Free Checklist Templates for Accounting

Accounting

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Accounting Department Workflow Optimization

Procedures Audit and Manual Refresh

Pull the current procedures manual

Map close-cycle bottlenecks from the last three months

Document gaps in COA and class tracking

Update the manual with current GAAP positions

Train staff on the revised procedures

GL Platform Evaluation

Score the current GL against required workflows

Demo shortlisted accounting platforms

Decide whether to migrate platforms

Migrate COA and historical balances

Train the team on the new platform

Document Management and Receipt Capture

Audit the PBC and DRL workflow

Configure the document portal folder structure

Set up Hubdoc or Dext capture rules

Apply WISP-aligned access controls

AR and AP Cycle Tightening

Pull the A/R aging and rank past-due accounts

Configure Bill.com approval routing

Automate recurring invoices in QBO

Renegotiate terms with the top ten vendors

Roll out positive pay with the bank

Reporting and Dashboard Build

Build the cash and KPI dashboard in Fathom

Schedule monthly variance reviews with department heads

Automate the monthly board package

Document report owners and review cadence

Budgeting and Forecasting

Build a 13-week cash flow model

Roll out the rolling 12-month P&L forecast

Collect departmental budget submissions

Reconcile prior-quarter budget to actuals

Internal Controls and Compliance

Document the segregation-of-duties matrix

Walk key controls with each owner

Run a surprise bank rec and AJE test

Remediate the identified control exceptions

Update the WISP and run security training

Sign off on the optimization rollout

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Accounting Policy Update Cycle

Standards Monitoring

Pull new ASUs from the FASB codification

Review IASB and SEC pronouncements issued this quarter

Log pronouncements in the standards register

Applicability Assessment

Map each pronouncement to affected GL accounts

Determine entity applicability for each standard

Estimate financial-statement impact

Draft the technical accounting memo

Policy Drafting

Revise the accounting policy manual

Draft new policy sections for new topics

Update disclosure templates and footnotes

Route the policy package to the controller

Approval and Communication

Obtain CFO and audit-committee approval

Notify the external audit team of policy changes

Publish the updated policy to the staff portal

Training and Implementation

Train the accounting team on revised policies

Update ERP and close-checklist configurations

Run a parallel test on the next month-end close

Investigate parallel-test exceptions

Confirm compliance during quarter-end review

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Accounting Software Implementation Checklist

Pre-Implementation Planning

Document close-cycle pain points and reporting gaps

Select the target GL platform

Confirm multi-entity and multi-currency scope

Form the implementation team and sign the engagement letter

System Setup and Configuration

Build the chart of accounts

Configure classes, locations, and dimensions

Set up sales-tax codes and nexus jurisdictions

Configure user roles and approval workflows

Configure multi-entity consolidation

Data Migration and Integration

Export the legacy trial balance at cutover

Import customer, vendor, and item lists

Post opening balances and tie to legacy TB

Connect bank and credit-card feeds

Integrate payroll, AP automation, and receipt capture

Testing and Parallel Run

Run a parallel month-end close

Investigate parallel-close variances

Validate reports against the legacy system

Train accounting staff on the new workflow

Go-Live and Post-Implementation Support

Set the cutover date and lock the legacy GL

Confirm bank feeds and integrations are live

Run the first month-end close in the new system

Hold the 30-day post-implementation retrospective

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Accounting Software Migration Checklist

Migration Planning and Scope

Confirm source and target accounting systems

Set the cutover date

Assign roles to the migration team

Inventory third-party integrations

Pre-Migration Data Cleanup

Reconcile every bank and credit-card account

Clean up the chart of accounts

Tie A/R and A/P aging to the GL

Audit the vendor list for W-9 and 1099 status

Backup and Cutover Preparation

Export a full backup of the source system

Capture the cutover trial balance

Freeze data entry in the source system

Decide on historical data scope

Data Migration Execution

Build the chart of accounts in the target system

Import customer and vendor lists

Import historical transactions

Post opening balances and open items

Post-Migration Reconciliation

Tie target trial balance to source

Investigate and clear tie-out variances

Verify A/R and A/P aging match source

Reconnect bank feeds and integrations

Training and Go-Live

Train staff on the new system workflows

Update SOPs for AP, AR, and close

Schedule the 30-day post-migration review

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Accounting Standards Update Adoption Checklist

