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Accounting Department Workflow Optimization checklist

Review and Update Accounting Procedures

Conduct a comprehensive review of current accounting procedures and identify areas for improvement

Update the accounting procedures manual to reflect current best practices and regulatory requirements

Train staff on the updated procedures and ensure compliance across the department

Implement Accounting Software Solutions

Evaluate and select appropriate accounting software that meets the organization's needs

Migrate data from existing systems to the new accounting software

Provide training for the accounting team on how to use the new software efficiently

Streamline Documentation Flow

Establish a standardized filing system for both electronic and paper documents

Implement a document management system to track and manage the flow of financial documents

Regularly review and purge outdated documents in compliance with retention policies

Optimize Accounts Receivable and Payable

Automate invoicing and follow-up processes to speed up accounts receivable turnover

Negotiate better payment terms with suppliers to optimize cash flow

Regularly review accounts payable and receivable reports to identify and address any issues promptly

Enhance Reporting and Analysis

Develop a dashboard for real-time financial reporting and key performance indicators

Schedule regular financial analysis to inform management decision-making

Automate the generation of recurring reports to save time and reduce errors

Improve Budgeting and Forecasting

Collaborate with different departments to create more accurate and comprehensive budgets

Implement rolling forecasts to adjust to changing financial conditions and market trends

Utilize historical data and predictive analytics to improve the accuracy of financial forecasts

Ensure Compliance and Internal Controls

Regularly update the accounting team on new regulations and compliance requirements

Conduct internal audits to ensure adherence to financial controls and policies

Implement segregation of duties to prevent fraud and errors

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Accounting Policy Updates checklist

Review and Research

step"=>"Identify new accounting standards issued by the standard-setting bodies", "description"=>"Keep abreast of new pronouncements from bodies such as the FASB, IASB, SEC, and PCAOB."}

step"=>"Assess the relevance of new standards to the organization", "description"=>"Determine which new standards apply to the organization's operations and financial reporting."}

step"=>"Research the implications of new standards", "description"=>"Understand the impact of changes on current accounting practices and financial statements."}

Internal Policy Update

step"=>"Revise existing accounting policies", "description"=>"Update policies to ensure compliance with the new accounting standards."}

step"=>"Develop new accounting policies as needed", "description"=>"Create policies for new accounting issues that arise from new standards."}

step"=>"Document the policy changes", "description"=>"Maintain comprehensive documentation of all changes to the accounting policies."}

Communication and Training

step"=>"Notify stakeholders of policy updates", "description"=>"Inform internal and external stakeholders, including auditors and board members, about policy changes."}

step"=>"Educate the accounting team", "description"=>"Provide training to the accounting staff on the new policies and procedures."}

step"=>"Update related systems and processes", "description"=>"Ensure that all financial systems and reporting processes reflect the updated accounting policies."}

Implementation and Compliance

step"=>"Integrate new policies into daily operations", "description"=>"Apply the updated accounting policies in day-to-day financial activities."}

step"=>"Monitor compliance with new policies", "description"=>"Regularly review transactions and reports for adherence to the updated policies."}

step"=>"Prepare for external audits", "description"=>"Ensure readiness for audits by having proper documentation and evidence of compliance with the new standards."}

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Accounting Standards Update checklist

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Account Reconciliation checklist

Preparation and Planning

Gather all relevant account documentation including previous reconciliation reports, bank statements, and ledger entries.

Ensure access to accounting software and financial systems is available and functioning.

Review the reconciliation policy and procedures to ensure compliance with internal controls and regulatory standards.

Execution of Reconciliation

Compare the balance of the account in the ledger with the corresponding balance in the bank statement or other financial records.

Identify and investigate any discrepancies, noting all differences that require adjustment or further review.

Prepare adjusting journal entries to correct any errors found in the account balances or to record transactions not yet posted.

Review and Verification

Examine all reconciling items and adjusting entries to verify accuracy and completeness.

Ensure all transactions are properly authorized and supported by appropriate documentation.

Review the reconciled account balances to ensure they are reasonable and explainable.

Documentation and Sign-off

Compile a reconciliation report that includes the reconciled balance, a summary of adjustments, and any outstanding items.

Obtain approvals and sign-offs from the designated personnel or management responsible for the reconciliation.

File all documents in accordance with company policy for record-keeping and future audits.

Follow-up and Resolution

Schedule and perform timely follow-up on all outstanding reconciling items until they are resolved.

Communicate with relevant departments or individuals to clarify and resolve any issues or discrepancies.

Update reconciliation procedures to prevent recurrence of any identified issues.

