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Monthly Financial Close checklist

Reconciliations

Reconcile bank statements to the general ledger.

Reconcile credit card statements and ensure all charges are accounted for.

Review and reconcile balance sheet accounts, including prepaid expenses and accrued liabilities.

Review and Adjustments

Review trial balance for discrepancies and unusual account balances.

Post adjusting journal entries for accrued expenses, depreciation, and amortizations.

Analyze variances between actual and budgeted financial results and investigate significant differences.

Financial Reporting

Prepare the income statement, balance sheet, and cash flow statement.

Compile supporting schedules and notes for financial statements.

Distribute financial reports to management and necessary stakeholders.

Accounts Receivable and Payable

Verify all invoices for the month have been entered and are accurate.

Confirm customer payments are recorded and applied correctly.

Ensure all vendor payments are processed and up to date.

Inventory and Fixed Assets

Count physical inventory and reconcile to the inventory ledger.

Review fixed asset purchases and disposals during the month.

Update depreciation schedules and record depreciation expenses.

Compliance and Controls

Ensure compliance with accounting policies and regulatory requirements.

Review internal controls for effectiveness and make changes if necessary.

Prepare for any upcoming audits by organizing relevant documentation and schedules.

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Monthly Inspection

EXTERIOR

Glass is windexed

Exterior finishes are clean and well presented

Signage is clean and properly lit

All exterior lights are in working order

Door hardware is functioning, locks and hinges all work

The trim and window sills are clean and dust free

Plants look as they should for the season

Mulch , ground cover and rock cover are full and debris free

CLEANLINESS AND MOOD

First impression is clean and organized

Music is on and at the right volume, song list is appropriate

Host stand is clean, organized, menus in proper place

Wires from computer, phones, extensions are hidden and contained

Lighting is on, properly adjusted to the proper settings, all bulbs working

Temperature feels right

Wood floors- clean,oiled or finished, not damaged

Rugs are cleaned and spot free

Concrete- clean, without traffic patterns or stains

Stone- clean,sealed, grout intact

Tile- clean, no cracks, full grout

All foors are swept and mopped

All fabric is debris free and stain free

All natural wood tables are oiled or have poly,minimum rings or marks

All leather of leather like material is crack free

All tables are operable, stable, clean and damage free and correctly mounted

All chairs are operable, stable, clean and damage free

All art is dust free with clean glass and frames in one piece.

SERVER STATIONS

Server stations are clean and organized

Computer wires are organized for P.O.S.

Server stations are free of personal belongings

If it is a handsink, soap and towels stocked

If there is a sink, it is clean and caulked

There is no sign of leaking or rot

If there is a fridge, its clean with with thermometer

BATHROOMS

Hallway leading to the restroom is clean, clutter free and well lit

Doors to restrooms are clearly marked

Bathroom sink area is clean, faucets wiped, without stains on counters

Mirrors are polished

Bathrooms smell clean

Bathrooms have wastebaskets and fem disposal

Floors have been swept and cleaned

Toilets have been cleaned, tp stocked

All partitions are sturdy, secure, clean, locks work

Hot water heats quickly

BAR

Bar top is clean, oiled if needed/ or poly

Bar shelves and liquor/wine is dust free

There are no obvious leaks, all faucets flow easy, hot and cold work

There are no signs of fruit flies, soda heads soaling, bottles covered

Handsink has soap and towels

All tile is clean and mold free

Glass washers are fully operable and proper temp

MISC FOH

Any signage, floorpaln, notes to staff in frames not taped

All display areas are conplete

All duct work is dust fee

All interior plants are watered

All exit signs are in working order

PATIO

First impression of patio is positive

All patio lights are on

All patio areas clean and swept, no stains

Furniture clean and painted

KITCHEN

All drains have screens in them

Tile has been deck brushed , grout looks good, no broken tile

Walls are clean, no broken tile

Heated equipment has all its knobs

All fridges are clean, gaskets looks good, coils clean, shelviing is not chipped or rusted and they have a thermometer reading accurate temps

heated equipment looks clean and maintained

hood filters look clean

date of hood inspection and fire ext

dish area is clean and organized. screen in drain

dish faucets, sprayers are all operational

Walk in cooler is to temp, shelves are clean , closures work, fan is working

BACK OF HOUSE OFFICE AND STORAGE

liquor rooms and offices are locked

dry storage is neat and oganized

breaker panels are accesible

extra furniture is stored properly

employee areas are clean and organized

REAR EXIT

door properly locks

area is box and debris free or at least organized

ground is power washed

if dumpster area, that is clean and also power washed

propane is properly stored

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Monthly Server Maintenance Checklist

