Start with a transaction-by-transaction check
For a defined client and period, compare each transaction with the record of its supporting document. Keep the transaction date, amount and reference beside the document status, so the person reviewing the list can see what was checked.
Distinguish a confirmed missing receipt from an unknown status. A missing link in an old export may mean the document was filed elsewhere, so check the source and prepare a targeted question before treating it as absent.
Make uncertain figures visible
Receipt text may provide a date, merchant and amount for a draft entry, but missing or unclear values should remain unresolved. The bookkeeper checks the original before using the fields in the firm's normal process.
For reconciliation, compare a bank export with the relevant records for the same account and period. Show possible matches, unmatched items and duplicates separately. Similar amounts can point to more than one candidate, so a proposed pair is a starting point for review.
Give the client a specific question
A bank line may say only 'card purchase'. A useful draft includes the transaction reference, date and amount and asks what was purchased, instead of guessing a category from the merchant name.
For a new client, use the firm's own service checklist to record which setup steps are complete, open or awaiting a decision. The checklist should reflect the agreed engagement, since two clients may need different information.
Work you can get help with
Illustrative scenario using sample information.
Find transactions without supporting receipts
Compare the transaction list with document statuses for the selected period and prepare a short list of confirmed gaps and unknowns.
- What you provide
- Transaction references, dates and amounts; document status for the same period.
- The useful result
- A transaction-by-transaction list marked 'matched', 'missing' or 'status unknown'.
- When the task is complete
- The bookkeeper has matched the document or recorded an exception for each flagged transaction, including any unanswered client question.
- What still needs checking
- Leave an unrecorded receipt status marked as unknown until someone checks it.
Review receipt details before entry
Prepare a draft of the date, amount and merchant from receipt text you provide for the bookkeeper to check against the original.
- What you provide
- Receipt text supplied for review and the firm's required fields.
- The useful result
- A draft of the requested fields, with unreadable values left unresolved.
- When the task is complete
- A bookkeeper has checked the fields against the source and resolved or flagged any unreadable item.
- What still needs checking
- Do not post the draft to the books or fill an unreadable value by guesswork.
Find uncertain bank matches
Compare a bank statement with the relevant records and separate possible pairs from items that need a closer look.
- What you provide
- Account and period, bank transactions, and the corresponding entries or documents.
- The useful result
- A list of candidate matches, unmatched entries and ambiguous pairs.
- When the task is complete
- Each flagged item has a reviewed match or a recorded unresolved exception for the bookkeeper.
- What still needs checking
- A differing amount or several possible matches needs human review.
Ask what an unclear purchase was for
Use the selected transaction and the firm's approved wording to prepare a specific client question.
- What you provide
- Transaction reference, date and amount, the reason for asking and the approved template.
- The useful result
- A draft client question tied to the selected transaction.
- When the task is complete
- The bookkeeper has received and reviewed a response or recorded that the explanation is still outstanding.
- What still needs checking
- The draft does not classify the expense or establish that the client received it.
Track a new client's setup
Set the agreed service checklist beside the information already received to identify what remains open.
- What you provide
- The service checklist, client-specific steps and their recorded statuses.
- The useful result
- A setup list marked complete, open or requiring a decision.
- When the task is complete
- The person responsible has confirmed each required step or recorded an agreed exception.
- What still needs checking
- An unmarked step has an unknown status until someone checks it.
Questions you may have
Can the assistant decide how to classify an expense?
The example prepares the transaction details and a question. The bookkeeper decides how to handle the expense using the firm's normal review process.
What if the bank amount matches two records?
Keep both as possible matches and check the dates, references and underlying documents. An ambiguous pair should not be treated as reconciled.
Does a missing status mean the client failed to send a receipt?
No. It means the supplied record does not establish the status. Check the current filing record before asking for the document again.
Can I use my firm's bookkeeping records in the demo?
The demo uses sample company data. Ask about access and whether your bookkeeping records can be used for the workflow you want to try.
Sources and further reading
- How to master bank reconciliation for your accounting practice: A client advisory guide
Xero describes bank reconciliation, matching transactions and investigating items that do not match.
- Partner Guide to Using Hubdoc
Xero's Hubdoc guide describes extracting receipt fields and matching documents with bank transactions.
- How to onboard new accounting clients effectively
Xero describes information requests and checklists in client onboarding.
- Do you offer receipt management with you bookkeeping service?
A public bookkeeping discussion includes individual accounts of tracking missing receipts and asking clients for details.
- Getting info from clients
An anonymous practitioner asks how to collect required information from clients.
The demo uses sample company data. Access may need to be arranged.
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