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Money out: expenses and P&L4 min read

The monthly accountant pack: what to hand over and in which format

Your accountant does not want your platform; they want the same eight things every month in the same shape. The pack is those eight things, generated after the month is closed, in the format they already use.

By the end of this pageYou will know what the pack contains, how to run month close, and how to deliver it as files or straight into the accountant's spreadsheet.
On this pageWhat's in itAgree the shape once
Eight things, one ZIPAnimated
Income registerevery payment · OR serial· gross/withheld/netExpense registerevery expense · category ·unit · receipt imageP&Lper unit and total · basislabelledDeposits heldliabilities, not incomePetty cashopening · spend · top-ups· closing · adjustmentsStockconsumption at cost ·closing valueCategory mappingsix categories → chart ofaccountsReceipts folderimages named by expense idOne ZIP: CSV + XLSX + PDF, same numbers in each · or pushed into the accountant's own Google Sheet tabsgenerated from Money › Month close, after the checklist is greenThe same eight things every month, in the same order, with the same columns. That is what makes an accountant fast.
  1. Clear the Inbox. Unfiled receipts and unallocated payments mean the month is not yet true.
  2. The checklist. Money › Month close: Inbox empty · petty cash counted · stock counted · ORs issued · drafts sent or deleted · overdue reviewed. Each line links to where it is fixed. Green when done.
  3. Close. The month is locked against edits (reopen is possible, with a reason, logged). Closed months are what the pack is generated from, so the accountant never gets numbers that move afterwards.
  4. Generate. One ZIP: CSV for import, XLSX for reading, PDF for filing — identical numbers. The basis (cash or accrual, or both) is stamped on every sheet.
  5. Deliver. Download and send, or — if you connected their Google Sheet once in Settings — Push to sheet writes the registers into the tabs they named, appending the month.

What's in it

Income register — payment date, client, unit, invoice, gross, withheld, net, method, reference, OR serial. Expense register — date, supplier, description, category, unit or general, amount, VAT if captured, receipt file name, paid from. P&L — per unit and total. Deposits held — movements and closing balance. Petty cash — statement per float. Stock — consumption at cost and closing value. Category mapping — your six categories against the chart-of-accounts lines the accountant chose, editable by them. Receipts — a folder of images named by expense id.

Agree the shape once

Send the first pack and ask three questions: which columns do you not need, which are missing, cash or accrual. Set the answers in Settings › Accountant. After that the pack is the same every month, which is the whole value of it.

The platform feeds the books; it is not the books. Your accountant keeps the ledger, files the returns and decides what is deductible. The pack is the evidence, organised. If they want to keep their own Google Sheet as the book of record, the push keeps it fed without retyping.

Related

Money out · 3 minCash vs accrualRead the article →Money out · 3 minPetty cashRead the article →Money in · 4 minOfficial receipts and BIRRead the article →
Common-area expenses and how dues cover themMonth close: the checklist that turns a month into a record
←  Cash vs accrualMonth close  →

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