New Client Document Checklist
Initial Items Needed:
_____ Copy of most recently completed tax return
_____ Access to current accounting software (for instance, add as Accountant user to QBO)
_____ If you do not have access to your current accounting software (for example if your
previous bookkeeper maintained your file in their system), ask for an electronic backup
copy of your file (you are entitled to this data as it is work you have already paid for). If
you cannot obtain a copy of your data file, we will need the following, as we must
completely reconstruct your financial information:
_____ Current year-to-date General Ledger report
_____ Current Trial Balance report
_____ Year-to-date Profit & Loss report
_____ Current Balance Sheet report
_____ Most recent Bank Reconciliation report which includes any outstanding
transactions
_____ Year-to-date Check Register
_____ Current Accounts Receivable detail report (if applicable)
_____ Current Accounts Payable detail report (if applicable)
_____ Most recent Loan Statements
_____ Most recent Credit Card Statements
_____ Year-to-date Payroll Reports (must show details of gross wages, payroll taxes, and
deductions for each employee, as well as copies of all payroll tax reports filed
and payroll tax payments made)
_____ Direct read-only access to business bank account and credit cards (can usually be set up
through your online log in) or alternately, bank and credit card statements year to date
_____ Recurring Automatic Payment Authorization form
_____ If we are processing your payroll, we need for each employee: W4, WT-4, I-9, pay rate,
and deduction details
_____ Contact information for your tax preparer
PO Box 111, Altoona, WI 54720 ontrackbk.com
Ph: 715-514-4547 Fax: 855-829-5768 info@ontrackbk.com
Ongoing Document Collection:
_____ Monthly bank and credit card statements (if read-only access cannot be provided)
_____ A listing of all pre-authorized direct deposits and withdrawals on your bank and credit
card statements
_____ Images of deposit slips w/check copies and invoice number paid if applicable (or similar
documentation showing same details)
_____ Listing of customer payments received by other methods – i.e. credit card, ACH (invoice
#, date, amount, payment method)
_____ List of current outstanding customer invoices (accounts receivable listing)
_____ Images of checks issued (or similar documentation showing same details – such as
check register – with notations identifying expense paid)
_____ Payroll documentation:
If you are processing – all reports detailing gross pay, tax calculations, as well as tax
payments made and reports filed.
If we are processing – timesheets and other supporting documentation (commissions,
deductions, etc) submitted minimum of 2 business day prior to paycheck date for
payments issued by check, or 4 business days prior to paycheck date for direct deposit.
_____ Vendor bills (images/PDFs):
If we are paying vendors, images must include approval signature/initials.
If you are paying, we need details of what was paid (match up to check register
information), and what you have received but have not yet paid if you are accrual basis.
_____ Credit card receipts for purchases w/notations of what was purchased (if not obvious)
_____ If you accept credit card payments, card processor monthly settlement report
_____ Loan statements, including documentation for any new loans (must show principal
amount, interest rate and lender information)
_____ Details on purchase or sale of any capital assets
_____ Details on any owner withdrawals or contributions
*Note that the need for some of these items can be eliminated if we are using QuickBooks
Online and your bank accounts are connected via the bank feed.
PO Box 111, Altoona, WI 54720 ontrackbk.com
Ph: 715-514-4547 Fax: 855-829-5768 info@ontrackbk.com