Preparation

Name of Server

The static IP address of server computer

MAC address of server computer

Maintenance Date

Data, Software and System checks

Check backups are working

Check and update OS

Update your control panel

Check and update applications

Run database maintenance

Make sure backups are up to date.

Check for database corruption.

Make sure indexes are updated.

Check remote management tools

Remote console

Remote reboot

Rescue mode

Check Disk usage

Check CPU usage

Check RAM usage

Check Network usage

Free up server storage space

Security Checks

Change server passwords

Download and install the patches

Test the patches

Confirm that the patches are installed correctly

Review User accounts

Perform a server malware scan

Hardware Checks

Check fans and power supplies

Check RAID fault tolerance

Check cable integrity

Check A/C unit at the facility

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Monthly Server Maintenance Checklist

Server Environment

Check the environment in the server room for temperature, humidity, and ventilation.

Check the power supply, UPS, and any other power-related components.

Check the cooling system, and ensure that all fans are working properly.

Check the server and any other equipment to make sure they are running properly.

Software

Check the operating system, and ensure that it is up to date.

Check the system logs for any errors or warnings.

Check for any security patches or updates that need to be installed.

Check the system configuration and make sure all settings are correct.

Check the disk space and make sure there is enough free space.

Database

Check the database for any errors or inconsistencies.

Check the database backups, and ensure they are running correctly.

Check the database performance and make sure it is running optimally.

Check the database security, and make sure it is up to date.

Network

Check the network connections, and make sure they are functioning properly.

Check the network security, and ensure that all ports are secure.

Check the network performance, and make sure it is running optimally.

Check the firewall security, and ensure that all settings are correct.

Security

Check the security settings, and ensure that all settings are correct.

Check the antivirus software, and make sure it is up to date.

Check for any unauthorized access, and make sure there are no security breaches.

Backups

Check the backup system, and make sure it is running correctly.

Check the backup logs, and make sure there are no errors or warnings.

Check the backup storage, and make sure there is enough free space.

Hardware

Check the hardware components, and make sure they are functioning properly.

Check the hard drives, and make sure they are running optimally.

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Network Maintenance Checklist

Ensure all devices and systems are up-to-date with the latest security patches and bug fixes

Check for any security threats or vulnerabilities

Test the performance of the network and make adjustments as needed

Check for any unauthorized access or suspicious activity

Check system logs for errors or warnings

Check network connections and performance

Verify data backup and recovery processes

Perform regular malware scans

Update network documentation with any changes

Monitor network traffic and usage

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New Client (New Property to Manage)

SEND MANAGEMENT DOCUMENTS VIA DOCUSIGN

Management Agreement

Property Profile

IF US resident send - W9

If foreign investor, send W8-ECI

ACH Authorization Form

Authorization to add as additional insured

Owner HOA Disclosure

Owner Mortgage Disclosure

VERIFY MANAGEMENT DOCUMENTS SIGNED

Management Agreement

Property Profile

IF US resident send - W9

If foreign investor, send W8-ECI

ACH Authorization Form

Authorization to add as additional insured

Owner HOA Disclosure

Owner Mortgage Disclosure

Update Management System

Contact Insurance company and add an additional insured

Copy signed documents from Docusign to owner folder

Create New Portfolio in Propertyware

Add owner information to Propertyware

Add building information to Propertyware

PRE-INSPECTION

Pre-inspect home

Review with owner any repair items

PHOTOGRAPHY

Take photos of home

Take video of home

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New Client Onboarding

Welcome

Send welcome letter

Send new client questionnaire

Connect on social media platforms

Information Gathering

Create dropbox or Google folder for storing internal client documents

Create shareable folder with client

Ensure you have necessary assets of client - logo, colors, design guide

Establish billing information

Obtain primary email address for your newsletter

Obtain primary address for postal correspondence

Update CRM with client information

Internal Orientation Meeting

Assemble members of your team

Assign roles/tasks

Schedule the initial client meeting

Gather client materials

Kick-off meeting

Determine attendants for both the client and firm

Plan for meeting (conference room, food, cleanliness, etc.)

