What Information Do I Need to Give My Bookkeeper?
Bookkeeping moves faster when the provider receives complete source information and clear explanations for unusual activity.
For most owners, the right answer is not based on one rule. The goal is not perfection for its own sake. The goal is a set of records that can support tax filings, financing requests, and day-to-day decisions without requiring the owner or CPA to rebuild the history later.
Account Access
Provide accountant-level access to accounting software, banks, credit cards, payroll, payment processors, and relevant applications.
This is where expectations often separate a dependable engagement from a frustrating one. Clear responsibilities make it easier to evaluate the work and prevent assumptions on both sides.
Monthly Statements
Even with bank feeds, complete statements are needed for reconciliation.
The details matter because small accounting errors rarely stay isolated. When they are repeated month after month, they can affect the balance sheet, tax reporting, and the owner’s understanding of cash flow.
Debt and Asset Documents
Loan statements, closing documents, equipment invoices, leases, and trade-in paperwork help ensure correct recording.
A useful process should be repeatable. The owner should know what information is required, when the work will be completed, and how unresolved items will be communicated.
Payroll and Tax Reports
Provide payroll registers, tax filings, benefit reports, and notices.
This is also an area where professional judgment matters. Software can organize information, but it cannot always determine the business purpose, tax treatment, or financial significance of a transaction.
Business Context
Tell the bookkeeper about new accounts, owners, locations, employees, financing, and major changes before they appear unexpectedly in the records.
The best arrangement is one that fits the business today and can be adjusted as transaction volume, staffing, and reporting needs change.
Practical Checklist
☐ Bank and credit-card statements
☐ Payroll reports
☐ Loan statements
☐ Merchant-processor reports
☐ Asset and financing documents
Questions Business Owners Commonly Ask
Should I give my bookkeeper my bank password?
Prefer accountant access, read-only access, or institution-supported user permissions rather than sharing the owner’s credentials.
Why are statements needed if bank feeds exist?
Statements provide the independent ending balance and complete activity needed for reconciliation.
The Bottom Line
Good bookkeeping should reduce uncertainty, not merely produce more reports. The right service keeps records current, identifies problems early, and gives the business owner information that can actually be used. When the work is coordinated with a St. Louis business CPA, the same records can also support smoother tax preparation and more meaningful planning.
Looking for help in St. Louis? Hottenrott & Associates provides bookkeeping, QuickBooks cleanup, payroll support, financial reporting, business tax preparation, and year-round planning. A St. Louis small business accountant can help determine the right level of support based on your accounts, transaction volume, payroll, and current recordkeeping.