As the year wraps up, one of the smartest things you can do for your business is to make your bookkeeper’s job easier.

January isn’t just about fresh starts, it’s also the most important month for getting your financials in order. Having the right documents ready by January 31st helps ensure accurate reports, smoother tax preparation, and fewer last-minute stressors.

At Basc Expertise, we’ve seen how a little preparation can save business owners hours (and headaches). Here’s a simple year-end checklist of the five key things your bookkeeper needs by January 31st.

1. All Bank and Credit Card Statements (Full Year)

Your bookkeeper needs complete statements for every business-related account, including:

• Business checking and savings accounts
• Business credit cards
• Personal accounts used for business transactions

These statements allow your bookkeeper to:

• Reconcile accounts accurately
• Catch missing or duplicate transactions
• Ensure your books match your actual cash flow

Tip: Make sure statements cover January through December and not just year-end summaries.

2. Updated Income and Expense Records

Even if you use accounting software, your bookkeeper still needs clarity on:

• Cash payments received or made outside the system
• Transfers between accounts
• Owner contributions and distributions

If you track income and expenses manually or across multiple platforms, sharing a quick breakdown helps prevent misclassification and keeps your reports clean.

Why it matters: Clean records now mean fewer corrections later—and more reliable financial insights.

3. Receipts for Large or Unusual Transactions

Not every coffee receipt is critical, but large, one-time, or unusual expenses should always be documented.

Examples include:

• Equipment or software purchases
• Repairs or renovations
• Travel and professional services

Providing receipts helps your bookkeeper:

• Categorize expenses correctly
• Identify deductible items
• Support records in case of an audit

4. Payroll Reports and Contractor Information

If you paid employees or contractors during the year, your bookkeeper will need:

• Year-end payroll summaries
• Payroll tax reports
• Contractor payment totals

This information is essential for preparing forms such as W-2s and 1099s and ensuring compliance with tax regulations.

Important: Make sure contractor details (legal name, email, and tax forms) are up to date before the deadline.

5. Notes on Any Major Business Changes

Financial numbers don’t always tell the full story. Inform your bookkeeper about any significant changes, such as:

• New products or services
• New bank accounts or credit cards
• Loans, grants, or financing received
• Business address or structure changes

Context helps your bookkeeper interpret the data accurately and prepare reports that truly reflect your business performance.

Why This Checklist Matters

Providing these five items by January 31st allows your bookkeeper to:

• Close your books accurately and on time
• Prepare reliable financial reports
• Coordinate smoothly with your tax professional
• Help you start the new year with confidence

At Basc Expertise, we believe bookkeeping should support smarter decisions—not create stress.

Need Help Getting Your Books Year-End Ready?

If you’re unsure whether your records are complete or want professional support closing out the year, Basc Expertise is here to help.

Reach out to us today and let’s make sure your finances are clear, accurate, and ready for what’s next.

Because a strong year starts with clean books.