads support |
| Account transfer | Both bank entries exist | Which accounts are in scope | Bookkeeper checks the account list |
These are illustrative examples, not client records. Do not use a balancing entry merely to make an unexplained difference disappear.
5. Questions for the review meeting
Prioritize the questions you want answered: a cost that changed, an unpaid invoice, the status of an account reconciliation, or an exception that needs a decision. Ask which reports are final for the agreed period and which still depend on missing information.
At DaxCents, AI can assist with preparation; a human reviews and gives final approval. The monthly plan includes up to one hour of meeting time. A useful meeting starts with the exceptions and decisions rather than rereading every transaction.
A small routine you can reuse
At each handoff, record the period, the account list, the person providing documents and the open items. Keep the same structure each month. When a question is resolved, record the evidence and the action taken so it does not return as an unexplained item next month.
For the cost of recurring support and historical cleanup, use the DaxCents pricing calculator. Transaction counts and the engagement scope are confirmed before work starts.
Source and preparation
IRS recordkeeping guidance supports the discussion of recordkeeping and supporting documents. The five-list template and example table are DaxCents editorial suggestions. Prepared with AI assistance and checked for factual support, originality and scope; no individual professional review is claimed.