Month-end document checklist for bookkeepers (copy and use)

Closing the books on time depends on getting the same handful of documents from every client, every month. This checklist covers what to ask for and how to keep the ask consistent.

The core list

Bank statements for every account (even the ones you think are dormant)
Credit card statements
Receipts over your chosen threshold ($75 is common)
Payroll reports
Loan and line-of-credit statements
Sales or revenue reports from POS, Stripe, Square or marketplaces
Any new contracts, large invoices or one-off transactions

Make the list identical every month

Clients respond better to a request that looks the same each time. Send the same checklist on the same day and put the due date in the first line. If something is genuinely optional, say so, so the whole request doesn't stall on one item.

Stop chasing clients for documents by hand.

DocNag sends the secure upload link and the reminders for you. Free plan: 3 active requests, no card, no client accounts.

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Ask for statements, not screenshots

Screenshots of bank apps miss account numbers, dates and balances. Ask for the PDF statement, or request view-only access to the account if the client is comfortable with it. Access covers bank statements but not receipts, invoices, signed letters or tax forms, so you'll still need a way to collect those.

Give clients one place to upload

Email attachments get lost, split across threads and sent to the wrong person. A single link per client, with each item listed, shows them exactly what's missing and shows you the same.

Set the due date before the close, not after

Pick a date a few days before you need to start work, not the day you start. Reminders then land while there's still time to chase a stubborn client without cutting into your own deadline.

Looking for the full close process? See the month-end close checklist with a free Excel template.

Frequently asked questions

What documents do bookkeepers need from clients each month?

Bank statements for every account, credit card statements, receipts over your chosen threshold ($75 is common), payroll reports, loan and line-of-credit statements, sales reports from POS, Stripe, Square or marketplaces, and any new contracts, large invoices or one-off transactions.

Should clients send screenshots or statements?

Ask for the PDF statement. Screenshots of bank apps miss account numbers, dates and balances. View-only account access can cover bank statements, but not receipts, invoices, signed letters or tax forms.

When should the document due date be?

A few days before you need to start work, not the day you start, so reminders land while there is still time to chase a stubborn client.

Why keep the checklist identical every month?

Clients respond better to a request that looks the same each time. Send it on the same day, put the due date in the first line, and mark genuinely optional items so the request does not stall on one item.

Skip the copy-paste

Turn this into a request in two minutes. DocNag sends your client one private upload link, tracks what's missing and sends the reminders for you.

Use the "Month-end close" checklist in DocNag

Free plan, no card needed. Or see a live demo first.

Comparing tools? See the Financial Cents alternative and Content Snare alternative comparisons, or all comparisons.