A bank feed is a starting point
Importing transactions saves re-entry, but it does not establish that a set of books is complete. A monthly close should identify which accounts are included, which statements are available and where transactions still need explanation.
Start by agreeing on a cut-off date and the person responsible for collecting records. A consistent hand-off is more useful than periodically sending a mixed folder with no indication of which month it belongs to.
Reconcile the accounts
Compare the ledger to bank, card and other statements. Investigate differences rather than adding an unexplained adjustment to force a match. Payment processors deserve particular attention because gross sales, refunds and fees may settle as a single net deposit.
Review outstanding customer and supplier balances alongside the cash accounts. Identify old items, duplicate entries and amounts the business does not expect to collect or pay. Decisions about adjustments should be discussed, not hidden.
Check what the report will be used for
An owner may need a cash view, a project-cost view or a clearer picture of overdue collections. Decide which questions the monthly report should answer, and avoid sending a large package simply because the software can generate it.
Where information is incomplete, label the limitation and the next action. A report built from provisional records should not be presented as though every underlying account has been resolved.
Carry the open items forward
Keep a short closing checklist and a list of unresolved questions with an owner for each one. At the next close, review what changed. This creates a practical connection between bookkeeping, year-end preparation and the decisions you make during the year.
Your conversation checklist
- Gather statements and supporting records
- Reconcile cash, cards and processors
- Review customer and supplier balances
- Check payroll and recurring entries
- Identify missing information
- Review reports and assign follow-up
Further reading & sources
Tax rules and administrative requirements can change. Check the applicable official guidance and confirm your circumstances with a qualified adviser. This guide is not an assessment of your filing, payment or legal obligations.