Schedule the meeting

Prepare materials and coffee/snacks

Post Kick-off meeting

Follow-up phone call next day

Schedule 2-week follow-up phone call

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New Client Onboarding checklist

Initial Client Information

Collect basic client information including company name, address, and primary contacts

Obtain the client's business structure (e.g., sole proprietorship, LLC, corporation)

Request identification documents for verification purposes (e.g., driver's license, passport)

Accounting and Financial Data Gathering

Request access to the client's accounting software and financial statements

Collect previous year's tax returns and other relevant tax documents

Obtain a list of assets, liabilities, and inventory if applicable

Compliance and Legal Review

Review the client's business for compliance with relevant accounting standards

Ensure the client's understanding of their tax obligations and deadlines

Confirm that the client has no outstanding legal issues that could affect financial reporting

Communication and Workflow Setup

Establish preferred methods of communication and points of contact

Agree on a schedule for regular updates and meetings

Set up a secure method for exchanging sensitive financial information

Service Agreement and Onboarding

Prepare and review the engagement letter detailing the services to be provided

Discuss and agree on the fee structure and payment terms

Onboard the client onto the firm's project management system or client portal

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New Employee

GATHER EMPLOYEE INFORMATION FOR PAYROLL

Name (Full, Legal)

Address (Home)

SSN

Date of Birth

Date of Hire

Salary

Marital Status

Allowances (Deductions)

Direct Deposit (routing number, bank account number, and voided check) OPTIONAL

EXTERNAL SERVICES

Create a GMail account for them

Add to Github Organization

Add to Manifestly

Add to Expensify

Add to Harvest

Share 1Password vault

INTERNAL

Add them as a user on the website

Have them write and post their blog post announcing they joined

Add to Flowdock flows as necessary

Create Gravatar or link email to Gravatar account

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New Employee Onboarding checklist (Accounting Department)

Pre-Arrival Preparations

Set up the new employee's email and accounting software accounts

Prepare the new hire's workspace with necessary supplies and equipment

Arrange for access credentials to the building and parking facilities

First Day Orientation

Provide a tour of the office, introducing them to key team members

Review company policies, including confidentiality agreements and security protocols

Complete necessary HR paperwork and verify employment eligibility documents

Training and Development

Schedule training sessions on accounting software and internal processes

Assign a mentor or buddy for the first few weeks to assist with questions and integration

Outline goals and expectations for the probationary period

Integration into the Team

Set up one-on-one meetings with direct supervisors and department heads

Plan a welcome lunch or team-building activity to foster connections

Provide a list of key contacts within the company for various needs

Ongoing Support and Evaluation

Schedule regular check-ins to provide feedback and address concerns

Discuss opportunities for professional development and career growth

Review performance and set objectives at the end of the probationary period

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New Hire Checklist

Federal & State Forms

W-4 Form (Federal & State)

I-9 Form

Contact Information

Emergency Notification Sheet

Employee Information Sheet

Employee Documents

Job Description

Performance Evaluation Process explained

Employee Handbook

Procedure Manuals

Employee Permits (food safety certification, if applicable)

Handouts/Other Items

Uniform Issued

Medical Insurance Handbook & Signup Forms

IRS Form 2120 for tip logs (tipped employees only)

First Day

Supervisor, manager, key co-workers and support personnel and their locations

Bathroom, break room, smoking room

Lockers or other areas for personal items

Storage closet, cleaning supplies, tools and equipment

Supplies, mail, message board, sign-in and sign-out, time clock

Parking, including restrictions

Building hours, work schedule, lunch and breaks

Sign offs

Employee Sign Off

Supervisor Sign Off

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New Hire Onboarding Checklist

