Keeping your books current takes more than connecting your bank accounts to QuickBooks. Your bookkeeper also needs supporting documents and a little context to accurately record transactions and reconcile accounts.
Having a consistent monthly routine makes the process easier and reduces follow-up questions. Here’s what to provide.
Bank and Credit Card Statements
Send complete statements for every business bank account and credit card, including accounts with little or no activity.
Bank feeds help bring transactions into your accounting software, but statements provide the ending balances and details needed for reconciliation. They also help identify missing transactions, duplicate entries, fees, and interest.
Include all pages of each statement. A screenshot of your current balance usually doesn’t provide enough information.
Receipts and Purchase Details
A bank transaction shows where money went, but it may not explain what you purchased or why it was a business expense.
Provide receipts and a brief explanation when the purpose isn’t clear. This is especially helpful for purchases from retailers that sell many different types of items, such as Amazon, Costco, or Home Depot.
For mixed purchases, identify which items were for the business and which were personal.
Payroll Reports
If you use a payroll provider, share the payroll summaries and related invoices your bookkeeper requests.
A withdrawal from your bank account may combine wages, payroll taxes, benefits, and processing fees. Supporting reports help your bookkeeper record those amounts in the appropriate accounts.
If your bookkeeper has authorized access to your payroll system, they may be able to retrieve these reports directly.
Loan and Payment Processor Statements
Provide statements for business loans and lines of credit so payments can be separated into principal, interest, and fees.
If you accept payments through a processor, your bookkeeper may also need its reports. The deposit reaching your bank can be lower than the customer’s payment because of processing fees, refunds, or other adjustments.
Updates About Unusual Transactions
Let your bookkeeper know about changes that may not be obvious from the bank activity, including:
- Opening or closing an account.
- Purchasing or selling equipment.
- Receiving a new loan.
- Contributing personal funds to the business.
- Paying a business expense from a personal account.
- Receiving a refund or making a large, unusual purchase.
A short note can prevent several rounds of questions.
Use a Secure Upload Process
Upload documents through your bookkeeper’s secure client portal and follow the requested folder structure. Clear filenames, such as “September 2026 Bank Statement,” make documents easier to locate.
When available, authorized read-only account access can help your bookkeeper retrieve statements directly. Use the access method your financial institution provides rather than sharing your own password.
Make It a Monthly Habit
Choose a consistent time to provide documents after your statements become available. Responding promptly to questions helps your bookkeeper finish reconciliations and deliver financial reports you can use.
At Aloha Bookkeeping Pros, we help small business owners establish a practical monthly bookkeeping routine, with secure document uploads through our client portal.
Schedule a consultation to discuss bookkeeping support for your business.
