Good bookkeeping is a two-way effort. A bookkeeping firm can only work with what you send it, so the accounts you get back are only as good as the records you hand over each month. The best bookkeeping firm singapore still depends on a tidy month-end handover from you. When everything arrives complete and in order, the accounts come back accurate and on time. When it arrives as a pile of loose receipts, the work slows down, and mistakes are easier to make.
Bank and Card Statements
Start with the record of money coming in and going out. Send the statements for every business bank account and card for the month, and try not to leave any out. You can download them as PDFs from your online banking, which is usually the easiest way. The bookkeeper checks these against your invoices and expenses, so a missing account means part of the picture is missing. If you take payments through something like PayNow or a card reader, include those records too.
Sales Records
Next, send what you billed and what you were paid during the month. That means the sales invoices you issued and any receipts for payments you took. If you sell through a shop or an online store, a sales summary from the till or the platform works well. It is also useful to flag any invoices you have written off or do not expect to be paid.
Purchases and Expenses
Then send the money going out. This covers supplier invoices, bills, and receipts for anything the business bought, including small cash purchases. Photograph paper receipts before they fade, since a faded thermal receipt can be hard to accept later. A quick note on anything unusual, such as a large one-off payment, saves your bookkeeper from having to ask.
Payroll and Other Regular Items
If your bookkeeper does not handle your payroll, send the payroll summary for the month, including salaries and CPF. Let them know if any staff joined or left. Include statements for any loans or financing too, since these affect the accounts. Anything that repeats each month is easy to forget once and awkward to piece back together later.
Send It Digitally and on Time
How you send the records is as important as what you send. Clear scans or photos, named by date and type, are easier to work with than a folder of paper. Many businesses in Singapore keep their books in cloud software, so the handover can be as simple as giving your bookkeeper access. Koh Management works with Xero and QuickBooks, which lets clients share their records as they go and keeps the month-end lighter.
A Simple Month-End Routine
The easiest way to stay on top of this is to pick a fixed day each month to gather everything and send it over. The sooner your bookkeeper has the records, the sooner you get accounts you can actually use. A short, regular handover also spreads the work out, instead of leaving a whole year to sort through at once.
