Bookkeeping Document Checklist: Collect and Organize Your Financial Documents

Accurate record keeping can help you to remain organized, compliant and gain insight into the financial position of your business. It also provides your bookkeeper with all of the information they require to effectively manage your finances. But collecting and organizing these documents can be a daunting task. We have compiled a checklist of information to share with your bookkeeper:

Business Documents:

  • Business licenses and permits
  • Employer Identification Number (EIN)
  • Articles of Incorporation or Organization
  • Operating Agreement or Bylaws (if applicable)
  • Any relevant registrations or certifications

Financial Statements:

  • Balance Sheet
  • Income Statement
  • Cash Flow Statements

Bank and Credit Card Statements:

  • Bank Statements for Business Accounts
  • Credit Card Statements for Business Credit Cards
  • Loan Statements, Line of Credit, or Mortgage Statements
  • E Transfer Receipts (If applicable)
  • Names, invoice numbers, for Deposits

Sales and Purchases Records:

  • Sales invoices or receipts
  • Purchase invoices or receipts
  • Sales orders
  • Purchase orders
  • Sales tax records
  • Inventory Records

Payroll and Employee Records:

  • Payroll Registers or Summaries
  • Payroll Tax Filings and Reports
  • Employee Contracts or Agreements
  • Timesheets or Attendance Records ( if applicable)
  • Benefits and Retirement plan Documentation

Expense Documents:

  • Expense Receipts (Physical and Digital Copies)
  • Expense Reports or Reimbursement Forms
  • Travel and Entertainment Expenses
  • Petty Cash Records (if applicable)

Tax Documents:

  • Organize your tax-related documents for easy access during tax season:
  • Business tax returns (federal, state, and local)
  • Estimated tax payment records
  • Sales tax returns and supporting documentation
  • W-2 and 1099 forms for employees and contractors
  • Any tax-related correspondence or notices

Insurance and Legal Documents:

  • Maintain a separate file for insurance and legal documents related to your business:
  • Business insurance policies (general liability, property, professional liability, etc.)
  • Legal agreements (leases, contracts, partnerships, etc.)
  • Intellectual property registrations (trademarks, patents, copyrights)

Effective Document Management can be a hassle, but LedgerDocs is here to help. Our software is designed by bookkeeping professionals for bookkeeping professionals to provide automation, collaboration, document storage, and data security in one convenient spot. Start your free trial today and see how simple effective document management can be.

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Ozzie T

About the Author

Ozzie T

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