General Information

Employee's name

Job title

Start date

Employee Paperwork

Employment contract

Confidentiality agreement

Tax forms

Direct deposit information

Computer and Technical Setup

Desk setup

Computer access

Software access

Email account

Network access

Benefits

Health insurance

Dental insurance

Vision insurance

Retirement plan

Training

Orientation

Department/role specific training

Safety training

Company policies and procedures

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New Menu Item Development Checklist

Conceptualization

Identify target audience for the new menu item

Research current market trends and customer preferences

Brainstorm ideas with the culinary team for unique dishes

Recipe Development and Testing

Create a draft recipe for the new menu item

Conduct initial kitchen tests and taste sessions

Refine the recipe based on feedback and repeat testing

Cost and Pricing Analysis

Calculate the cost of ingredients and labor for the new item

Determine appropriate pricing to ensure profitability

Analyze competitors' prices for similar menu items

Supplier Sourcing and Inventory

Identify potential suppliers for new ingredients

Negotiate prices and delivery schedules with suppliers

Update inventory management systems to include new items

Staff Training

Develop training materials for the preparation of the new item

Schedule training sessions for kitchen and service staff

Conduct role-playing or simulations to ensure service readiness

Marketing and Promotion

Design promotional materials for the new menu item

Update the restaurant's menu and website with the new addition

Plan a launch event or special promotion to introduce the item to customers

Evaluation and Feedback

Implement a method for collecting customer feedback on the new item

Regularly review sales data and feedback for performance evaluation

Adjust the recipe, presentation, or pricing based on customer and staff input

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New Tenant (Tenant Move In)

Before Move In

If property is built prior to 1978, forward Lead Paint Addendum to tenant prior to lease signing

Check if HOA requires a lease addendum, if so attach to lease

Prepare Lease Documents

Send Lease documents via DocuSign to tenant

Verify receipt of Tenant Signed Lease in DocuSign.

Verify receipt of Reservation Fee. Scan Reservation check and upload to cloud storage.

Deposit Tenant Reservation Fee

Sign Lease and upload signed Lease to cloud storage.

Email executed lease to tenant

If on FMLS, change FMLS listing to leased

Remove marketing advertising from Rently

Remove marketing advertising from Craigslist.

Confirm Move In Date with Tenant

SCHEDULING CLEANING AND MAINTENANCE

Email document "Moving into your new home" to tenants

Schedule House Cleaning

IF call box at front gate, contact HOA to add tenant to call box

Perform pre-inspection

MOVE IN

Verify Security Deposit is bank cashiers check or money order

Complete Move In Inspection

Email inspection to tenant

Remove Lockbox

Verify Receipt of insurance declaration w/ $100K liability

AFTER MOVE IN

Post Security Deposit to Tenant Ledger

Deposit Security Deposit to Bank

Send email to tenant asking if any questions/concerns after move in.

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New Vendor Onboarding checklist

Vendor Information Collection

Obtain the vendor's legal business name and any dba (doing business as) names.

Request and verify the vendor's tax identification number or employer identification number.

Gather the vendor's contact information, including primary address, phone number, email, and point of contact.

Compliance and Risk Assessment

Perform a background check to ensure the vendor's legitimacy and check for any red flags.

Assess the vendor's financial stability through credit checks or financial statement analysis.

Verify that the vendor complies with applicable industry regulations and standards.

Account Setup and Payment Terms

Create a vendor profile in the accounting system with all collected information.

Determine and document payment terms, including discounts, net payment periods, and invoicing procedures.

Set up payment methods and ensure that all relevant banking information is accurate and secure.

Documentation and Contracts

Obtain and review the vendor's W-9 or equivalent tax form.

Draft, negotiate, and finalize a contract outlining the scope of services, deliverables, and terms and conditions.

Ensure that all necessary insurance certificates are in place and up to date.

Internal Process Alignment

Communicate the new vendor relationship to relevant internal departments (e.g., purchasing, accounts payable, receiving).

Train staff on the specific processes and protocols related to the new vendor, such as order placement and invoice approval.

