Free Checklist Templates for Bookkeeping

Bookkeeping

OR

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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Chart of Accounts Review Checklist

Pre-Review Setup

Export the current chart of accounts

Pull prior review notes and change log

Confirm reporting framework and entity type

Structure and Numbering

Verify account number ranges by category

Check parent-subaccount hierarchy depth

Flag accounts with mismatched type and number

Classification and Tax-Line Mapping

Verify asset and liability classifications

Confirm revenue and COGS segregation

Map accounts to the entity tax form

Review IFRS presentation requirements

Cleanup and Consolidation

Identify duplicate or near-duplicate accounts

Review accounts with no 24-month activity

Inactivate stale accounts in the GL

Reclass Ask My Accountant entries

Consolidate fragmented expense accounts

Documentation and Sign-Off

Document each change with rationale

Update the COA change log

Brief bookkeeping staff on new account usage

Obtain partner sign-off on the revised COA

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Daily Bookkeeping Checklist

Bank Feed and Transaction Review

Pull today's bank and credit-card feeds

Categorize feed transactions to the COA

Match transfers between linked accounts

Flag unclear charges for client follow-up

Receipt and Source-Document Capture

Process receipts from Hubdoc or Dext

Email client about missing W-9s

Accounts Receivable

Issue invoices for today's billable activity

Apply customer payments received today

Run the A/R aging report

Send dunning notices to delinquent customers

Accounts Payable

Enter vendor bills from Bill.com or Ramp

Schedule the day's bill payments

Reconcile vendor statements to A/P aging

Cash Position and Reporting

Update the 13-week cash forecast

Check operating account against minimum cash threshold

Notify the controller of the cash shortfall

End-of-Day Close-Out

Verify sales-tax liability accrual

Back up QBO/Xero exports to SmartVault

Log billable time in Karbon or TaxDome

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Financial Statement Preparation Checklist

Pre-Close Setup

Confirm client uploaded all bank statements

Confirm payroll posted through period end

Verify bills and invoices through cutoff

Accounts Receivable Tie-Out

Tie the A/R aging to GL receivables

Apply unapplied customer payments

Assess the bad-debt allowance

Post the bad-debt journal entry

Accounts Payable Tie-Out

Tie the A/P aging to GL payables

Accrue uninvoiced vendor bills

Reconcile key vendor statements

Bank and Credit-Card Reconciliation

Reconcile each operating bank account

Reconcile each credit-card account

Investigate stale uncleared transactions

Fixed Assets and Depreciation

Update the fixed-asset roll-forward

Post the monthly depreciation entry

Capitalize acquisitions over the threshold

Adjusting Journal Entries

Accrue payroll for unpaid days

Post prepaid amortization entries

Recognize deferred revenue per schedule

Post partner-approved AJEs

Statement Generation and Client Delivery

Review the working trial balance

Investigate variances with the controller

Generate income statement, balance sheet, and cash flow

Lock the period in QuickBooks Online

Deliver the report package to the client

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Invoice Processing Checklist

Invoice Intake and Verification

Capture the invoice in the AP inbox

Confirm required invoice fields are present

Verify a current W-9 is on file

Three-Way Match and GL Coding

Run the three-way match against PO and receiving

Code the invoice to GL account and class

Check for duplicate invoice numbers

Discrepancy Resolution

Open a vendor inquiry with the AP contact

Request a credit memo or revised invoice

Log the dispute in the AP discrepancy register

Approval Routing

Route to the budget owner per approval matrix

Escalate invoices over $10K to the controller

Capture the approver signature

Payment Scheduling and Execution

Schedule the payment per vendor terms

Generate the positive pay file for the check run

Submit the payment batch in Bill.com

Post the payment entry to the GL

Records and Compliance

Archive the invoice and payment proof in SmartVault

Update 1099-NEC tracking for the vendor

Reconcile the AP sub-ledger to the GL

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Monthly Accounting Close Checklist

Pre-Close Setup

Confirm bank and credit-card statements uploaded

Confirm payroll posted through period-end

Verify vendor bills and customer invoices entered

Bank and Credit-Card Reconciliations

Reconcile each operating bank account in QBO

Reconcile each corporate credit-card account

Age uncleared items beyond 30 days

Escalate flagged items to the client controller

Accounts Receivable Tie-Out

Tie A/R aging to the GL receivables balance

Apply customer payments to open invoices

Flag uncollectible accounts for write-off

Post the bad-debt write-off journal entry

Accounts Payable Tie-Out

Three-way match new vendor bills

Reconcile A/P aging to vendor statements

Schedule the check and ACH payment run

Payroll Posting

Import the payroll journal from Gusto or ADP

Tie payroll tax liabilities to deposit confirmations

Adjusting Journal Entries

Post prepaid expense amortization

Post deferred revenue recognition

Record monthly depreciation per the fixed-asset schedule

Post reclass entries from reconciliation findings

Reporting and Period Lock

Generate the working trial balance

Produce P&L, balance sheet, and cash flow package

Write the management commentary memo

Sign off on the close package

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Monthly Bookkeeping and Accounting Close

