Monthly ProcessMay 10, 20265 min read

What to Give Your Bookkeeper Every Month

A monthly document checklist for business owners, including bank statements, payroll reports, sales tax filings, receipts, deposits, loans, and owner activity.

Short answer

Each month, your bookkeeper usually needs bank statements, credit card statements, loan statements, payroll reports, sales tax filings, major receipts, deposit details, new loan or equipment details, owner draws, owner contributions, and notes on unusual transactions.

Checklist

Bank statements.
Credit card statements.
Loan statements.
Payroll reports.
Sales tax filing confirmations.
Receipts for major purchases.
Customer deposit details.
New loans or equipment purchases.
Owner contributions and owner draws.
Notes on unusual transactions.

Common mistakes

Waiting until year-end to send missing documents.
Sending receipts without explaining unusual purchases.
Not telling the bookkeeper about loans or equipment financing.
Ignoring customer deposits that do not match invoices.

Examples for service businesses

A landscaper should flag equipment purchases, fuel cards, and customer deposits.
A contractor should send loan statements, subcontractor details, and large material receipts.
A home-service business should identify owner reimbursements and personal charges quickly.

Supporting documents matter

The IRS says supporting documents can include sales slips, paid bills, invoices, receipts, deposit slips, and canceled checks. Keeping them organized makes monthly bookkeeping and tax prep easier.