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Accounts Payable checklist

Invoice Processing

Receive and date stamp incoming invoices

Verify invoice details including supplier name, date, and invoice number

Match invoices to purchase orders and delivery receipts

Account Verification

Confirm account coding and approvals are correct

Reconcile supplier statements with account balances

Validate that expenditures are within budget and properly authorized

Payment Processing

Set up new vendor accounts and maintain vendor information

Schedule and prepare payments in accordance with payment terms

Issue payments via check, ACH, wire transfer, or credit card

Internal Controls

Review and update accounts payable policies and procedures

Conduct regular audits of accounts payable transactions

Ensure separation of duties in invoice processing and payments

Record Keeping

Maintain accurate and organized accounts payable files

Ensure proper documentation is retained for audits

Archive paid invoices and related documents as per company policy

Communication and Discrepancies

Address inquiries and resolve issues from vendors and internal departments

Investigate and correct discrepancies in invoices and payments

Provide regular reports on accounts payable status to management

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Accounts Receivable checklist

Customer Credit Management

Review and adjust credit policies regularly

Conduct credit checks on new customers

Set credit limits based on customer creditworthiness

Invoice Processing

Issue invoices promptly after delivery of goods or services

Ensure invoices are accurate and complete

Send invoices to customers via their preferred delivery method

Payment Tracking and Allocation

Record payments received timely and accurately

Match payments to the appropriate invoices

Reconcile accounts receivable ledger with general ledger

Collections Management

Send payment reminders before payment is due

Follow up on overdue payments with phone calls or emails

Negotiate payment plans for delinquent accounts

Reporting and Analysis

Prepare regular accounts receivable aging reports

Analyze accounts receivable performance metrics

Review and report on any significant changes in customer payment patterns

Account Reconciliation

Reconcile outstanding invoices with customer statements

Investigate and resolve discrepancies

Adjust accounts for any write-offs or bad debt provisions

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AML Checklist

Customer Identification

Verify customer address

Verify customer source of funds

Confirm customer occupation

Document customer identification

Transaction Monitoring

Monitor customer transactions

Identify any suspicious activity

Analyze customer transaction patterns

Review customer transaction records

Implement automated transaction monitoring systems

Sanctions Screening

Monitor customer activity for potential sanctions

Identify potential sanctions violations

Check customer names against sanctions lists

Check customer countries of origin against sanctions lists

Risk Assessments

Conduct customer risk assessments

Assess customer risk profiles

Identify customer risk factors

Develop a customer risk rating system

Implement customer risk management policies

Reporting & Compliance

File suspicious activity reports

Comply with local and international regulations

Develop a compliance program

Conduct regular compliance reviews

Ensure ongoing compliance with all regulations

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Analytics Checklist

Data Collection

Define data sources

Identify relevant data

Establish data collection methods

Capture data

Data Analysis

Clean and prepare data

Analyze data

Identify insights

Test data accuracy

Data Presentation

Create visualizations

Develop metrics

Develop interactive dashboards

Create reports

Data Governance

Establish data security protocols

Create data retention policies

Identify data ownership

Ensure data privacy compliance

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Annual Business Goals Review Checklist

Financial Performance

Review annual revenue compared to previous years

Analyze cost of goods sold and identify any areas for cost reduction

Evaluate profit margins and set new targets where necessary

Customer Satisfaction

Assess customer feedback and online reviews for improvement opportunities

Measure and analyze customer retention rates

Implement a customer satisfaction survey for more detailed insights

Marketing and Branding

Evaluate the effectiveness of marketing campaigns and ROI

Update branding strategy to keep up with market trends

Plan new marketing initiatives to reach broader audience

Operational Efficiency

Audit internal processes for time and cost savings

Assess inventory management and supply chain effectiveness

Review staff performance and identify training needs

Compliance and Standards

Ensure all licenses and permits are up to date

Conduct a review of health and safety standards

Verify adherence to employment laws and regulations

Innovation and Growth

Identify new market opportunities and niches

Plan for expansion or renovation of facilities

Investigate new technologies to enhance customer experience

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Annual Rental Property Inspection

