What Documents Do I Need to Give to My Bookkeeper?
TL;DR (Too Long; Didn’t Read): To keep your small business’s books accurate and compliant, you should regularly provide your bookkeeper with bank statements, invoices, receipts, payroll records, tax documents, and financial reports. Organizing and sharing these digitally makes the process smooth and efficient.
Summary Answer:
If you’re asking, “What documents do I need to give to my bookkeeper?” — you’re not alone. Many small business owners feel overwhelmed by the thought of bookkeeping. The truth is, your bookkeeper doesn’t need everything, but they do need specific financial documents to help you stay compliant and make smart business decisions. This blog breaks down the essential documents for bookkeepers and when/how to share them.
Why It Matters: The Stress of Not Knowing What to Share
Small business owners often stress about:
- What paperwork does a bookkeeper need?
- Are they sharing too little or too much?
- How to stay organized?
Having a small business bookkeeping checklist can take the guesswork out. With the right system in place, bookkeeping becomes less of a burden and more of a business advantage.
Essential Documents for Your Bookkeeper
1. Bank Statements
- Monthly bank statements from all business accounts
- Online bank access (read-only) is often helpful
- Credit card statements (if used for business)
Why it matters: These help reconcile your books and ensure that every transaction is accounted for.
2. Sales Invoices and Income Records
- Copies of all issued invoices
- POS or e-commerce reports
- Proof of payments received
Why it matters: They form the basis of your revenue reports.
3. Receipts and Expense Documents
- Utility bills, office supplies, and marketing expenses
- Travel receipts, meal receipts (with notes if business-related)
- Digital or scanned copies are acceptable
Why it matters: These help track business expenses and support deductions.
4. Payroll Records
- Employee payroll summaries
- Timesheets or attendance logs
- Government contributions (SSS, PhilHealth, Pag-IBIG, BIR)
Why it matters: Your bookkeeper needs these to compute payroll accurately and comply with regulations.
5. Tax Filings and Certificates
- Monthly, quarterly, and annual tax filings
- VAT, Withholding Tax, and Income Tax Returns
- BIR registration and COR (Certificate of Registration)
Why it matters: These are crucial for compliance and audit preparedness.
6. Loan or Financing Documents
- Loan agreements
- Payment schedules
- Interest and amortization records
Why it matters: These affect your liabilities and cash flow projections.
7. Financial Reports
- Profit & Loss Statements
- Balance Sheets
- Cash Flow Statements
Why it matters: These are used to track your business performance and prepare for tax filings.
Optional But Helpful Documents
- Petty cash logs
- Inventory lists
- Contracts or lease agreements
- Official receipts (for purchases or tax compliance)
- Digital accounting files (Xero, QuickBooks, etc.)
Sharing these will make bookkeeping even more accurate and efficient.
What to Send Your Bookkeeper Each Month
To stay on top of your finances, send the following monthly:
- Updated bank and credit card statements
- New sales invoices issued
- Expense receipts (labeled and categorized if possible)
- Payroll summaries and timesheets
- Tax filing receipts
How to Prepare Documents for Your Bookkeeper
Make things easier with these steps:
- Use cloud storage (e.g., Google Drive, Dropbox)
- Label folders by month and category
- Keep digital scans or PDFs
- Avoid mixing personal and business expenses
- Provide summaries when possible
Bookkeeper Document Requirements in the Philippines
If you’re operating locally, consider these:
- BIR Forms (2550M/Q, 1701Q, 1601E, etc.)
- SSS, PhilHealth, Pag-IBIG payment confirmations
- VAT receipts and summary lists
These help meet local government filing and audit standards.
Frequently Asked Questions (FAQ)
- What documents should I provide to my bookkeeper?
Bank statements, receipts, sales invoices, payroll records, tax filings, and financial reports. - How often should I send documents to my bookkeeper?
Ideally, on a monthly basis. Some items, like receipts, can be sent weekly for better tracking. - Do I need to submit receipts and invoices for bookkeeping?
Yes. These are essential to track income and expenses properly. - What financial statements does a bookkeeper need?
Profit & Loss, Balance Sheet, and Cash Flow Statements. - Are bank statements required for bookkeeping?
Absolutely. They help reconcile financial records. - Should I give my bookkeeper access to my accounting software?
Yes, if possible. Read-only access allows for real-time tracking and minimizes back-and-forth. - What tax-related documents do bookkeepers need?
BIR filings, VAT returns, COR, and confirmation of tax payments. - Can I share my bookkeeping documents digitally?
Yes, digital sharing via email or cloud storage is encouraged. - What format should I use to submit documents to my bookkeeper?
PDFs or image files (JPEG, PNG) are standard. Organizing folders by date or category helps. - What happens if I forget to provide a document to my bookkeeper?
It can cause delays or errors. Let your bookkeeper know as soon as possible. - Is it safe to share sensitive financial documents with a bookkeeper?
Yes, if you use secure channels and work with a trusted, professional firm. - Do bookkeepers need payroll records and employee timesheets?
Yes. They need these to ensure correct salary computations and compliance. - Do I need to organize my documents before giving them to my bookkeeper?
Yes, it’s highly recommended. It saves time and reduces errors. - What is the best way to communicate with my bookkeeper about documents?
Use email or shared folders with clear labels and instructions. - How do I keep track of what I’ve sent to my bookkeeper?
Maintain a checklist or shared document that is updated regularly.
Final Thoughts: Clarity = Confidence
Knowing exactly what to give your bookkeeper removes stress and helps your business stay financially healthy. Use this checklist of documents for bookkeeping as your guide, and don’t hesitate to ask your bookkeeper for help tailoring it to your specific business needs. The more prepared you are, the better insights and support they can provide.
Need help with bookkeeping records for a small business in the Philippines? Fill out the form below and stay compliant, organized, and confident year-round.