A first bookkeeping consultation is easier when you can show which records are available, which months are complete and what you need help understanding. You do not need to have every answer before asking for help. Use this checklist to prepare for a conversation with Henriquez Accounting & Tax Services.
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Start your consultation with a business summary
Write down what your business does, the accounting software you use, the period you want reviewed and your main questions. Examples include catching up unfinished months, understanding cash flow or preparing records for a separate tax-planning discussion.
For example, a small service business might need help because customer payments appear in the bank account but the invoice report still shows unpaid balances. Another business may have several months of transactions waiting to be reviewed. Describe the problem in plain language and identify the report or account where you noticed it. You do not need to diagnose the cause before requesting support.
Separate your immediate priorities from longer-term goals. An upcoming conversation with a lender, a question about monthly results and a plan to change accounting software may require different work. Explain which decision comes first. This helps the adviser understand what you need from the records and discuss a realistic scope for the bookkeeping consultation.
Identify the records you already have
- Business bank and credit-card statements for the period being discussed.
- Sales records, invoices, receipts and payment-processor reports, where applicable.
- Current bookkeeping reports or a list of the software and spreadsheets you use.
- Information about unpaid customer invoices and outstanding supplier bills.
- A list of missing documents, accounts or months that still need attention.
The IRS explains that supporting documents help record business transactions. The documents needed depend on the business. Its recordkeeping guidance is a useful starting point.
Keep records organized by account and month. A simple list of available statements is more useful than a single folder containing unrelated files. Include business accounts that were closed during the period and mention any new accounts. If personal and business transactions are mixed together, identify that issue before the review rather than guessing how each transaction should be classified.
For your bookkeeping consultation, note whether sales reports show gross sales, fees, refunds and the net amount deposited. A deposit total may differ from the sales report because fees or refunds were deducted. Bring the relevant reports so those differences can be discussed. If you have employees or contractors, identify the payroll provider and the reports you can obtain; confirm the specific records needed with your adviser.
Check that files cover the full statement period and that every page is included. Name documents consistently so the account and month are easy to identify. If you cannot obtain a record, note the provider and the missing period. Avoid sending multiple versions without explaining which one is current. Keep original documents available in case a transaction needs further review.
A bookkeeping consultation also gives you a chance to explain how money moves through the business. List payment processors, cash sales, financing accounts and transfers between business accounts. Mention whether an owner sometimes pays business expenses personally. These details help frame the questions to review; they do not establish how an item should be recorded or treated for tax purposes.
State the last reconciled month
Tell us the date through which your accounts have been reconciled and reviewed. Downloaded bank transactions alone do not explain every item. Unidentified deposits, transfers, missing receipts or duplicate entries can still need attention.
For example, if your records are reconciled through August, identify September and any available October records separately. A preliminary projection based on incomplete information uses assumptions. Updating the records supports a better-informed discussion; it does not turn a projection into a guaranteed final result.
Make a short list of items you cannot explain. Examples include an unfamiliar bank description, an invoice marked unpaid even though the customer paid, or a transaction that appears in two accounts. Include the date, amount and any supporting document you have. You can leave an item as a question for review instead of making an unsupported correction.
Check whether the reports you plan to discuss use the same date range. A year-to-date profit and loss report and a single-month bank statement describe different periods. Note the report dates and whether the numbers are preliminary. If you are unsure how to download a report, make that a question for the meeting rather than sharing your password.
Agree on consultation next steps
Discuss which records need updating, the period to be covered and the work included in the engagement. Confirm the document-transfer method before sending private records. Do not include account passwords or identification documents in public comments.
At the end of the bookkeeping consultation, confirm who will provide each missing record and which questions require a separate follow-up. Ask how access to your accounting software should be arranged, which reports will be reviewed and how the proposed work will be priced. Keep the agreed period and scope in writing so both sides have the same understanding. Bring your questions about reporting frequency, outstanding balances and the bookkeeping process so you can decide what support fits your business.
Keep a follow-up checklist with the task, the person responsible and the agreed timing. Examples include obtaining a missing statement, identifying a deposit or confirming software access through an appropriate invitation. Review this list before the next conversation so you can see what has been completed and what still needs attention. Retain the list alongside your meeting notes, and explain any change in your priorities or available records when you follow up with the team.
Bookkeeping consultation help in Zephyrhills
Henriquez Accounting & Tax Services is located at 5243 Gall Blvd, Suite 4, Zephyrhills, FL 33542. Service is available in English and Spanish. Review our bookkeeping services or schedule a consultation. For appointment questions, call (813) 321-7999.