Data Collection

How many bedrooms

How many bathrooms

Does unit have a basement

Does unit have garage or exterior

LIVING ROOM

Walls

Ceiling

Flooring

Doors & Locks

Windows

Curtain & Blinds

Lighting

Electrical Fixtures

Heating & Cooling

Smoke Detectors

KITCHEN

Walls

Ceiling

Flooring

Doors & Locks

Windows

Lighting

Electrical Fixtures

Cabinet Fixtures

Counter Tops

Sink & Plumbing

Stove, Hood & Oven

Refrigerator

Dishwasher

Smoke Detectors

BEDROOM 1

Walls

Ceiling

Flooring

Doors & Locks

Windows

Curtain & Blinds

Lighting

Electrical Fixtures

Heating & Cooling

Closets & hardware

Smoke Detectors

BEDROOM 2

Walls

Ceiling

Flooring

Doors & Locks

Windows

Curtain & Blinds

Lighting

Electrical Fixtures

Heating & Cooling

Closets & hardware

Smoke Detectors

BEDROOM 3

Walls

Ceiling

Flooring

Doors & Locks

Windows

Curtain & Blinds

Lighting

Electrical Fixtures

Heating & Cooling

Closets & hardware

Smoke Detectors

BATHROOM 1

Walls

Ceiling

Fan & exhaust

Flooring

Doors & Locks

Windows

Lighting

Wash Basin & plumbing

Shower & Bathtub

Toilet & Plumbing

Mirrors

Cabinet Fixtures

BATHROOM 2

Walls

Ceiling

Fan & exhaust

Flooring

Doors & Locks

Windows

Lighting

Wash Basin & plumbing

Shower & Bathtub

Toilet & Plumbing

Mirrors

Cabinet Fixtures

BASEMENT

Plumbing

Windows

Drains

Mold & Walls

Insulation

EXTERIOR

Garage

Deck or Patio

Lawn

Parking Area & Driveway

MISCELLANEOUS

Fire Extinguishers

Stairs

Hallways

Attic

Exterior door - seals and threshold

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Apartment Turnover Maintenance Checklist

General

Tile and hardwood floors (loosening, scuffs, scratches, cracks)

Carpeting (stains, tears, holes, burn marks)

Walls and ceilings (nails, hooks, holes, marks, chipping paint)

Ceiling fan (loosening)

Windows, screens, and tracks (cracks, tears)

Blinds and shades (tears, damage)

Doors, conventional and sliding (tracks, dents, scuffs)

Kitchen

Sinks and drain (signs of leakage)

Garbage disposal (signs of leakage)

Countertops (scratches, burns, marks)

Pantry, cabinetry, and drawers, inside and out (shelving, handles/knobs, scratches, scuffs)

Microwave

Stovetop and oven

Exhaust fan and light (filter)

Refrigerator and icemaker (door seal, drawer and platform cracks, signs of leakage)

Dishwasher (signs of leakage)

Bathroom

Sink and drain (signs of leakage)

Bath and shower (signs of leakage)

Grout (signs of leakage)

Cabinets and drawers, inside and out (shelving, handles/knobs, scratches, scuffs)

Exhaust fan (filter)

Vanity top and mirror

Bedrooms

Blinds

Ceiling Fan

Closet Rod/Racks

Closet/Drawer Knobs

Crown Molding

Doorstop/Hinges/Closer

Flooring

Light Fixtures

Privacy Lockset

Smoke/CO2 Alarms

Wall Base/Base Trim

Wall Plates

Window Screens

Additional

Smoke detectors (batteries)

Carbon monoxide (batteries)

Light fixtures and bulbs

Patio/deck/terrace

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Applicant Review (Tenant Screening)

Gather Info

Email address of applicant

Date of move in

Address of property

Employment & Previous Landlord Confirmation

Reach out to previous landlord to ask questions about prospective tenant.

Send a landlord verification form for them to fill out and fax back to you.

Send employment verification to employer to complete

Co-signer required

Credit Report & Background Check

Run credit check

Applicant credit score

SSN Validation

Death index check

Criminal record search

Sex Offender Report

Name and Address Validation

Co-signer

Consigner contact name

Cosigner email

Decision

Accepted or Rejected?

If Accepted

Start the New Tenant Onboarding workflow

If Rejected

Send rejection email

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Attorney Offboarding Checklist

Administrative Offboarding

Update and store employee records (e.g. contracts, vacation, sick leave, etc.)

Terminate access to corporate systems (e.g. emails, networks, applications, etc.)

Remove employee from payroll and benefits system

Collect equipment, keys, and access cards

Notify relevant stakeholders (e.g. clients, colleagues, etc.)

Financial Offboarding

Close corporate bank accounts and credit cards

Update accounts receivable records

Update accounts payable records

Calculate vacation pay and other benefits

Finalize any outstanding payments or reimbursements

Legal Offboarding

Review existing contracts for termination or transfer clauses

Document the reasons for termination

Check for any potential legal liabilities

Check for any potential conflicts of interest

Ensure employee has received all required documents (e.g. severance agreement, COBRA forms, etc.)

