Monthly bookkeeping documents to request from clients

1. 01

   Bank statements for each business account

   List the operating, savings and other accounts that were active during the month. Ask for all statement pages, even when the account had no transactions.

   Format: Complete bank-issued PDF for each account

   DocAsker checks: Check the account label, opening and closing dates and whether all pages are present.

2. 02

   Business credit card statements

   Name each card or card account and include cards used for business expenses. If statements close mid-month, ask for the files that cover the full period.

   Format: Complete statement PDF for each card account

   DocAsker checks: Check for date gaps and confirm the statement belongs to the requested card.

3. 03

   Sales invoices and credit notes

   Ask for invoices and credits raised during the month, including corrections. Specify how the client should identify any documents you already receive through your shared system.

   Format: Invoice PDFs or a report agreed with the firm

   DocAsker checks: Confirm the month and entity and check that cancellations and credit notes are included.

4. 04

   Supplier bills and expense receipts

   Ask for itemized evidence of expenses during the month. For a receipt that needs context, have the client add a short business purpose separately.

   Format: Original PDF or readable scan

   DocAsker checks: Check the supplier, transaction date, amount and all line items.

5. 05

   Payment processor settlement reports

   Request each processor’s report showing payouts, fees, refunds and chargebacks. Include all accounts that pay into the business bank accounts.

   Format: Statement PDF or agreed settlement report

   DocAsker checks: Check that the payout dates and amounts can be matched to bank deposits.

6. 06

   Payroll summary and adjustments

   Ask for a summary for each payroll run in the month, including adjustments, if you handle payroll entries. Request employee-level detail only when needed for the work.

   Format: Payroll system report for the requested month

   DocAsker checks: Check the pay dates and reporting period. Keep access limited to staff who need payroll files.

This checklist is a starting point. Requirements vary by country, authority and case, so confirm the current list before you send it.

• How to request bank statements from accounting clients
• How to organize client documents in your firm
• Year-end bookkeeping documents to request from clients

Subject: Documents requested by [Firm name]

Hello [Client name],

Please prepare the documents listed below.

1. Bank statements for each business account (Complete bank-issued PDF for each account)
   List the operating, savings and other accounts that were active during the month. Ask for all statement pages, even when the account had no transactions.

2. Business credit card statements (Complete statement PDF for each card account)
   Name each card or card account and include cards used for business expenses. If statements close mid-month, ask for the files that cover the full period.

3. Sales invoices and credit notes (Invoice PDFs or a report agreed with the firm)
   Ask for invoices and credits raised during the month, including corrections. Specify how the client should identify any documents you already receive through your shared system.

4. Supplier bills and expense receipts (Original PDF or readable scan)
   Ask for itemized evidence of expenses during the month. For a receipt that needs context, have the client add a short business purpose separately.

5. Payment processor settlement reports (Statement PDF or agreed settlement report)
   Request each processor’s report showing payouts, fees, refunds and chargebacks. Include all accounts that pay into the business bank accounts.

6. Payroll summary and adjustments (Payroll system report for the requested month)
   Ask for a summary for each payroll run in the month, including adjustments, if you handle payroll entries. Request employee-level detail only when needed for the work.

Upload your documents by [Deadline] at [Client upload link].

If you cannot provide an item, reply so we can agree on what to send.

Thank you,
[Firm name]