What Documents Does a Bookkeeper Need to Get Started?

The full checklist

Accounts and access

• An accountant or user invite to your QuickBooks or Xero file
• A list of every business bank account, credit card and line of credit, including ones rarely used
• Card processors, online sales platforms and payment apps that deposit money into the business

Statements

• Bank and credit card statements from the last reconciled month, or from the start of the year
• Loan and line of credit statements showing principal, interest and balance
• Payout reports from processors or marketplaces, if you sell online

Payroll and contractors

• Payroll registers and tax reports from your payroll provider
• A list of contractors and the W-9s you have collected

Customers and vendors

• Invoices customers have not paid yet
• Vendor bills you owe, and any recurring subscriptions

Tax and legal

• Your most recent business tax return and the CPA's contact details
• Formation documents and your EIN confirmation
• For Texas businesses that collect sales tax: your sales tax permit and the filing frequency the Comptroller assigned
• Copies of past Texas franchise tax reports, which are normally due May 15 each year

Assets and debt

• Purchase records for vehicles and major equipment
• Loan agreements and any lease agreements

How far back the documents need to go

That depends on the starting point. A business whose books are current only needs statements from the last month that was reconciled. One that is behind needs every missing month, which is the work of catch-up bookkeeping. A brand-new business needs records only from the day it opened its first account.

When in doubt, send a little more history rather than less. Statements from a month or two before the starting point let the bookkeeper confirm the opening balances are right, and they cost you nothing to download. Your last filed tax return serves the same purpose for the year as a whole: it shows the figures the books need to agree with.

Access without sharing passwords

QuickBooks Online and Xero both support user roles, including an accountant user, so you can give a bookkeeper access without sharing your password. The user list in your settings shows everyone with access, and you can revoke it whenever you like.

Bank access works similarly. Many banks let you download statements yourself and send them through a secure portal, and some offer view-only users. A bookkeeper should never need your banking password or the ability to move money. More on this is in outsourced bookkeeping security and control.

If some documents are missing

This is normal, especially for owners who are behind. Most records can be recovered:

• Banks and card issuers let you download past statements from online banking, or will send them on request.
• Payroll providers keep historical reports in their portals.
• Vendors can resend invoices, and many keep order histories online.
• For lost receipts, the bank record usually shows enough to categorize a transaction. Ask your CPA what documentation they need for larger items.

Start with what you have. A real estate agent who kept every closing statement but no receipts, for example, can still have most of the year rebuilt from bank and card statements while the gaps are filled in.

Starting a brand-new business

A new business has a much shorter list: formation documents, EIN, the new business bank account, any startup costs paid personally before the account opened, and a decision on accounting software. That is a good moment to set up QuickBooks or Xero properly from day one; QuickBooks and Xero setup covers what that involves.

Startup costs paid from a personal card are worth listing carefully, with dates and receipts. They are often recorded as money the owner put into the business, and your CPA will want to see them. A new online store owner who bought inventory, a domain and a laptop before opening the business account is a typical case.

Information only you can give

Documents cover most of what a bookkeeper needs, but a short conversation fills in what paper cannot. Expect questions like these in the first weeks:

• Which accounts are business only, and which ever carry personal spending?
• Who are your regular vendors and contractors, and what does each one supply?
• Do you take cash, and how is it deposited?
• Have you put your own money into the business or taken money out outside of normal pay?
• Are there big purchases, loans or changes coming up?
• How do you prefer to answer questions: email, a shared list, or a quick call?

Clear answers early save a lot of back and forth later, because each one settles how a whole group of transactions gets recorded.

Getting started with SmartGrowth

SmartGrowth Bookkeeping starts with a free call to understand your business and where the books stand. After you receive a clear scope and quote, the team asks for the documents and access that fit your situation and collects them through secure document sharing. The steps are laid out on how it works.