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Attorney Onboarding Checklist

Recruiting

Post job advertisement

Screen and interview candidates

Verify qualifications

Create job offer and negotiate salary

Onboarding

Complete paperwork (e.g. W-4, I-9, Background Check)

Discuss benefits and discuss company policies

Perform orientation

Assign physical space and office equipment

Training

Develop individualized training plan

Orient attorney to legal software/systems

Provide detailed job instructions

Schedule training sessions

Monitor progress

Professional Development

Establish relationships with mentors

Establish relationships with other attorneys

Identify and discuss professional development goals

Develop strategies to reach goals

Ongoing Support

Assign an onboarding buddy

Provide frequent check-ins

Monitor progress towards goals

Offer resources for any issues that arise

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Auditing checklist

Planning

Develop a plan for the audit

Develop a timeline

Identify roles and responsibilities

Identify and obtain relevant records

Evaluation

Identify areas of potential risk

Examine and evaluate financial statements

Review internal control systems

Analyze financial data

Investigate potential irregularities

Reporting

Prepare an audit report

Document findings and recommendations

Present findings to management

Follow up on audit recommendations

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Audit Preparation checklist

Financial Statements Review

Ensure all financial statements are complete and include balance sheet, income statement, cash flow statement, and statement of changes in equity.

Review significant financial statement line items for reasonableness and consistency with prior periods.

Prepare notes to the financial statements, including disclosures of significant accounting policies and other relevant information.

Internal Control Evaluation

Document and assess the effectiveness of internal control over financial reporting.

Identify any changes in internal control since the last audit period.

Communicate with management regarding observations and potential improvements in internal control.

Account Reconciliation and Analysis

Reconcile all significant accounts, including but not limited to cash, accounts receivable, inventory, and fixed assets.

Investigate and document any reconciling items or discrepancies found during the reconciliation process.

Perform analytical procedures on significant account balances to identify unexpected fluctuations or trends.

Documentation and Record Keeping

Gather and review all relevant audit documentation, including invoices, contracts, and correspondence.

Ensure all documents are appropriately filed and easily accessible for audit testing.

Verify that the accounting records are up to date and accurately reflect all transactions and events.

Compliance and Regulatory Review

Review the organization's compliance with applicable laws and regulations.

Assess the adequacy of documentation supporting compliance-related transactions and events.

Evaluate the potential impact of non-compliance on the financial statements and disclosures.

Tax Considerations

Prepare or review the tax provision calculations and related disclosures.

Ensure compliance with all tax filing requirements and deadlines.

Identify and document any uncertain tax positions and the associated risks.

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Bank Reconciliation checklist

Gather Relevant Documents

Obtain the most recent bank statement for the account being reconciled.

Collect all bank receipts, deposit slips, and notes of any bank errors.

Ensure access to the general ledger or the accounting software's bank register for the same period as the bank statement.

Match Transactions

Confirm that the opening balance on the bank statement matches the opening balance in the accounting records.

Check each transaction in the accounting records against the bank statement to confirm they match in date, amount, and description.

Mark all matching transactions as cleared in the accounting software or on your reconciliation worksheet.

Identify Discrepancies

List any outstanding checks or deposits in transit that are recorded in the accounting records but not yet reflected on the bank statement.

Identify any bank errors such as incorrect amounts, duplicate charges, or unauthorized transactions.

Record any bank fees or interest income not previously recorded in the company's books.

Adjust the Bank Balances

Subtract any outstanding checks and add deposits in transit to the ending balance on the bank statement.

Make any necessary journal entries for bank errors, fees, and interest transactions.

Update the bank reconciliation statement to reflect the adjusted bank balance.

Verify and Finalize

Ensure that the adjusted bank balance matches the adjusted book balance.

Resolve any remaining discrepancies by rechecking all transactions and making additional adjustments if needed.

Have the bank reconciliation reviewed and approved by a supervisor or another authorized person.