Pre-Close Setup

Confirm bank and credit-card statements received

Confirm payroll is posted through period-end

Confirm vendor bills entered through period-end

Confirm customer invoices entered for the period

Bank and Credit-Card Reconciliation

Reconcile each operating bank account

Reconcile each credit-card account

Clear stale uncleared transactions

Document unreconciled items in the workpaper

Email client about material reconciling items

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

Accrue payroll for unpaid days

Record prepaid expense amortization

Recognize deferred revenue earned in period

Reclass misposted transactions

Review and Reporting

Review the trial balance for variances

Generate P&L with prior-period comparison

Generate balance sheet and cash flow

Write management commentary

Client Delivery

Lock the period in QBO or Xero

Send the report package to the client

Schedule the monthly review call

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Monthly Bookkeeping Close Checklist

Pre-Close Setup

Collect bank and credit-card statements

Confirm payroll is fully posted

Coordinate with the payroll provider on missing runs

Confirm vendor bills entered through period-end

Bank and Credit-Card Reconciliation

Reconcile each operating bank account in QBO

Clear stale uncleared items over 30 days

Reconcile each credit-card account to statement

Document unreconciled items over $1,000

Accounts Receivable Tie-Out

Tie A/R aging to the GL receivables balance

Send statements on accounts past 30 days

Flag any accounts aged 90 days or more

Recommend bad-debt write-off entries

Accounts Payable Tie-Out

Tie A/P aging to the GL payables balance

Run the scheduled Bill.com payment batch

Review unpaid bills against cash position

Payroll Tie-Out

Tie payroll register to GL payroll expense

Confirm 941 deposits posted on schedule

Accrue payroll for unpaid days at period-end

Fixed Assets and Loan Schedules

Record fixed asset additions and dispositions

Post the monthly depreciation entry

Reconcile loan balances to lender statements

Adjusting Journal Entries

Record prepaid expense amortization

Record deferred-revenue recognition

Reclass misposted transactions from recs

Review and Reporting

Review the working trial balance for variances

Generate the P&L, balance sheet, and cash flow

Write management commentary on variances

Client Delivery and Period Lock

Lock the period in QBO with close-date password

Send the report package to the client portal

Capture partner sign-off on the close

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Monthly Financial Close Checklist

Pre-Close Setup

Confirm bank and credit-card statements uploaded

Request missing statements from the client

Confirm payroll posted through period end

Clear Ask My Accountant and uncategorized

Bank and Credit-Card Reconciliation

Reconcile each operating bank account

Investigate stale uncleared transactions

Reconcile each credit-card account

Document unreconciled items over $1,000

Sub-Ledger Tie-Out

Tie A/R aging to GL receivables

Tie A/P aging to GL payables

Reconcile inventory to the perpetual ledger

Roll forward fixed assets and post depreciation

Tie loan balances to lender statements

Adjusting Journal Entries

Accrue payroll for unpaid days

Amortize prepaids and recognize deferred revenue

Reclass misposted transactions

Post all adjusting journal entries

Review and Reporting

Review trial balance for unusual variances

Generate the financial statement package

Write management commentary on variances

Submit the package for partner review

Address partner review notes

Client Delivery and Period Lock

Lock the period in the GL

Deliver the report package to the client

Schedule the monthly review call

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Monthly Financial Review Checklist

Pre-Close Setup

Confirm bank and credit-card statements are uploaded

Verify payroll is fully posted for the period

Confirm vendor bills entered through period end

Bank and Credit-Card Reconciliation

Reconcile each operating bank account

Reconcile credit-card accounts

Document unreconciled items over $1,000

Escalate aged reconciling items to the client

Accounts Receivable Review

Tie the A/R aging to the GL receivables balance

Work the 60-plus aging bucket

Reassess the allowance for doubtful accounts

Accounts Payable Review

Tie the A/P aging to the GL payables balance

Reconcile key vendor statements to the ledger

Flag overdue payables for client approval

Payroll Verification

Reconcile the payroll register to GL wages

Verify 941 deposits posted on schedule

Accrue unpaid wages through period end

Expense and Variance Analysis

Run P&L vs. budget by department

Investigate variances over the materiality threshold

Document variance explanations in the management memo

Revenue and Deferred Income

Tie revenue to the billing system

Review ASC 606 timing on new contracts

Roll forward the deferred revenue schedule

Close Review and Client Delivery

Review the trial balance for unusual swings

Generate the financial reporting package

Lock the period in QBO

Deliver the close package to the client

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Payroll Processing Checklist

