Regularly providing a complete set of documents makes life easier for both you and your accountant. A good system does not need to be complicated. Above all, it should suit the way your business works.
Keep your documents in one place
Choose a way to collect sales invoices, purchase documents and other records. Agree with your accountants how they will receive them. This will make it easier to spot a missing document before the accounting work begins.
Add context where it is needed
An unusual purchase or transaction may need an explanation. A short note about what a document relates to can often save an extra exchange of messages. If you are unsure, ask your accountant which details are needed.
Keep questions separate from documents
Include a short list of matters to discuss with your documents. Indicate which relate to a specific invoice and which concern future business plans. Do not send online banking passwords or other login details.
Agree a deadline and acknowledgement of receipt
Agree a deadline for sending documents to your accountants. It is also worth deciding how they will let you know about missing items or questions. A shared process matters more than the tool you use.
Bring with you
A short checklist to prepare
- A complete set of documents for the agreed period
- Information about unusual transactions
- A list of questions and missing documents
- An agreed way of sending documents to your accountants