Short answer: To get started, a Los Angeles bookkeeper needs an invite to your accounting file (QuickBooks, Xero and more), a list of every account and card, statements for any months behind, your last filed tax return and payroll reports. After that, most months you answer a short list of questions and send receipts for larger purchases.
To get started
- An invite to your accounting file (QuickBooks, Xero and more), with accountant or advisor access
- A list of every business bank account, card, loan and line of credit
- Bank and card statements for any months that are behind
- Your last filed business tax return, which sets the starting balances
- Loan documents for any loans, so principal and interest can be split
- Access to payment processors: Square, Stripe, Shopify, Toast, PayPal or others
- Your payroll provider's reports, or an invite to the payroll app
- W-9s for contractors you pay, or a list of them
- Your CPA's name and email, if you have one
Every month
If bank feeds are connected, most months need very little from you. What the team cannot see in a feed is the reason behind a transaction, so the monthly list is mostly about that.
- Answers to the short list of questions about unclear transactions
- Receipts for larger purchases and for meals or travel
- A note about anything new: a new account, a loan, a vehicle, equipment, a new partner
- Invoices you sent outside your accounting software
- Statements for any account that does not have a working feed
At year end
- December statements for every account, once they arrive
- Year-end loan statements showing interest paid
- Invoices for equipment, vehicles or other larger assets bought during the year
- Any 1099s you received from customers or platforms
- A heads-up on anything your CPA needs that is not in the books, such as a home office or vehicle mileage
Things you do not need to send
Paper copies of anything that already comes through a bank feed. Every small receipt for a routine purchase that is clearly described on the statement. Your personal bank statements, unless business money moved through a personal account. If it did, say so, because those transactions need to be found and recorded.
If you are switching from another bookkeeper
Ask your previous bookkeeper for an export or for continued access to the file until the handover is done. Ask for their last reconciliation reports for every account, any notes on recurring entries, and a list of anything they left open.
If you cannot reach them, that is common and workable. Your bank statements and the file itself hold most of what is needed. The new team will review the last reconciled month, confirm it against statements and carry on from there. Remove the old bookkeeper's access to your accounting file, payroll and bank once the handover is complete.
How to send it safely
Use the upload tools inside your accounting software, or the secure link the team gives you. Do not email full account numbers, tax ID documents or passwords. You never need to share your own login, because you invite the bookkeeper as their own user.
Questions
What if I cannot find old statements?
Most banks let you download statements going back years from online banking. If not, the bank can send them on request.
Do I need every receipt?
No. Receipts matter most for larger purchases, meals, travel and anything the statement does not describe clearly.
How do I answer questions quickly?
Block a few minutes when the monthly list arrives. One quick pass keeps the close on schedule.
Can I send things by text or email?
For quick answers to questions, yes. For statements, tax documents and anything with account or ID numbers, use the upload tool in your accounting software or the secure link the team provides.