For our clients

When starting with a new client we need lots of information to get started- 

(some of these may not pertain to your business structure) 

Business Information

• Business Name

• Business Type (LLC, Corporation, Sole Proprietorship, etc.)

• Industry/Field

• Contact Information (phone, email, address)

• EIN (Employer Identification Number)

• State Tax ID (if applicable)

• Ownership Information (names and roles of owners/partners) an answer to this item.

Accounting Details

• Fiscal Year (Calendar Year or Custom)

• Current Accounting Software (e.g., QuickBooks, Xero)

• Login Credentials for Accounting Software (if applicable)

• Chart of Accounts (existing list of accounts, if available)

• Current Financial Statements (Profit & Loss, Balance Sheet, and Trial Balance)

Banking Information

• Bank Name(s)

• Account Numbers

• Online Banking Login Details (if applicable)

• Bank Statements for the Last 3–12 Months

• Credit Card Accounts (details and statements)

• Loans or Lines of Credit (details and statements)

Payroll Information

• Payroll Provider (e.g., Gusto, ADP, Paychex)

• Employee List (names, positions, pay rates, and tax information)

• Payroll Schedules (weekly, bi-weekly, monthly)

• Payroll Tax Filings (recent 941s, 940s, W-2s, etc.)

• Direct Deposit Information (if applicable)

Tax Information

• Recent Tax Returns (business and personal, if applicable)

• Sales Tax ID and Filings (if applicable)

• Estimated Tax Payments (dates and amounts)

• Any Tax Notices Received

Vendor and Customer Information

• Vendor List (names, payment terms, and contact details)

• Customer List (names, invoicing terms, and contact details)

• Outstanding Invoices (A/R) and Bills (A/P)

Operations and Policies

• Bookkeeping Frequency (daily, weekly, monthly)

• Preferred Communication Method (email, phone, etc.)

• Specific Deadlines (e.g., payroll submissions, tax filings)

• Access Permissions (who can authorize payments, approve invoices, etc.)

Documents and Tools

• Contracts/Agreements with Vendors or Customers

• Inventory Records (if applicable)

• Receipts and Expense Records

• POS (Point of Sale) System Information (if applicable)

• Access to File Storage (Dropbox, Google Drive, etc.)

• Insurance Policies (liability, workers’ comp, etc.)

Historical Data

• Previous Bookkeeper Contact Information (if applicable)

• Closing Balances from Previous Year

• Records of Adjusting Journal Entries

• Audit Records (if applicable)

If some of this info is already in your bookkeeping file. Then don't sweat it! You're ahead of the game!

If you've already begun and want to know how to best help us get through that dreaded tax time, here's some things you can get ahead of time if you haven't already.

1. Banking and Financial Records (By January 5th)

• Bank Statements: All monthly statements for the fiscal year.

• Credit Card Statements: All business-related cards.

• Loan or Line of Credit Statements: Showing ending balances and interest paid.

• Reconciliation Reports: If you manage your own reconciliations.

2. Payroll Information (By January 10th)

• Payroll Summary for the Year: Includes wages, taxes, and deductions.

• Year-End Forms: W-2s for employees and 1099-NECs for contractors.

• Quarterly Payroll Tax Filings: Forms 941 and 940, or equivalent state filings.

• Employee Benefits Information: Any employer contributions to retirement plans, health insurance, etc.

3. Tax Documents (By January 15th)

• Sales Tax Reports: Year-end summary of collected and paid sales tax.

• Estimated Tax Payments: Dates and amounts paid during the year.

• Tax Notices: Any IRS or state agency correspondence.

4. Accounts Receivable and Payable (By January 15th)

• Aged Accounts Receivable (A/R) Report: Outstanding customer invoices as of year-end.

• Aged Accounts Payable (A/P) Report: Outstanding vendor bills as of year-end.

• Bad Debts: Identify and write off any uncollectible receivables.

6. Inventory (By January 20th)

• Year-End Inventory Count: Physical count or inventory system report.

• Inventory Valuation: Cost or market value as of December 31.