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Bar Opening and Closing Checklist

Bar Setup

Check inventory and restock any low items including liquor, beer, wine, mixers, and garnishes

Ensure all glassware is clean, polished, and adequately stocked

Prepare fruit and other garnishes for drinks; store them properly for easy access

Cleaning and Sanitization

Wipe down all surfaces including the bar top, stools, and tables

Sanitize the sinks, taps, and other equipment used for making drinks

Clean the floor around the bar to prevent slipping hazards

Equipment Check

Verify that the dishwasher or glass sanitizer is functioning properly

Check that the ice machine is filled and working; clean if necessary

Ensure that all bar tools and equipment like shakers, blenders, and strainers are present and in good condition

Closing Procedures

Lock up all liquor, beer, and wine to prevent theft

Turn off all equipment such as blenders, glass washers, and computers

Complete and file any necessary paperwork such as sales reports or inventory counts

Final Inspection

Do a final walk-through to ensure all areas are clean and no customer items are left behind

Set the alarm system and lock all doors securely

Document any incidents or issues in the logbook for management

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Before Publishing a Blog Post

Headline

Would someone type my headline into Google?

Does my headline evoke curiosity?

Is my headline short and to the point?

Is my headline clear?

Am I using emotions?

Does my headline contain any popular keywords or phrases?

Introduction

Am I hooking my readers?

It is concise?

Does it provide a detailed overview?

Did I include a picture?

Body

Did I use subheadings?

Are my paragraphs fewer than 5 lines?

Am I creating a conversation?

Did I italicize my questions?

Am I telling a story?

Am I using media to enhance my content?

Is my content concise?

Am I trying to act smart?

Did I tie in any current events?

Which emotion am I appealing to?

Did I format my post correctly?

Did I link out to anyone?

Did I mention any experts in my post?

Did I back up my claims?

Conclusion

Did I end my post with a question?

Was I able to summarize my post within 3 short paragraphs?

Is my summary shorter than 200 words?

Did I leave things open?

Does my conclusion encourage people to read my content?

Promotion

Am I publishing my post during the ideal time and day?

Should I publish the post on my site or someone else’s?

Am I collecting emails?

Do I have a lead magnet?

Do I have social sharing buttons throughout my post?

Did I create a list of social profiles within my space?

Am I using social media meta tags?

Did I mention my expert sources when sharing?

Have I direct-messaged influencers on LinkedIn?

Have I re-purposed my content?

Have I shared my content more than once?

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Billing and Collection Checklist

Billing

Ensure all relevant billing information is accurate

Check for any outstanding or overdue payments

Send invoices to customers in a timely manner

Follow up on any unpaid or overdue invoices

Update customer account records as needed

Collection

Initiate collection activities for overdue invoices

Contact customers by phone or email about overdue payments

Negotiate payment plans with customers as needed

Follow up with customers regularly to ensure payments are being made

Update the accounts receivable system as needed

File legal documents as necessary to collect unpaid balances

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Billing Checklist

Client Information

Client name

Invoice number

Date of invoice

Invoice amount

Billing Details

Description of services

Number of hours/units billed

Hourly rate

Payment terms

Fee schedule

Accounting Information

Name of accountant

Accounting contact information

Accounting software used

Accounting policies and procedures

Payment Tracking

Receipt of payment

Payment method

Payment date

Payment amount

Filing Information

Date filing was sent

Date filing was received

Copy of filing

Copy of invoice

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Blog Post Promotion

Day One

If originally published to Medium, repost to company blog; and vice-versa

Set up schedule for the first 4 weeks of social media updates using Buffer (Hootsuite/etc)

Pin to Pinterest if appropriate

Day Two

Ensure people in the organization have recommended the Medium post

Republish on LinkedIn pulse

Make sure all team members have RTd/shared the blog post

Share on sub reddit related to the topic

Day Three

Reach out to influencers or people mentioned in the post to ensure sharing

Repost as SlideShare

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Blog Post Review (Before Publishing)

Title is SEO and social media friendly?

A good use of headings to break up text?

At least one amazing image?

Is there a question at the end to encourage comments and discussion?

At least one huge pull quote?

Have you linked to previous blog posts?

You've clicked every link?

Have you had someone else read it?

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Bookkeeping and accounting checklist

Bookkeeping

Categorize all transactions

Reconcile bank accounts

Ensure all accounts are balanced

Update the general ledger

Prepare and file sales and payroll taxes

Accounting

Prepare financial statements

Analyze and interpret financial data

Identify areas of cost savings

Implement internal control procedures

Monitor financial performance

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Budgeting and forecasting checklist

Budget Preparation

Estimate revenue and expenses

Identify any one-time or special expenses

Set goals and objectives

Assign responsibilities

Analyze data and trends

Forecasting

Examine economic and industry trends

Analyze historical financial data

Identify key drivers of future performance

Assess changes in customer demand

Estimate future revenue and expenses

Budget Review and Monitoring

Review budget performance against goals and objectives

Monitor performance metrics

Track actual versus budgeted results

Adjust budget as needed

Review and revise budget on a regular basis

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