Catch-up bookkeeping works best when your bookkeeper can trace each business transaction from its source. Before handing over overdue records, collect statements, receipts, invoices, and any accounting files you already have. You do not need to sort everything perfectly first; clear files and a simple list of missing items are useful starting points. The right records help identify income, expenses, transfers, and outstanding balances, while reducing guesswork during reconciliation.
Bank and credit card statements
Collect statements for every business bank account and credit card covering the period that needs updating. Include all pages, even when a page shows no activity. Download original PDF statements from your financial institution when possible, and name files by account and month so your bookkeeper can follow the timeline.
Include statements for payment processors, business lines of credit, and savings accounts if they handled business activity. If you used a personal account or card for a business purchase, flag those transactions and provide the relevant statement. Avoid sharing online banking passwords; use a secure document-sharing method for files.
Receipts and expense support
Provide receipts for purchases, bills, and other business expenses, especially cash transactions or charges whose purpose is not obvious from the bank description. Digital receipts, scanned paper copies, and clear photographs can all help. Keep the date, vendor, amount, currency, and a short business purpose visible when available.
Match receipts to card or bank transactions if you can, but do not delay sharing records because they are not organized. Add a note for items that may be personal, reimbursed, or shared between business and personal use. Your bookkeeper can review the evidence and ask follow-up questions rather than treating every charge as a business expense.
Sales and supplier invoices
Gather sales invoices, customer statements, credit notes, and records of payments received. These help show what you billed, when income was earned, and whether invoices remain unpaid. Include sales reports from point-of-sale systems or online platforms, along with records of refunds, fees, and taxes collected where applicable.
Provide supplier invoices and bills for the same period, including documents that were paid later or remain outstanding. If an invoice was revised or credited, include the updated version and related credit note. These records help distinguish an expense from a payment and support accurate tracking of accounts payable and receivable.
Existing accounting and tax files
Share access to existing accounting exports or backup files, prior bookkeeping reports, chart of accounts, and any notes about how transactions were categorized. Include payroll summaries, loan statements, asset purchase records, and tax filings relevant to the period. If another bookkeeper handled earlier months, ask for their closing reports and reconciliation details.
Tell your bookkeeper which months are incomplete, whether accounts were reconciled, and what you already know about missing documents. A short list of open questions can save time—for example, an unidentified deposit or a transfer between accounts. Harbour Ledger can help you identify a practical starting point for bringing overdue records up to date.
Start by gathering complete statements, transaction support, invoices, and the accounting files you already have. Organize them by account and month, then flag gaps instead of guessing. A bookkeeper can use that evidence to reconstruct activity and identify what still needs clarification. If you are ready to review your records, contact a catch-up bookkeeping service to discuss next steps.