A practical checklist for catching up overdue bookkeeping

01Find the last checked period

Look for the last month your accountant or bookkeeper confirmed was complete. A recent bank-feed entry does not mean earlier months were checked. Note any system change, provider handover or opening balance you are unsure about.

Tell your adviser about returns already lodged for the affected periods. Avoid changing historical figures simply to make the file balance; first agree which records need review and who will handle any correction.

• Last month confirmed as complete and the supporting report.
• Accounting software, subscription owner and available user access.
• Dates of any software or bookkeeping-provider changes.
• Upcoming deadlines and the adviser responsible for them.

02List every account used by the business

Make one list of the bank accounts, credit cards and payment platforms used during the overdue period. Include accounts that have since closed. The list helps the person reviewing your books see whether a missing month belongs to a missing account.

Collect statements covering the agreed dates. For card and online sales, keep settlement reports that explain the amount reaching the bank. A settlement can include fees, refunds or sales from an earlier day, so the deposit alone may not give the full picture.

• Bank and card statements for each account and period.
• Merchant, online-sales or delivery-platform settlement reports.
• A note of transfers between your own accounts.
• Details of any business transactions paid personally, for adviser review.

03Gather invoices, bills and payment records

Keep sales invoices, supplier bills, receipts and any available customer or supplier statements together. A simple folder for each month is a useful starting point. Keep the original information available and mark what is missing instead of creating a replacement from memory.

For a missing document, check the supplier portal or request a copy from the supplier. Keep the request on your open-items list. Your registered adviser can explain how a missing record affects tax work; the bookkeeping file should not hide that uncertainty.

• Sales invoices, credit notes and records of customer payments.
• Supplier invoices, receipts, refunds and statements.
• Approved payroll summaries and payment records, where relevant.
• Loan statements and documents for larger asset purchases.

04Keep one list of unanswered questions

Use a short list with the date, amount, question and person who can answer it. Group questions so you can respond in one sitting. Distinguish a missing receipt from a disputed invoice, an incorrect entry or an amount waiting for your accountant’s decision.

Ask for the catch-up scope to name the accounts, periods and reports included. Agree what happens if more work is found. The completion date depends on the records available as well as the amount of work.

05Agree the handover and the next routine

At the end, ask which months are reconciled, which questions remain open and what has been passed to your registered adviser. Check that you still have access to your business records. Set a simple routine for collecting documents and reviewing the next month.

Share records through the secure method agreed with your adviser. Do not put passwords, staff tax file numbers or bank-login details into a public website form. You can ask srwn for a free first review using only a general description of the backlog.

Sources and further reading

• business.gov.au — Record keeping
• Tax Practitioners Board — BAS services

This guide is general information. Your records and arrangements need their own review. Registered partners or your existing tax agent provide BAS and tax services.