Your bookkeeper can connect some accounts to QuickBooks, but the downloaded activity does not replace every source document. Statements provide a fixed period, ending balance, and account record that supports reconciliation.

1. Bank statements

Provide the complete statement for each covered business checking and savings account. Include accounts with little activity if they remain open. Your bookkeeper uses the statement period and ending balance to complete the reconciliation.

2. Credit-card statements

Send each covered business card statement, including cards that employees or authorized users use. The statement helps identify the closing balance, payments, credits, and transactions that may not have downloaded.

3. Payment-processor and sales reports

Stripe, PayPal, Square, course platforms, and scheduling systems may deposit a net amount after fees or refunds. Your bookkeeper may need the platform report to separate gross sales, fees, refunds, disputes, and the payout that reached the bank.

4. Loan and financing statements

A loan payment can include principal, interest, and fees. Provide statements or lender records that show the breakdown. New financing may also require the signed loan documents and the record of funds received.

5. Receipts, bills, and invoices

Keep records that support business income and expenses. The IRS states that your records must support the income, deductions, and credits reported on a return. Receipts, invoices, canceled checks, account statements, and electronic records can form part of that support.

Your bookkeeper may request a receipt or invoice when the payee does not show the business purpose, the transaction could belong in more than one category, or the purchase may involve equipment or another long-term asset.

6. Payroll and contractor records

Provide payroll summaries and related reports when payroll falls inside the bookkeeping scope. Contractor payments may require vendor information and payment records. Your payroll or tax provider remains responsible for work covered by its own engagement.

7. Owner transactions and transfers

Explain money you contributed to the business, payments you took from it, personal purchases paid by the business, and business purchases paid from a personal account. Label transfers between business accounts so the bookkeeper does not record them as income or expense twice.

8. Answers to monthly questions

Your bookkeeper may send a short list of unclear transactions. Answer with the business purpose, customer or project when relevant, and whether the transaction involved an owner or another account. Fast answers help the bookkeeper finish the month by the agreed close date.

Use a ten-minute collection routine

  1. Download statements after each account closes.
  2. Export payment-platform reports for the same period.
  3. Upload requested receipts and invoices through the secure portal.
  4. Answer open questions in one batch.
  5. Confirm that no new account, loan, card, or payment platform opened during the month.

Black Core defines the request process during monthly bookkeeping onboarding. The goal is a consistent close process with fewer follow-up messages.

Sources

Frequently asked questions

Should I email bank statements to my bookkeeper?

Use the secure document process supplied by your bookkeeper. Black Core instructs prospects not to send statements, tax documents, credentials, or sensitive financial information through ordinary email.

Does my bookkeeper need every receipt?

Your business and tax circumstances determine the records you need. Keep records that support the income, expenses, and other items reported on a tax return, and ask your tax professional about specific substantiation requirements.

How long should I keep business records?

Retention periods depend on the record and its purpose. The IRS recordkeeping guidance and Publication 583 explain federal tax record principles. Ask your tax professional about the periods that apply to your business and state.

Service and information boundary

This article provides general bookkeeping information. It does not provide tax, legal, investment, audit, or financial-planning advice. Black Core confirms service scope through a written engagement agreement.