Scoping and Transition Method

Identify applicable ASUs from the codification

Confirm the effective date for the entity

Select the transition method

Kick off with audit firm and finance leads

Revenue Recognition (ASC 606)

Inventory revenue contracts in scope

Apply the five-step model to each revenue stream

Identify performance obligations and allocate SSP

Document variable-consideration constraints

Lease Accounting (ASC 842)

Build the complete lease inventory across entities

Identify embedded leases in service contracts

Separate lease and non-lease components

Calculate ROU asset and lease liability at transition

Financial Instruments (ASC 326 — CECL)

Segment receivables and HTM debt into risk pools

Build the CECL allowance with reasonable forecasts

Document the day-1 cumulative-effect adjustment

Presentation, Disclosure, and Sign-Off

Recast comparative periods under full retrospective

Draft the transition footnote disclosures

Walk auditors through the adoption memo

Capture controller and CFO sign-off

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Account Reconciliation Checklist

Pre-Close Preparation

Confirm bank and credit-card statements uploaded

Request missing statements from client

Verify payroll fully posted through period-end

Confirm A/P bills entered through cutoff

Bank and Credit-Card Reconciliation

Reconcile each operating bank account

Reconcile each credit-card account

Clear stale uncleared transactions

Document reconciling items over $1,000

Investigate and resolve discrepancies

Sub-Ledger Tie-Out

Tie A/R aging to GL receivables

Tie A/P aging to GL payables

Roll forward fixed assets and post depreciation

Tie loan balances to lender statements

Adjusting Journal Entries

Record period-end accruals

Amortize prepaids and deferred revenue

Reclass misposted transactions

Review and Variance Analysis

Review trial balance for unusual variances

Generate P&L, balance sheet, and cash flow

Sign off on reconciliation review

Address reviewer rework items

Close-Out and Delivery

Lock the period in QuickBooks Online

File workpapers to the engagement folder

Send report package to client

Open-Item Follow-Up

Track aged reconciling items to resolution

Update reconciliation procedures for recurring issues

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Accounts Payable Aging Report Checklist

Pre-Report Setup

Confirm all vendor bills are entered

Verify payment batches are posted

Confirm access to the AP module

Generate the Aging Report

Run the AP aging summary report

Set aging buckets to 0/30/60/90+

Export the aging detail by vendor

Reconcile to the General Ledger

Tie aging total to GL accounts payable

Investigate the AP subledger variance

Flag 1099-eligible vendor balances

Investigate Exceptions

Review vendor credit balances and debit memos

Identify duplicate bills or split entries

Flag bills aged over 90 days

Prioritize the Payment Run

Identify early-payment-discount opportunities

Build the proposed ACH and check run

Confirm cash availability with the controller

Review, Sign-Off, and Improvement

Summarize aging findings for the controller

Walk controller through high-risk balances

Archive the aging report and workpapers

Note one process improvement for next month

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Accounts Payable Checklist

Invoice Intake and Capture

Pull invoices from the AP inbox and Bill.com

Verify vendor, invoice number, and amount

Flag rush, recurring, or non-PO invoices

Three-Way Match and Coding

Match invoice to PO and receiving report

Code the GL account, class, and location

Route for departmental approval

Resolve coding or match exceptions

Escalate disputed invoice to the buyer

Vendor Setup and W-9 Compliance

Collect a current W-9 before first payment

Validate TIN against the IRS TIN Match service

Set 1099 flag and payment terms in QBO

Verify banking details with a callback

Payment Run

Pull the weekly aging and select bills to pay

Choose the payment method

Get controller approval on the batch

Submit positive pay file to the bank

Release payments and capture remittance

Reconciliation and Close

Reconcile vendor statements against the AP subledger

Tie the AP aging to the GL control account

Accrue invoices received after period close

Sign off the AP close package

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Accounts Payable Ledger Checklist