7. Fixed Assets (By January 20th)

• Asset Purchase Records: New equipment or property acquired during the year.

• Depreciation Schedule: List of assets currently being depreciated.

8. Other Documents (By January 25th)

• Insurance Policies: Certificates and payment records for business insurance.

• Operating Agreements: Any updates to partnership or shareholder agreements.

• Loan Documents: New loans or refinanced debt details.

9. Special Situations (As Needed)

• Grants or COVID-19 Relief Funds: Documentation for PPP loans, EIDL, or other grants.

• Investments: Details of any business-related investment accounts.

Key Dates Recap

Banking and Financial Records January 5th

Payroll Information January 10th

Tax Documents January 15th

A/R and A/P Reports January 15th

Expense and Revenue Records January 15th

Inventory Count and Valuation January 20th

Fixed Asset Updates January 20th

Other Documents January 25th

This is where I decided to add my most asked QuickBooks How to questions?

1. Add an Accountant User

1. Log in to QuickBooks Online.

2. Go to Settings (⚙) > Manage Users.

3. Click Add User.

4. Select Accountant and click Next.

5. Enter your bookkeeper’s email address and click Save.

6. Your bookkeeper will receive an email invitation to access your QuickBooks account.

2. Add a Bank Account

1. Log in to QuickBooks Online.

2. Go to the Banking tab (or Transactions > Banking).

3. Click Link Account.

4. Search for your bank and select it.

5. Enter your bank’s online login credentials and click Continue.

6. Select the bank accounts you want to connect.

7. Choose the correct account type (e.g., checking, savings) and click Next.

3. Add a Credit Card

1. Log in to QuickBooks Online.

2. Go to the Banking tab (or Transactions > Banking).

3. Click Link Account.

4. Search for your credit card provider and select it.

5. Enter your credit card login credentials and click Continue.

6. Select the appropriate credit card account and click Next.

4. Add a Sub Credit Card (for Employee Cards or Additional Users)

1. Log in to QuickBooks Online.

2. Go to Settings (⚙) > Chart of Accounts.

3. Click New to add an account.

4. Select Credit Card as the account type.

5. Name the account (e.g., “Sub Credit Card - Employee Name”).

6. Link it to the main credit card account by choosing it as the Parent Account.

7. Click Save and Close.

5. Add a Customer

1. Log in to QuickBooks Online.

2. Go to the Sales tab > Customers.

3. Click New Customer.

4. Enter the customer’s name, email, phone, and address.

5. Add payment terms if applicable (e.g., Net 30).

6. Click Save.

6. Add a Vendor

1. Log in to QuickBooks Online.

2. Go to the Expenses tab > Vendors.

3. Click New Vendor.

4. Enter the vendor’s name, email, phone, and address.

5. Add additional details like Tax ID or Payment Terms if needed.

6. Click Save.

7. Find Your QuickBooks Receipt Email and What You Can Send to It

1. Locate Your Receipt Email:

• Log in to QuickBooks Online.

• Go to Settings (⚙) > Your Account > Manage Your Receipt Forwarding.

• Your unique receipt forwarding email address (e.g., yourname@qbo.intuit.com) will be displayed.

2. What You Can Send:

• Forward receipts and invoices directly to this email.

• Attach files in supported formats (PDF, JPEG, PNG).

3. How It Works:

• QuickBooks automatically extracts information from the forwarded receipts and adds them to your expenses for review.

• Review and categorize them under Expenses > For Review.

8. Use the QuickBooks Online Mobile App

1. Download the App:

• Download the QuickBooks Online App from the App Store (iOS) or Google Play (Android).

2. Sign In:

• Log in using your QuickBooks Online credentials.

3. Features:

• Capture Receipts:

• Tap the + icon, select Receipt Capture, and take a photo of your receipt.

• Track Mileage:

• Use the mileage tracking feature for business trips.

• Send Invoices:

• Create and send invoices directly from the app.

• Review Transactions:

• Categorize bank transactions and reconcile accounts.

• View Reports:

• Check profit and loss, income, or expense summaries on the go.

Please reach out if you have anymore questions.