05. Client Workflow & Checklist

Virtual Bookkeeping Workflow

1. Once a week

  • When? On the same day each week – update your QBO bank feed and log in to Hubdoc to check that your account connections are running smoothly.
  • Ensure you use Chrome for your browser and open new tasks using a fresh tab and bookmark.

2. Your beginning of the month tasks & to do’s

  • When? 5th of the month
  • All documents, bank & credit card statements and receipts are in Dext.
    • Meals & Entertainment – both the restaurant receipt AND the payment receipt, side by side with the who & why written on the receipt.
    • NO personal receipts in Hubdoc.
    • Include Petty Cash balance.
    • Mark any receipts paid from Petty Cash as Petty Cash in Hubdoc
  • Sales and invoicing complete.
  • Payments & deposits recorded in QBO or uploaded to Dext.
  • Bills “paid” in QBO.
    • Either we real-world pay your bills, or you do. And either we post your payments, or you do. If this is your responsibility, make sure they are posted as paid (double-check the account they are coming out of!)

3. Your mid-month tasks & to do’s.

  • When? 5 days after the previous month-end
  • You will receive an unknown, uncleared or questionable transaction report via Keeper.
    • Mark up unknown, uncleared or questionable transaction reports.
    • Complete any other tasks via Keeper.

4. Management reports received   

  • When? Between the 10th and 15th of the month.
  • Review Profit and Loss,
  • Review Statement of Cashflow,
  • Review Balance Sheet,
  • Review Accounts Receivable,
  • Review Accounts Payable.
  • If you notice a concern, please send us an email:
    • Include notes of what needs review, discussing or changing.

“The CRA is not your enemy – pay every penny you owe.CV Bookkeeping has your back – pay not a penny more.”

5. Final end-of-cycle tasks & to-dos. 

  • When: Immediately after all previous items are complete, either by you or CV Bookkeeping, depending on the engagement.
  • GST/HST filed. When: By the 25 of the month, either by you or CV Bookkeeping, depending on the engagement.
  • GST/HST paid. When: By the 26 of the month, post-dated to the end of the month is fine.
  • GST/HST filing confirmation and payment receipt uploaded to Hubdoc.
  • Complete Tasks: Confirming GST/HST files and/or paid.

Enjoy your sense of accomplishment in engaging in your bookkeeping!

Maintaining a 5-star, useful set of books is a team effort, and we appreciate you engaging in your role for your bookkeeping.