What information does a bookkeeper need from me?
Getting started with a bookkeeper requires gathering some documents and granting access to accounts. The more complete your information upfront, the faster your books get organized and the fewer questions come up later.
For initial setup, your bookkeeper needs your EIN letter from the IRS and any business formation documents like LLC articles or incorporation papers. These establish your business identity and tax structure. If you’ve filed business tax returns in prior years, provide those as well. They show how things were categorized before and help maintain consistency.
Bank and credit card access is essential. Most bookkeepers prefer read-only login credentials or direct bank feeds through accounting software like QuickBooks. This lets them download transactions automatically instead of manually entering from statements. If you’re uncomfortable sharing logins, monthly statements work but add time and cost to the process.
Receipts matter more than most business owners realize. A charge on your bank statement shows you spent $247 at a hardware store but not whether it was materials for a job, office supplies, or equipment. Your bookkeeper needs receipts or context to categorize expenses correctly. Set up a system for saving them digitally as you go, whether through an app or even photos sent to a dedicated email folder.
If you have employees, provide payroll records including pay rates, withholding forms, and reports from your payroll provider. Loan documents for equipment financing or lines of credit help your bookkeeper track principal and interest correctly.
On an ongoing basis, monthly bookkeeping works best when you provide information consistently. That means sharing receipts regularly, flagging unusual transactions, and communicating when something changes like a new credit card or bank account.
Industry-specific items come into play too. Contractors need to share job information so expenses get coded to the right projects. Trucking companies need fuel receipts, IFTA reports, and mileage records. Retail businesses with inventory need regular count sheets.
The goal is giving your bookkeeper enough information to keep your books accurate without you having to think about it constantly. A good bookkeeper near Fayetteville will tell you exactly what they need and set up simple systems for getting it to them. The upfront effort pays off in cleaner books, easier tax prep, and financial statements that actually help you run your business.
Northwest Arkansas's Dedicated Bookkeeping Partner
The Next Step:
A Quick Conversation
Tell us about your business and where you need help. We'll listen, ask a few questions, and give you a clear plan and honest price.
More Questions
What records do I need to keep for a trucking company audit?
Trucking companies face both financial and DOT audits, so you need to keep fuel receipts, IFTA documentation, mileage logs by state, maintenance records, driver files, and standard income and expense documentation. Most records should be retained for at least seven years.
Read answerWhat records should I keep for construction projects?
Keep contracts, change orders, permits, inspection records, material receipts, subcontractor agreements, timesheets, and job photos. Store them digitally by project and retain financial records for at least seven years.
Read answerWhat insurance costs can I deduct as a trucking company?
All insurance premiums you pay to protect your trucking business are deductible. This includes primary liability, cargo, physical damage, bobtail, workers' comp, and general liability coverage. The key is ensuring the insurance is for business purposes and keeping proper documentation.
Read answerHow do I calculate cost per mile for my trucking business?
Divide your total operating costs by total miles driven. The key is capturing all costs correctly, including fixed costs like insurance and payments, variable costs like fuel and maintenance, and driver pay.
Read answerHow do I manage cash flow with delayed payments from clients?
Start by knowing exactly where you stand with aging reports and cash flow timing. Then tighten your collection process, adjust payment terms to prevent future delays, and build a cash buffer for the gaps that will still happen.
Read answerHow do I prepare my construction business for tax season?
Preparing your construction business for tax season means reconciling your books, organizing receipts and job cost records, issuing 1099s to subcontractors, and verifying deductions. Start early to catch errors and give your accountant clean records to work with.
Read answer
