The document request checklist

What to ask each bookkeeping client for, and when. Free to print, copy or adapt for your own practice.

Track it in a sheet

Every month

Ask for these within the first week of the month.

Bank statements for every business account
Credit card statements
Merchant and payment reports (Stripe, PayPal, Square, Shopify)
Sales report or sales invoices issued
Supplier bills and invoices received
Receipts for card and cash spending
Payroll reports, if payroll is run outside your firm
Loan or financing statements
Notes on anything unusual: large deposits, owner money in or out, new equipment

When you onboard a new client

Collect these once, before the first month of work.

Signed engagement letter
Completed intake form (business details, owners, contacts)
Access to the bookkeeping software, or permission to set it up
List of every bank, card and loan account
Prior-year tax return and year-end accounts
Opening balances or the last closed period
Payroll provider details and login access
Sales tax or VAT registration details

At year end

Request these one month before the year closes.

December (or year-end month) statements for every account
Fixed asset purchases and sales during the year
Inventory count, if they hold stock
Loan balance confirmations
Contractor payments, for 1099 or equivalent filings
Owner withdrawals and contributions

Not every client needs every line. Strike out what doesn't apply during onboarding, then send the same short list every month. Questions or suggestions: hello@neatlyready.com.