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How to Put Your Monthly Package Together for Your Bookkeeper (and What to Include)

  • Writer: Kayli Robles
    Kayli Robles
  • Dec 9, 2025
  • 3 min read

Wondering about what documents your bookkeeper needs, and the best way to organize and send them?


One approach is to prepare a monthly package: a collection of financial documents for the last month that you send to your bookkeeper shortly after month-end.


Every bookkeeper has their own workflow and preferences, so be sure to ask your bookkeeper for their advice when you start working together. In the meantime, below is a basic checklist for what to send to your bookkeeper, and some practical tips to stay organized.


What should I send to my bookkeeper each month?


All businesses are unique, but you can start with this checklist to get an idea of the most common items to include in your monthly documents:


Statements

  • Bank statements (checking, savings) with copies of cleared cheques

  • Credit card statements

  • Mortgage and other loan statements


Invoices and receipts

  • Client/sale invoices you have issued

  • Vendor invoices

  • Receipts for small purchases (especially cash purchases)


Other documents

These items often create questions during bookkeeping. To keep the process streamlined, you can flag these for your bookkeeper:

  • Any agreements entered into or updated

  • Tracking spreadsheets (for example, business mileage for your vehicle)

  • Notes for transactions that may lack typical documentation, such as:

    • Expenses without an invoice or receipt

    • Expenses paid personally (which may include home office)

    • Bank deposits that are not clearly from a loan or sale

    • Occasional personal expenses paid through a business account


When in doubt, you can send it to your bookkeeper, and they’ll assess if it’s relevant and whether more information is needed.


10 practical tips to prepare documents for your bookkeeper 


Bookkeepers will do their best to accommodate your needs and workflow, but if you’re looking for some tips to streamline your process, consider:


  1. If you don’t upload documents as you go, schedule some time in your calendar to collect all of your documents to relieve some month-end pressure. 

  2. Digitize your documents by taking photos or scanning them so that they’re all in one place (bonus points if they’re all in PDF format). This will also minimize duplicates and prevent missing documents.

  3. Use a secure shared folder, such as Dropbox, to upload your records by month. You can use broad subfolders such as “Income” and “Expenses” to further categorize your documents.

  4. Use a consistent file naming convention; for example, “YYYYMMDD - Expense Category” to stay organized and streamline month-end processing.

  5. Keep a “notes for my bookkeeper” folder (or even a note on your phone) to write yourself reminders, questions, or comments in real time. This will help you capture details that might otherwise be forgotten by month-end.


To minimize back-and-forth and produce clean, complete records efficiently, you can earmark these items for your bookkeeper:


  1. If you have a business bank account, do your best to keep business and personal transactions separate. This can significantly reduce time spent identifying which transactions are which. 

  2. If you do have personal expenses that go through your business account, you can make these clear by highlighting them in your statements or by listing them separately, to avoid misclassification.

  3. Track any business expenses paid personally, either by hand or digitally, to ensure they’re captured accurately in your books — especially if you don’t have an invoice for them.

  4. If you draw cash personally from your business bank account, note what the draw was meant for. For example, was the draw a loan repayment, an expense reimbursement, or compensation?

  5. It’s helpful to note the origin of any cash deposits, because they typically don’t come with detail on your statements. For example, were you paid in cash for a sale? Is it a personal loan made to the business?


Bookkeeping, personalized to your business


Bookkeeping solutions shouldn’t be one-size-fits-all. We would be happy to connect and explore your unique business needs so that we can craft a bookkeeping relationship tailored to you. Click here to get started with a free evaluation of your books — we look forward to connecting with you. 


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