Updated: Aug 18, 2019
As Seth David from Nerd Enterprises would say, "To clean up your books we need documentation. "
I'm not the only bookkeeper out there that will ask you for this. Many of the below words are NOT my own. Many come from other great accountants out there such as Seth David and the like. So don't just take my word for it. This is universal.
If you want your books cleaned up then you MUST give us ALL the information we ask for.
Help us, Help you!
Let’s start with all bank and credit card statements (both PDF and CSV format).
· The PDF is what we reconcile to.
· The CSV is what we need to import or otherwise quickly find what’s missing.
We can’t sort or filter information in a PDF, but a CSV can be opened in Excel and organized to make it super fast and easy to find anything that is missing or off.
What’s the fastest way to provide all bank statements and CSV files to us?
Connect your bank accounts to HubDoc and let HubDoc import all this info FOR YOU!
Rather than spending half a day downloading all this yourself from your bank account, you can simply add your bank and credit card login info into HubDoc and answer a couple security codes and not only will your info be pulled in from up to 4 years in the past, but we also won’t have to bug you each month for this data as it will import itself automatically.
What if I already have all this info saved to a folder? Can’t I just upload it online?
Sure, if you have a bunch of info organized and saved nicely in a folder you can simply upload it to us either inside HubDoc once your account is activated OR simply upload it to our Sharefile account (for one time big uploads). The link can be found on our website on the Uploads tab.
What if I have all this an bunch of other info in paper format but I don’t have time to scan it all and upload it to you? Can I mail it?
Yes, you may mail your paperwork to us provided that you supply a cover letter that states your Company Name and a basic outline of the contents you are mailing us. We will scan everything within a week then we will upload this set of scanned items to your HubDoc file where you can view everything online. If you want your paperwork mailed back to you, the cost is usually between $30 to $50 to have it shipped back depending on the size of the envelope/box you send. We'll give you a quote on the price so you can decide. Otherwise, after the items are scanned they will be shredded a month later.
What we need to get and then keep your books clean is documentation.
It starts with the bank & credit card statements, but it goes on from there.
If you sent invoices to you customers this year, we need a list of ALL CUSTOMER INVOICES, preferably broken down by PAID verses UN-PAID status. REMEMBER, if you sent your clients an invoice last year that was still UN-PAID as of this year THOSE NEED TO BE INCLUDED as well. If your customer pays you this year for an invoice that was sent to them last year, then that MUST go into this years bookkeeping.
We have to get your Jan 1st AR Aging to show ALL open invoices as of the first day of this year in order to clean things up.
If you are not sure which ones are paid verse un-paid then at least just provide us with a list of all customer invoices you know of and we can work with your data to reach some fact based conclusions about what we think might be paid & Un-paid and review our finding with you.
Upload your list and any and ALL PDF copies of each and every individual customer invoice to either HubDoc or Sharefile.
No time to scan? Mail these to us. Also, with the new QuickBooks Online ADVANCED software you might even be able to have us IMPORT your customer invoices, so ask about that option as well! But when I say we need ALL customer invoices for the current period I mean ALL customer invoices.
Don't skip this step! CUSTOMER INVOICES ARE ONE OF THE MORE IMPORTANT DOCUMENTS WE NEED TO CLEAN UP YOUR BOOKS!
Not sending us your customer invoices will delay the entire clean up process by weeks, months, even years! So don't delay. Work hard to get them all to us.
If you received BILLS from any vendors this year, we need a list of ALL VENDOR BILLS, preferably broken down by PAID verses UN-PAID status. If you are not sure which ones are paid verse un-paid then at least just provide us with a list of all vendor bills you know of and we can work with your data to reach some fact based conclusions about what we think might be paid & Un-paid and review our finding with you.
Upload your list and any and ALL PDF copies of each and every individual vendor bill.
No time to scan? Mail these to us.
Sames as with the customer invoices, if any bills were open last year but then paid this year, we need those too as they will shows as OPEN and UN-Paid on your AP Aging as of Jan 1st this year.
If you use an outside payroll service then we need the payroll reports (just provide us login access to your current payroll provider account online – this is the most efficient rather than trying to explain to you all the reports we need from their system – we know how to navigate these systems such as ADP, Paychex, WF payroll, ect, ect). This is almost always wrong on almost every set of books I look at. Then we can upload these to HubDoc for you. If you already have them all downloaded, feel free to upload them to Hubdoc for us to review.
If you have loans, we need loan statements, and the original loan agreement. This will help us confirm the loan amount, interest rate, and ultimately what the right loan balance due is as of today. it will also help us fine all the loan payments that have been made previous and split them out correct to principle and interest. It isn’t enough just to know what the balance is now. That will only help me get today’s books right. We need the entire history. Upload these to HubDoc for us.
If you bought a vehicle or other fixed asset this year, then we need a bill of sale with all of the terms. There is often a loan that goes along with this. We need that documentation too! Upload this info to HubDoc for us, or provide us login access to download ourselves for you.
We will never get your books right if we don’t have the complete documentation.
Then this same documentation is what makes the books bulletproof, because that’s how we prove our numbers are 100% accurate.