Reconcile the bank
Statements for every account of the year are the backbone: each line must find its supporting document.
Documents to request · Accountant
Year-end closing: the documents to ask your client for
The checklist of documents to gather to prepare the accounts and the year’s returns: bank, purchases, sales, fixed assets and payroll obligations.
The year-end closing is prepared with complete, sorted documents. Here is the list to send your clients at the start of the season to avoid last-minute reminders.
For: accountants, independent bookkeepers and small-business managers.
The list of documents to ask for
Bank
- Bank statements for every account over the financial year
Purchases and sales
- Sales invoices
- Purchase and overhead invoices
- Expense claims and supporting documents
Contracts and fixed assets
- Leasing, credit and loan contracts
- Equipment acquisitions and disposals during the year
- Stock inventory at closing
Payroll and tax
- Payslips and payroll declarations
- VAT returns for the year
Indicative list: the exact documents depend on the file, the organisation and the applicable regulations. Only ask for what is necessary.
Why these documents?
Support sales and purchases
Sales invoices, purchase invoices and expense claims let you check turnover, expenses and the VAT declared.
Complete the balance sheet
Leasing and loan contracts, equipment acquisitions and disposals, stock inventory: these items feed fixed assets, debts and valuation.
Common mistakes to avoid
- Waiting for the end of the year to ask for documents: send the list before closing and set a deadline.
- Receiving documents by email in disorder: ask for simple naming (month, supplier) or sub-folders by category.
- Forgetting multi-year contracts: leasing and loans affect several financial years.
- Not dating the last delivery: always know which version of the documents is the latest.
Frequently asked questions
Which documents must a client provide for their accounts?
The year’s bank statements, sales and purchase invoices, expense claims, leasing and loan contracts, fixed-asset movements, stock inventory, payslips and VAT returns.
How long should accounting documents be kept?
Accounting documents are in principle kept for ten years. Agree with the client who keeps what, and in which format.
How can you limit reminders?
Send the complete list before closing, with a delivery date, and use a single folder where the client uploads documents and where you see what is missing.
Make client exchanges easier
Receive the documents in one place.
One private folder per client: they upload files without creating an account, every file is scanned, and you see what is missing.
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