Bookkeeping Workflow Template





 

        

· Monthly Bookkeeping Check

Workow Template



 

 



The ultimate bookkeeping workflow template

 

 



 

 

Unlock the power of a documented

bookkeeping workow.



        

        















         







http://go.hubdoc.com/efficient-

bookkeeping-workflows



        

          

          







 

 

 

 

      



About Hubdoc

        

       





 





 













Bookkeeping Workflow Template

Checklist Summary Details

Checklist Name Monthly Bookkeeping

Description Monthly bookkeeping process for month end close

Owner Bookkeeper

Expected Duration 1 month

Workflow Status Details Job Role Details

Workflow ID# Workflow status name Job role ID# Job role name

1 Weekly bookkeeping process 1 Bookkeeper

2 Bi-weekly payroll process 2 Accountant

3 Collect & chase 3 Admin

4 Month end close adjustments

5 Create & review reports

6 Share & advise client

Section 1 Weekly bookkeeping process (week 1)

Step # Step Title Owner Duration (hours) Dependent On Step # Due Date

1 Review A/P report Bookkeeper 0.25 start 28 days prior to start date

2 Pay bills that are due Bookkeeper 0.5 1 start 28 days prior to start date

Publish all receipts form receipt app to accounting system

Bookkeeper 0.5 2 start 28 days prior to start date

Reconcile daily deposits from the POS system in the accounting system

Bookkeeper 0.75 3 start 28 days prior to start date

Reconcile deposits from Stripe in the accounting system

Bookkeeper 0.25 4 start 28 days prior to start date

Reconcile open transactions from bank accounts in the accounting system

Bookkeeper 1.25 5 start 28 days prior to start date

Reconcile open tranactions from Paypal in the accounting system

Bookkeeper 0.25 6 start 28 days prior to start date

8 Review uncashed checks Bookkeeper 0.25 7 start 28 days prior to start date

9 Email client with any questions on weekly transactions Bookkeeper 0.25 8 start 28 days prior to start date

Section 2 Weekly bookkeeping process (week 2)

Step # Step Title Owner Duration (hours) Dependent On Step # Due Date

1 Review A/P report Bookkeeper 0.25 start 21 days prior to start date

2 Pay bills that are due Bookkeeper 0.5 1 start 21 days prior to start date

Publish all receipts form receipt app to accounting system

Bookkeeper 0.5 2 start 21 days prior to start date

Reconcile daily deposits from the POS system in the accounting system

Bookkeeper 0.75 3 start 21 days prior to start date

Reconcile deposits from Stripe in the accounting system

Bookkeeper 0.25 4 start 21 days prior to start date

Reconcile open transactions from bank accounts in the accounting system

Bookkeeper 1.25 5 start 21 days prior to start date

Reconcile open tranactions from Paypal in the accounting system

Bookkeeper 0.25 6 start 21 days prior to start date

8 Review uncashed checks Bookkeeper 0.25 7 start 21 days prior to start date

9 Email client with any questions on weekly transactions Bookkeeper 0.25 8 start 21 days prior to start date

10 Update work status to "Bi-weekly payroll process" and @ mention Accountant Bookkeeper 0 9 start 21 days prior to start date

Section 3

Bi-weekly payroll process (1st run)

Step #

Step Title

Owner Duration (hours) Dependent On Step # Due Date

Review hours in time-tracking app

Accountant 0.5 start 17 days prior to start date

2 Receive client approval to run payroll Accountant 0.25 1 start 17 days prior to start date

3 Sync time-tracking app with payroll app Accountant 0 2 start 17 days prior to start date

Run payroll

Accountant 0.25 3 start 17 days prior to start date

5 Update work status to "Weekly bookkeeping process" and @ mention Bookkeeper Accountant 0 4 start 17 days prior to start date

Section 4 Weekly bookkeeping process (week 3)

Step # Step Title Owner Duration (hours) Dependent On Step # Due Date

1 Review A/P report Bookkeeper 0.25 start 14 days prior to start date

2 Pay bills that are due Bookkeeper 0.5 1 start 14 days prior to start date

Publish all receipts form receipt app to accounting system

Bookkeeper 0.5 2 start 14 days prior to start date

Reconcile daily deposits from the POS system in the accounting system

Bookkeeper 0.75 3 start 14 days prior to start date

Reconcile deposits from Stripe in the accounting system

Bookkeeper 0.25 4 start 14 days prior to start date

Reconcile open transactions from bank accounts in the accounting system

Bookkeeper 1.25 5 start 14 days prior to start date

Reconcile open tranactions from Paypal in the accounting system

Bookkeeper 0.25 6 start 14 days prior to start date

8 Review uncashed checks Bookkeeper 0.25 7 start 14 days prior to start date

9 Email client with any questions on weekly transactions Bookkeeper 0.25 8 start 14 days prior to start date

Section 5 Weekly bookkeeping process (week 4)