Create and distribute a vendor onboarding packet that includes internal policies, data security requirements, and key contacts.

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Onboarding a New Software Developer

Before Day One

Enter start date

Brand new step

Review internal wikis to ensure all tool and internal process explanations are up to date.

Prepare physical equipment the developer will need, such as:

Create accounts for the developer on any external services, such as:

Create accounts for the developer on any internal services, such as:

Send the developer invites to team meetings

Assign a developer or project manager to guide and mentor the new developer

Day One (and possibly Day Two)

Gather employee information for payroll and other benefits

Introduce the developer to everyone on their team (the whole team, if it’s small, or their specific product team), including remote members, and make sure they know what each person does

Introduce the developer to any company resources, such as tech support and human resources

Introduce the developer to daily standups or scrums and explain how to participate

Take the developer out to lunch with their team (the whole team, if it’s small, or their specific product team) or arrange a team bonding time over video call

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Onboarding Checklist

IT Setup

Provide the employee with a laptop and any other necessary hardware.

Set up the employee's workstation.

Provide the employee with a company email address and any necessary passwords.

Software Access

Provide the employee with access to necessary software and applications.

Set up any necessary accounts, such as GitHub and JIRA.

Train the employee on the use of the software and applications.

Team Integration

Introduce the employee to their immediate team, as well as the rest of the organization.

Provide the employee with a mentor or buddy to help them learn the ropes.

Schedule regular check-ins with the employee to ensure they are comfortable and able to complete their work.

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Onboarding New Remote Employees

WELCOMING REMOTE EMPLOYEES

Send a welcome email wishing the new hires all the best with their new career at your organization.

Conduct an online meeting to give an overview of the organization, how it started, where it is heading, the culture, organizational chart, work ethics, as well as the HR policies and procedures.

Give a virtual tour of your office showcasing the facilities available to the new hires when physical work resumes.

ORIENTING THE NEW HIRES

Schedule a video conference to introduce the new hires to their team members.

Bonus tip: Make sure to allow quality time for the new hires to speak and connect with their colleagues.

Arrange a one-to-one session with the immediate supervisor and the HR Manager.

Bonus tip: The initial meeting could focus on understanding the new hires better so that the orientation program could be customized to enhance its effectiveness.

Review the onboarding schedule with the new hires to ensure they are prepared for it.

Discuss the career objectives, communication preferences, working styles, and the challenges faced by the new hires.

Explain the sources of support available to the new employees to perform their job successfully along with their contact details.

ROLE CLARIFICATION

Clearly explain the tasks, duties, and responsibilities of the remote work position.

Introduce the first assignment and give them a chance to attempt simple tasks.

Bonus tip: Start with simple assignments and go over them step by step. This will make them more doable and interesting, thereby uplifting the confidence of the new hires.

Communicate precisely what your organization expects from the new hires.

NEW HIRE TRAINING

Commence the online training sessions to enhance job-related knowledge and skills.

Bonus tip: You can get different organizational members to conduct the training so that the new employees would not get bored. This would also grant the new hires an opportunity to meet and interact with different employees.

Provide specific tasks to complete at the end of each training program with the opportunity to receive feedback from the trainer.

TASK DELEGATION

Assign work to the new hires with deadlines to complete.

Provide a comprehensive and precise overview of the performance review process including the measurement criteria and the Key Performance Indicators (KPIs).

Assign a mentor to support the new hires with job-related tasks and to address any challenges they might face in adjusting to the organization.

Devise a networking plan that matches the personality of the remote employees. Below are some ideas that you can consider.

An in-person event with the team such as a dinner, or a coffee out.

Virtual team-building games.

Job rotation across departments.

PERFORMANCE APPRAISAL

Have regular manager check-in meetings to examine and assess the new hires’ job fit and organizational fit.

Communicate the impact that new hire’s responsibilities have on the organizational outcomes.

Have a formal interview to provide constructive feedback to the new hires and to review the performance objectives.