Invoice Intake and Coding

Pull new bills from Bill.com and Dext

Code each bill to the GL account

Run the three-way match

Resolve PO and receiving variances

Approval Routing

Route bills through the approval matrix

Confirm W-9 on file for new vendors

Collect the signed W-9 from the vendor

Payment Run

Pull the AP aging and discount report

Build the weekly payment batch

Obtain controller release on the batch

Revise the batch and resubmit

Transmit ACH, wires, and checks

Vendor Reconciliation

Reconcile vendor statements to the AP subledger

Resolve disputed invoices and credits

Tie AP subledger to the GL control account

Period-End Reporting

Accrue uninvoiced goods received

Calculate DPO and AP turnover

Deliver AP package to the controller

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Accounts Receivable Aging Report Checklist

Pre-Close Setup

Confirm the AR cutoff date

Post all customer payments through cutoff

Apply unapplied cash and open credit memos

Tie AR sub-ledger to the GL control account

Generate the Aging Report

Run the AR aging report

Verify bucket definitions match policy

Investigate negative customer balances

Bucket Analysis

Review the 90+ day bucket

Compare aging trends to prior month

Document disputed invoices and credit holds

Doubtful Accounts Review

Pull credit updates on at-risk customers

Recalculate the allowance for doubtful accounts

Post the allowance adjustment AJE

Recommend uncollectible accounts for write-off

Collections Outreach

Send dunning notices for 30/60/90+ buckets

Place collection calls on $5K+ past-due accounts

Log all outreach in the collections tracker

Management Reporting and Sign-Off

Draft the AR aging summary memo

Calculate DSO and bad-debt ratios

Obtain controller sign-off on the package

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Accounts Receivable Checklist

Customer Credit Management

Run a credit check on new customers

Set the credit limit in the AR sub-ledger

Require a deposit or PG for high-risk customers

Review the credit policy annually

Invoice Processing

Generate invoices from delivered orders

Verify PO number, terms, and tax on each invoice

Send invoices via the customer's preferred channel

Log the invoice batch in the billing register

Cash Application and Payment Tracking

Pull the daily lockbox and ACH receipts

Apply payments to open invoices

Flag short-pays and unidentified deposits

Investigate the dispute or unapplied amount

Collections Management

Send pre-due reminder at invoice + 25 days

Work the 31-60 day aging bucket weekly

Escalate accounts past 60 days

Refer the account to a collections agency or counsel

Document the negotiated payment plan

Aging Reporting and Analysis

Generate the AR aging by customer

Calculate DSO and CEI for the period

Flag concentration and trend changes for the controller

Reconciliation and Write-Offs

Tie the AR sub-ledger to the GL control account

Send statements to active customers

Post the bad-debt provision adjustment

Approve and post specific write-offs

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Acquisition Integration Checklist

Financial Due Diligence Carryover

Pull five years of audited financials

Reconcile the quality of earnings adjustments

Confirm the working capital true-up

Document opening balance sheet adjustments

Chart of Accounts and GL Mapping

Decide the target accounting platform

Map the target's chart to the parent COA

Set up class, location, and department tracking

Cut over historical transaction data

Tax Position and Filings

Confirm the deal structure for tax

Review prior-year federal and state returns

Run a 50-state nexus and registration scan

Open voluntary disclosure agreements

File short-period returns if required

Internal Controls and Close Process

Walk through the target's close process

Inventory key controls and segregation of duties

Draft a remediation plan for control gaps

Align the close calendar to the parent

Payroll and Benefits Integration

Review existing employment and benefit plans

Decide on payroll system consolidation

Apply for state UI and withholding accounts

Communicate benefits changes to employees

Regulatory Filings and Close-Out

File HSR and antitrust notifications

Update entity registrations in each state

Notify lenders and update covenants

Sign off on the 90-day integration review

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Annual Budget Preparation Checklist

Strategic Alignment & Kickoff

Confirm strategic priorities with the CEO

Confirm the budget framework and calendar

Distribute templates to cost-center owners

Revenue Forecasting

Pull three-year revenue history by segment

Build the bookings-to-revenue bridge

Stress-test against macro assumptions

Lock revenue plan with the CRO

Reconcile revenue gap with the CRO

Operating Expense Build

Build the headcount and compensation plan

Collect cost-center submissions

Challenge non-headcount line items

Set the contingency reserve

Capital Expenditure Plan

Compile the capex request list

Score projects on payback and IRR

Layer depreciation into the P&L

Cash Flow & Financing

Build the indirect cash flow forecast

Identify monthly cash troughs

Plan the bridge financing draw

Confirm debt covenant headroom

Consolidation & Approval

Consolidate to the three-statement model

Run sensitivity on the top three drivers

Present to the executive team

Submit budget to the board for approval

Rollout & Variance Cadence

Load the approved budget into the GL

Define the monthly variance package

Schedule the quarterly reforecast

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Annual Financial Statements Checklist