Step # Step Title Owner Duration (hours) Dependent On Step # Due Date

1 Review A/P report Bookkeeper 0.25 start 7 days prior to start date

Get this template as a spreadsheet: https://docs.google.com/spreadsheets/d/1oejofvs965PnhYD576SKLzuPn4V2RQwg2Zl1hQ9N3nc/edit?usp=sharing

Bookkeeping Workflow Template

2 Pay bills that are due Bookkeeper 0.5 1 start 7 days prior to start date

Publish all receipts form receipt app to accounting system

Bookkeeper 0.5 2 start 7 days prior to start date

Reconcile daily deposits from the POS system in the accounting system

Bookkeeper 0.75 3 start 7 days prior to start date

Reconcile deposits from Stripe in the accounting system

Bookkeeper 0.25 4 start 7 days prior to start date

Reconcile open transactions from bank accounts in the accounting system

Bookkeeper 1.25 5 start 7 days prior to start date

Reconcile open tranactions from Paypal in the accounting system

Bookkeeper 0.25 6 start 7 days prior to start date

8 Review uncashed checks Bookkeeper 0.25 7 start 7 days prior to start date

9 Email client with any questions on weekly transactions Bookkeeper 0.25 8 start 7 days prior to start date

10 Update work status to "Bi-weekly payroll process" and @ mention Accountant Bookkeeper 0 9 start 7 days prior to start date

Section 6

Bi-weekly payroll process (2nd run)

Step #

Step Title

Owner Duration (hours) Dependent On Step # Due Date

Review hours in time-tracking app

Accountant 0.5 4 days after start date

2 Receive client approval to run payroll Accountant 0.25 1 4 days after start date

3 Sync time-tracking app with payroll app Accountant 0 2 4 days after start date

Run payroll

Accountant 0.25 3 4 days after start date

5 Update work status to "Collect & chase" and @ mention Admin Accountant 0 4 4 days after start date

Section 7

Gather monthly documents

Step #

Step Title

Owner Duration (hours) Dependent On Step # Due Date

Collect and upload all bank statements

Admin 0.25 4 days after start date

2 Collect and upload credit card statements Admin 0.25 1 4 days after start date

Collect and upload Paypal statement

Admin 0.25 2 4 days after start date

4 Update work status to "Month end close adjustments" and @ mention Bookkeeper Admin 0 3 4 days after start date

Section 8

Month end close adjustments

Step #

Step Title

Owner Duration (hours) Dependent On Step # Due Date

Follow-up with client on missing information (from Step 1.9, 2.9, 4.9 or 5.9)

Bookkeeper 0.25 4 days after start date

2 Record amortized prepaid expenses Bookkeeper 0.25 1 4 days after start date

3 Record monthly depreciation to fixed assets Bookkeeper 0.25 2 4 days after start date

4 Record accrued expenses Bookkeeper 0.25 3 4 days after start date

Run reconciliation report for each current asset account from the accounting system

Bookkeeper 0.25 4 4 days after start date

Match the reconciliation report numbers with the statement balances

Bookkeeper 0.5 5 4 days after start date

7 Update work status to "Create & review reports" Bookkeeper 0 6 4 days after start date

Section 9

Create reports

Step #

Step Title

Owner Duration (hours) Dependent On Step # Due Date

Create profit & loss report

Bookkeeper 0 5 days after start date

Create balance sheet report

Bookkeeper 0 1 5 days after start date

Create accounts payable report

Bookkeeper 0 2 5 days after start date

Create accounts receiveable report

Bookkeeper 0 3 5 days after start date

Compile financial reports & @ mention Accountant

Bookkeeper 0.25 4 5 days after start date

Section 10

Review reports

Step #

Step Title

Owner Duration (hours) Dependent On Step # Due Date

1 Review financial reports for incorrect balances for account types Accountant 0.25 6 days after start date

Review financial reports against previous periods

Accountant 0.25 1 6 days after start date

If corrections were made, send to bookkeeping to start Section 5 over

Accountant 0.25 2 6 days after start date

4 Update work status to "Share & advise client" and @ mention Admin Accountant 0 3 6 days after start date

Section 11

Share & advise client

Step #

Step Title

Owner Duration (hours) Dependent On Step # Due Date

Upload compiled financial reports to file sharing application

Admin 0 7 days after start date

Email client with link to financial reports

Admin 0.25 1 7 days after start date

Interpret financial data for client meeting

Accountant 0.5 2 7 days after start date

Advisory meeting with client

Accountant 1 3 7 days after start date

Client follow up with summary of client meeting and schedule next month's meeting

Accountant 0.25 4 7 days after start date

Relay any changes to clients process to bookkeeper

Accountant 0.25 5 7 days after start date

7 Update work status to "Completed" and @ mention Partner Accountant 0 6 7 days after start date

Get this template as a spreadsheet: https://docs.google.com/spreadsheets/d/1oejofvs965PnhYD576SKLzuPn4V2RQwg2Zl1hQ9N3nc/edit?usp=sharing