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Open House Checklist

Pre-Open House Preparation

Listing information

Property photos

Price and financials

Listing signage

Cleaning and staging

Brochures and other promotional material

Refreshments

Security

Public transportation options

During the Open House

Greet guests

Answer questions

Make sure all areas are accessible

Offer tours of the property

Collect contact information

Follow up with attendees

After the Open House

Follow up with attendees

Update listing information

Remove signage

Clean up property

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Opening Checklist

Cleaning

Wash and sanitize all surfaces

Clean and sanitize all dishes, utensils, and equipment

Sweep and mop the floors

Supplies

Check and restock food, beverages, and condiments

Check and restock cleaning supplies

Check and restock tableware and linens

Maintenance

Check and restock toiletries

Inspect the restaurant for any damages

Check the lighting and ventilation

Prepare the Staff

Review the daily specials

Review the restaurant’s policies and procedures

Check that all staff members have their uniforms

Check that all staff members are aware of their duties

Greet Customers

Check that the entrance is clean and inviting

Ensure that the music is appropriate for the atmosphere

Welcome customers and provide them with the necessary information

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Opening Restaurant Checklist

Front of House Preparation

Ensure all tables and chairs are clean and properly arranged according to the floor plan.

Check that the lighting, music, and temperature settings are adjusted for the opening.

Review the reservation system for any special requests or large parties.

Back of House Preparation

Verify that all kitchen equipment is clean, functioning, and ready for service.

Confirm that food inventory is stocked and organized for easy access.

Ensure that the line cooks have prepped all necessary ingredients for the menu items.

Health and Safety Checks

Perform a thorough hand-washing and remind staff of proper hygiene practices.

Check all first-aid kits, fire extinguishers, and safety equipment for accessibility and functionality.

Review the restaurant's cleaning protocols with the staff and ensure all surfaces are sanitized.

Point of Sale and Cash Handling

Boot up the POS system and ensure all terminals are working correctly.

Prepare the cash drawers with sufficient change and verify they are secure.

Check that the credit card machines are functioning and have enough paper for receipts.

Staff Briefing

Hold a pre-service meeting with the staff to discuss the day's specials, events, or promotions.

Assign specific duties and stations to each team member for efficient operation.

Review any customer feedback or areas of improvement from the previous service.

Final Walkthrough

Inspect the restrooms to ensure they are clean, stocked, and functioning properly.

Walk through the dining area and bar to look for any overlooked details.

Confirm that the entrance is welcoming, with a clean entryway and visible signage.

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Order Fulfillment Checklist

Order Placement

Receive and process order

Record customer information

Verify payment information

Confirm product availability

Order Fulfillment

Package products

Prepare shipping label

Send order confirmation

Schedule carrier pickup

Delivery

Monitor order progress

Notify customer of delivery

Update customer order status

Returns

Receive and process returns

Refund customer payment

Restock/resell returned products

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Paid Advertising Checklist

Budget

Estimate budget for paid advertising campaign

Determine budget for each ad platform

Creative

Create content for each ad

Design graphics for each ad

Identify target audience

Platforms

Select platforms for ads

Determine placement of ads

Research competitors’ ad placements

Scheduling

Set timeline for campaign

Set frequency of ads

Schedule delivery of ads

Tracking

Set up tracking tools

Monitor performance of ads

Analyze results of campaign

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Patch Management Checklist

Patch Identification

Identify patches that need to be applied

Research patch requirements

Identify patch dependencies

Patch Testing

Test patch in a non-production environment

Ensure patch is compatible with other applications

Ensure patch will not cause unexpected downtime

Patch Installation

Install patch on production systems

Schedule patch installation

Monitor patch installation

Patch Management

Monitor patch installation progress

Validate patch installation

Document patch installation

Test patch functionality

Monitor system performance after patch installation

Patch Follow-up

Monitor system performance

Document patch installation results

Re-test patch functionality

Document patch issues

Re-schedule patch installation if needed

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Payment Processing Checklist

Securing the Payment

Checking if the payment page is secure (SSL or TLS)

Testing the payment page for vulnerabilities

Checking if customer data is encrypted

Processing the Payment

Verifying customer information

Checking if the payment is valid

Processing the payment

Updating customer records

Post-Payment

Generating a receipt

Sending a confirmation email

Recording details of the transaction

Providing customer support

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