Pre-Payroll Verification

Confirm new hire paperwork is on file

Process status changes since last run

Verify active garnishment orders

Calculate garnishment withholdings

Timekeeping and Attendance

Import time data from the timekeeping system

Verify overtime and premium pay calculations

Reconcile PTO, sick, and holiday accruals

Flag time discrepancies for resolution

Resolve outstanding time discrepancies

Earnings and Deductions

Calculate gross wages by pay type

Apply Section 125 and pre-tax deductions

Withhold federal, state, and local taxes

Apply post-tax deductions and Roth contributions

Payroll Run and Review

Generate the preliminary payroll register

Review variance against prior pay period

Obtain owner or controller approval

Apply requested corrections and rerun preview

Submit payroll and fund direct deposits

Tax Deposits and Filings

Confirm federal deposit schedule

Submit next-day federal tax deposit via EFTPS

Remit state withholding and SUI deposits

Disburse garnishment payments to creditors

Post-Payroll Reconciliation

Post the payroll journal entry to the GL

Reconcile the payroll clearing account

File the run in the WISP-compliant document store

Respond to employee paycheck questions

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Quarterly Bookkeeping Checklist

Bank and Credit-Card Reconciliation

Confirm all bank statements received

Reconcile each operating bank account

Reconcile credit-card and merchant accounts

Age unreconciled items over the threshold

Accounts Receivable Review

Run the A/R aging report

Tie A/R aging to GL receivables

Pursue invoices over sixty days past due

Post bad-debt write-offs with partner approval

Accounts Payable and Vendor Review

Code open vendor bills in QBO

Tie A/P aging to GL payables

Schedule the quarter-end check run

Audit W-9s for 1099-eligible vendors

Payroll and Employment Tax

Reconcile payroll registers to GL wages

Verify Form 941 deposits for the quarter

Confirm state SUI and SIT remittances

Accrue unpaid wages through quarter-end

Inventory and Fixed Assets

Take quarter-end physical inventory count

Reconcile physical count to perpetual records

Post depreciation from the fixed-asset schedule

Record asset additions and disposals

Adjusting Journal Entries

Amortize prepaid expense balances

Recognize deferred revenue earned this quarter

Reclass misposted bank-feed transactions

Post owner-draw and intercompany entries

Trial Balance and Financial Statements

Generate the working trial balance

Review variances against the materiality threshold

Produce balance sheet, P&L, and cash flow

Document a variance memo with partner sign-off

Budget vs. Actuals Analysis

Compare actual revenue and expenses to budget

Update the rolling forecast for next quarter

Tax Compliance

Pull the 50-state nexus revenue summary

File quarterly sales-tax returns by jurisdiction

Register the firm in the new nexus state

Compute the next quarter estimated tax payment

Period Close and Client Delivery

Lock the period in QuickBooks Online

Back up the company file to encrypted storage

Deliver the quarter-end package to the client

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Weekly Bookkeeping Checklist

Transaction Review

Pull bank and credit-card feeds

Categorize new bank-feed transactions

Verify expense account coding

Reconcile through the prior weekend

Investigate reconciliation variance

Accounts Receivable

Issue the week's customer invoices

Apply customer payments to invoices

Work the A/R aging report

Decide on 90+ day balances

Accounts Payable

Enter vendor bills from the inbox

Run three-way match on inventory bills

Schedule the weekly check run

Reconcile vendor statements

Payroll

Confirm whether payroll runs this week

Validate timesheets and PTO

Process the payroll run

Post the payroll journal to the GL

Update employee record changes

Reporting & Client Delivery

Build the 13-week cash flow forecast

Run P&L versus budget

Write management commentary

Deliver the weekly report package

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Year-End Bookkeeping Checklist

Pre-Close Setup

Confirm all bank statements are uploaded

Confirm December payroll is fully posted

Verify all vendor bills are entered through year-end

Confirm engagement is in scope for year-end work

Bank and Credit Card Reconciliation

Reconcile each operating bank account

Reconcile each credit card account

Clear stale uncleared transactions

Document unreconciled items over $1,000

Sub-Ledger Tie-Out

Tie A/R aging to GL receivables

Write off uncollectible receivables

Tie A/P aging to GL payables

Reconcile loan balances to lender statements

Tie payroll liabilities to year-end forms

Inventory and Fixed Assets

Confirm whether the client holds inventory

Adjust inventory to physical count

Roll forward the fixed asset schedule

Post annual depreciation and amortization

Adjusting Journal Entries

Accrue payroll for unpaid days

Record prepaid expense amortization

Recognize deferred revenue earned in period

Reclass misposted transactions found during recs

1099 Vendor Preparation

Run the 1099 vendor candidate report

Audit W-9s for every reportable vendor

File 1099-NEC forms with IRS and recipients

Final Reports and Client Delivery

Generate the working trial balance

Produce balance sheet, P&L, and cash flow

Write management commentary on top variances

Lock the period in QuickBooks Online

Deliver the year-end package and tax workpapers

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