Year-End Close Preparation

Confirm all sub-ledgers are closed in the GL

Lock the fiscal year in the accounting system

Pull last year's statements and management letter

Request the prior-year PBC list from the audit firm

Trial Balance and Adjusting Entries

Generate the working trial balance

Post year-end accruals for payroll and bonuses

Record depreciation and amortization entries

Tie AR, AP, and inventory sub-ledgers to the GL

Review variances against prior-year balances

Document explanations for flagged variances

Financial Statement Drafting

Draft the balance sheet

Draft the income statement

Draft the statement of cash flows

Draft the statement of changes in equity

Draft the footnote disclosures

Internal Review and Disclosure Check

Tie statement totals back to the trial balance

Run the GAAP disclosure checklist

Submit draft statements for partner review

Address partner review notes

External Audit Coordination

Upload PBC items to Suralink or audit portal

Walk auditors through key estimates and judgments

Review proposed audit adjustments

Post auditor-approved AJEs to the GL

Approval, Filing, and Archival

Sign the management representation letter

Present statements to the board or audit committee

File statements with regulatory bodies

Distribute final statements to lenders and shareholders

Archive workpapers per the seven-year retention policy

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AP Payment Processing Checklist

Invoice Intake and Verification

Capture the invoice in Bill.com or Hubdoc

Verify required invoice fields

Run the three-way match

Check for duplicate against the vendor ledger

Confirm vendor W-9 and 1099 status

Request and file the W-9

Coding and Approval

Code the invoice to the GL account and class

Determine the approval tier

Route for CFO approval

Verify budget availability

Payment Disbursement

Select the payment method

Verify wire instructions by callback

Schedule payment to hit on the due date

Run positive pay file to the bank

Release the payment batch

Recording and Reconciliation

Post the payment to the GL

Match the payment in the bank feed

File supporting documents in SmartVault

Confirm 1099 tracking flag

Period-End Review

Run the AP aging and clear stale items

Tie A/P sub-ledger to the GL control account

Investigate sub-ledger to GL variance

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Audit Preparation Checklist

Engagement Kickoff and PBC Setup

Confirm engagement letter and scope

Confirm fieldwork dates with the audit team

Load the PBC list into Suralink

Schedule the weekly PBC status call

Hard-Close the Books

Reconcile all bank and credit-card accounts

Tie A/R aging to GL receivables

Tie A/P aging and accrued expenses

Update fixed-asset and depreciation roll-forward

Post final adjusting journal entries

Lock the period in the GL

Lead Schedules and Workpapers

Build the working trial balance

Prepare lead schedules for each FS caption

Run analytical procedures on key balances

Compile contracts, leases, and debt agreements

Internal Controls and Risk

Update the ICFR control matrix

Document control changes since prior audit

Walk the auditor through changed controls

Pull SOC 1 reports for key service providers

Compliance, Tax, and Disclosures

Review tax provision and deferred balances

Flag uncertain tax positions for disclosure

Document UTPs with technical memos

Confirm sales-tax and payroll-tax filings

Draft the financial statement disclosures

Hand-Off to the Audit Team

Final review by the controller

Partner sign-off on the PBC package

Release the PBC binder to the auditor

Hold the audit kickoff meeting

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Bank Reconciliation Checklist

