How to use the template
- Start with the nine-item monthly checklist and trim it to the client’s engagement. Copy the agreed rows forward for each period.
- Compare each statement’s covered dates with the expected period. Keep a partial statement open and name the missing range.
- Use {ClientCode}_{YYYY-MM}_{DocType}_{AccountLast4}.pdf for file matching. Reminders name only missing items and pause when the client replies.
Download the workbook for all tabs, or use the CSV for a single table. To use Google Sheets, upload the Excel file or import the CSV. Delete the example rows and the final NOTE row in each CSV before adding your own records. Store files in your firm’s approved system and link to them; keep passwords, identity numbers and document contents out of the tracker.
Tracker
Tracker| Client | Period | Item | Status | Covers | Missing | Received on | Checked by | Last reminder | Notes |
|---|
| EXAMPLE ACME | 2026-10 | Bank statement, account ending 4521 | Partly received | 1 to 15 October | 16 to 31 October | 3 Nov | — | 5 Nov | ACME_2026-10_BankStatement_4521.pdf |
| EXAMPLE ACME | 2026-10 | Bank statement, account ending 7730 | Requested | — | Full month | — | — | 5 Nov | — |
| EXAMPLE ACME | 2026-10 | Receipts for October card spend | Partly received | 14 receipts | Remaining receipts (client note: rest to follow) | 3 Nov | — | — | — |
| EXAMPLE ACME | 2026-10 | Payroll summary | Not applicable | — | — | — | — | — | Payroll run by our firm |
Monthly checklist
Monthly checklist| Item | One row per | Notes |
|---|
| Bank statement for the full month | Bank account | Needed even if a bank feed is connected, if your process checks closing balances against the statement |
| Credit card statement | Card | Business cards and any personal card used for business |
| Loan or finance statement | Loan or agreement | — |
| Sales or payment processor report | Processor (card terminal, online payments, marketplace) | — |
| Invoices issued | Client | Only if they aren't already in the accounting software |
| Bills and receipts | Client | Or a note saying they're already uploaded to a receipt app |
| Payroll summary | Pay run | If payroll is run outside your firm |
| Letters from the tax office | Client | Anything received that month |
| Unusual items | Client | New accounts, large purchases, loans, money moved between the owner and the business |
New client tracker
New client tracker| Item | Why we need it | Owner | Status |
|---|
| Signed engagement letter | Agrees the scope before work starts | Partner | — |
| Identity checks your firm's rules require | Your own client acceptance process | Admin | — |
| Last year's accounts and returns | Opening position and history | Client | — |
| Invitation to their accounting software | So you work in their file with your own login | Client | — |
| List of every bank account and card | So the monthly list is complete | Client | — |
| Bank feed connection or statement access | Monthly bank records | Client | — |
| Payroll provider and contact | If payroll is run elsewhere | Client | — |
| Who sends documents each month | One named person and their email | Client | — |
File naming and matching
File naming and matching| # | Rule |
|---|
| 1 | Name every file the same way: {ClientCode}_{YYYY-MM}_{DocType}_{AccountLast4}.pdf, e.g. ACME_2026-10_BankStatement_4521.pdf |
| 2 | Match the client by sender email or upload link first. If one person sends for more than one client, don't guess. Send it to the review queue. |
| 3 | Take the period from the dates printed on the document, not the day it arrived. |
| 4 | If a file covers two periods, file it under both or split it. Note it in both rows. |
| 5 | If you can't tell the client, the period or the account, it goes to the review queue with a one-line note. A person decides. |
Follow up on the missing range
Hi [Name], thanks for the statement for account ending [last four digits]. It covers [dates received]. We still need [missing dates] for [period]. Please upload it to [secure link], or reply if it is not available.
[Name]
Check the latest reply and arrivals before sending. Pause when the client replies, and ask the reviewer to confirm what remains.
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