Gather Source Documents

Pull the bank statement for the period

Verify the bank feed is fully imported

Open the GL cash account register

Confirm prior-period reconciliation is closed

Match Cleared Transactions

Tie the opening balance to last month's recon

Clear deposits against the bank statement

Clear checks, ACH, and wire disbursements

Confirm credit-card and merchant fees are posted

Investigate Discrepancies

List outstanding checks and deposits in transit

Flag bank errors and unauthorized debits

Record bank fees and interest income

Determine whether material variances exist

Resolve Material Variances

Send variance questions to the client

Pull supporting documentation for each variance

Escalate unresolved items to the controller

Post Adjusting Entries

Draft AJEs for fees, interest, and corrections

Post the AJEs to the GL

Confirm adjusted balances tie

Review and Sign-Off

Generate the reconciliation report

Submit the recon for supervisor review

Lock the period in the GL

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Billing Process Checklist

Customer and Contract Review

Verify the customer record in QBO

Review the engagement letter billing terms

Confirm the billing schedule for the period

Invoice Preparation and Approval

Pull billable hours and expenses for the period

Generate the invoice in QuickBooks Online

Tie invoice line items to the WIP report

Route the invoice for partner approval

Revise the invoice per partner notes

Invoice Distribution

Send the invoice through the client portal

Email the AP contact with the invoice link

Log the send date in the billing tracker

Payment Processing and Reconciliation

Apply ACH and check payments to invoices

Reconcile deposits against the bank feed

Flag payment discrepancies for review

Investigate and resolve the discrepancy

Follow-Up and Collections

Send a reminder at 7 days past due

Call the AP contact at 30 days past due

Decide on collections escalation

Refer the account to outside collections

Reporting and Analysis

Run the A/R aging report

Tie A/R aging to the GL receivables balance

Calculate DSO for the period

Close out the billing cycle with partner sign-off

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Budgeting and Forecasting Checklist

Baseline & Historical Analysis

Pull three-year P&L from the GL

Normalize for one-time and non-recurring items

Calculate prior-year variances by department

Review COA for budget readiness

Revenue Modeling

Identify primary revenue drivers

Build the bottoms-up revenue forecast

Model recurring vs. churn for subscription streams

Reconcile to sales pipeline coverage

Expense & Headcount Planning

Distribute departmental budget templates

Build the headcount plan with hire dates

Forecast variable COGS and gross margin

Build the capex and depreciation schedule

Capture one-time and special initiatives

Scenario Modeling & Approval

Build base, upside, and downside scenarios

Run cash flow and covenant compliance check

Review the budget package with the CFO

Present the budget to the board for approval

Incorporate revisions and re-circulate

Load & Lock the Approved Budget

Load budget into the GL by month

Configure variance reporting templates

Monthly Variance Review & Reforecast

Generate monthly actual vs. budget variance

Collect variance commentary from department heads

Determine whether to reforecast

Build the reforecast and refresh covenant check

Distribute the monthly board package

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Budget Variance Analysis Checklist

Preliminary Preparations

Confirm the period is closed in the GL

Pull the approved budget for the period

Export actuals to the variance workbook

Set the materiality threshold

Variance Calculation

Calculate revenue variances by line

Calculate COGS and gross margin variances

Calculate opex variances by department

Flag variances that breach materiality

Driver Investigation

Request commentary from department owners

Reconcile timing vs. permanent variances

Test for one-time or non-recurring items

Validate explanations against source data

Reporting Package

Draft the variance commentary memo

Build the CFO review deck

Walk the CFO through the package

Reforecast and Action Plans

Update the rolling forecast

Refresh the cash flow forecast

Assign corrective actions to owners

Close-Out and Lessons Learned

Distribute the final package to stakeholders

Log the analysis in the workpapers archive

Capture lessons for the next cycle

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Business Succession Planning

Valuation and Readiness Assessment

Engage an independent business appraiser

Document the current ownership and entity structure

Pull three-year financials and trial balance

Identify key-person and client-concentration risks

Successor Identification

Catalog candidate successors by transition path

Assess each candidate against readiness criteria

Hold confidential successor conversations

Legal and Tax Structure Design

Draft or update the buy-sell agreement

Model gift and estate tax exposure

Structure the installment sale or SCIN

Commission an ESOP feasibility study

Refresh stock-transfer restrictions

Knowledge Transfer and Training

Document client relationships and engagement history

Draft the successor's role description and authority limits

Build a 12-month shadowing and training plan

Transfer signature authority on bank, tax, and payroll accounts

Transition Execution

Execute closing documents and equity transfer

Notify clients, vendors, and lenders of ownership change

File IRS Form 8822-B and update state registrations

Update payroll, benefits, and 401(k) plan-sponsor records

Post-Transition Monitoring

Confirm buy-sell funding and key-person insurance remain adequate

Conduct the 90-day successor performance review

Update the succession plan and minutes annually

Develop a successor remediation plan

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Business Tax Compliance Checklist

Engagement & Entity Setup

Confirm entity classification and EIN

Update Forms 2848 and 8821 for representation

Roll forward shareholder and partner basis schedules

Issue the engagement letter and PBC list

Books-to-Tax Reconciliation

Tie trial balance to prior-year return

Reconcile payroll to Form 941 and W-3

Audit 1099-NEC vendors against the W-9 file

Run 50-state economic nexus summary

Register in newly-triggered nexus states

Return Preparation

Import the trial balance into UltraTax or Lacerte

Compute book-to-tax M-1 adjustments

Calculate depreciation and Section 179

Draft Schedule K-1s for each owner

Review & Filing Decision

Run Circular 230 due-diligence checks

Obtain partner sign-off on the return

Confirm filing or extension decision with client

File Form 7004 or 4868 extension

Filing & Post-Filing

Transmit the return through e-file

Schedule estimated payment vouchers Q1 through Q4

Deliver the final return package to the client portal

Log any IRS or state notice received

Open the audit-defense file and respond by deadline

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Business Valuation Checklist

Engagement Setup

Confirm valuation purpose and standard of value

Execute engagement letter under SSVS No. 1

Run independence and conflict check

Send the PBC document request list

Financial Information

Collect five years of financial statements

Reconcile financials to filed tax returns

Normalize EBITDA with seller's discretionary adjustments

Review management projections for reasonableness

Industry and Market Analysis

Pull industry data from IBISWorld and BizMiner

Apply Porter's Five Forces to the subject industry

Analyze customer and vendor concentration

Map market size and geographic footprint

Asset and Liability Review

Schedule real estate held by the entity

Obtain real estate appraisal from a certified appraiser

Inventory machinery and equipment with basis schedule

Identify intangibles for ASC 805 allocation

Reconcile inventory and review for obsolescence

Valuation Approaches

Build the discounted cash flow model

Run guideline public company method

Run guideline transaction method

Compute adjusted net asset value

Apply discounts for lack of control and marketability

Reconcile approaches and select conclusion of value

Report and Partner Review

Draft the valuation report

Run concurring partner review

Address reviewer rework comments

Issue signed report and archive workpapers

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Capital Expenditure (CapEx) Approval Checklist

Project Evaluation

Define project scope and business case

Run a feasibility study with operations

Draft the project proposal and timeline

Financial Analysis

Estimate total cost of ownership

Calculate NPV, IRR, and payback period

Build sensitivity and downside scenarios

Budget and Funding Review

Confirm funds in the approved CapEx budget

Model balance-sheet and covenant impact

Determine the required approval tier

Approval Routing

Submit the CapEx package to the approver

Address committee questions and revisions

Present to the board of directors

Capture the final approval signatures

Vendor Selection

Issue an RFQ to qualified vendors

Score the bids against the evaluation matrix

Issue the PO to the selected vendor

Implementation and Monitoring

Build the implementation plan

Track actuals against the approved budget

Confirm whether budget variance exceeds 10%

Escalate the overrun to the CFO

Post-Implementation Review

Run the post-completion audit

Document lessons learned

Capitalize the asset in the fixed-asset register

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Cash Application Checklist

Pre-Application Setup

Pull bank statements and the lockbox file

Confirm prior-day batch is fully posted

Open the unapplied cash GL account

Capture Incoming Receipts

Tie ACH and wire totals to the bank feed

Log lockbox checks against remittance advice

Record credit-card settlement net of processor fees

Match Payments to Invoices

Auto-match remittances to open AR

Apply unmatched payments to the oldest invoice

Park unidentified receipts in unapplied cash

Handle Exceptions

Categorize each exception by type

Email customer for remittance detail

Process short-pay deduction codes

Issue refund or credit memo for overpayments

Reconcile to the General Ledger

Reconcile daily receipts to the bank feed

Tie the AR sub-ledger to GL receivables

Clear suspense in the unapplied cash account

Close-Out and Documentation

File deposit slips and remittance advices

Lock the daily batch in the AR module

Sign off the daily cash application worksheet

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