What to Give Your Bookkeeper Every Month
A monthly document checklist for business owners, including bank statements, payroll reports, sales tax filings, receipts, deposits, loans, and owner activity — with specific guidance for landscaping and lawn care companies.
Short answer
Each month, your bookkeeper usually needs bank statements, credit card statements, loan statements, payroll reports, sales tax filings, major receipts, deposit details, new loan or equipment details, owner draws, owner contributions, and notes on unusual transactions.
Checklist
- Bank statements for all accounts.
- Credit card statements for all cards.
- Loan and equipment financing statements.
- Payroll reports from your payroll provider.
- Sales tax filing confirmations.
- Receipts for major purchases over $75.
- Customer deposit details and related job info.
- Notes on any new equipment, vehicles, or financing.
- Owner contribution and owner draw amounts.
- Notes on unusual or one-time transactions.
Common mistakes
- Waiting until year end to send missing documents.
- Sending receipts without explaining what the purchase was for.
- Not telling the bookkeeper about equipment loans or financing.
- Ignoring customer deposits that do not match invoices.
- Sending bank statements but forgetting credit card statements.
Examples for service businesses
- A landscaper should flag equipment purchases, fuel card statements, and large material receipts each month.
- A tree service company should note any large equipment rentals, insurance payouts, or job deposit receipts.
- A lawn care company should send recurring payroll reports and flag any seasonal crew additions.
Supporting documents matter
The IRS says supporting documents can include sales slips, paid bills, invoices, receipts, deposit slips, and canceled checks. Keeping them organized makes monthly bookkeeping and tax prep easier.
The goal is to give your bookkeeper enough context to categorize every transaction correctly the first time — so nothing ends up in 'Ask My Accountant' or miscategorized as a generic expense.
What landscaping companies specifically need to send
Landscaping and lawn care operations have transaction types that require extra context compared to a typical office-based business. A few categories tend to cause the most issues when the handoff is incomplete.
- Fuel card statements (WEX, Fuelman, etc.) — send separately from regular business card statements so the bookkeeper can categorize by crew or vehicle if needed
- Plant and material receipts — especially from nurseries and bulk suppliers, where the same vendor might supply materials for multiple jobs
- Equipment rental invoices — note whether the rental was for a specific job so costs can be assigned correctly
- Customer deposit receipts — include the job name or customer so the deposit can be matched to the right invoice
- Seasonal crew payroll — flag any new employees or subcontractors added during peak season with their classification (W2 vs. 1099)
- Equipment purchase or financing documents — for any trucks, trailers, or equipment bought or financed during the month
How often should you send documents?
Monthly is the standard for business bookkeeping. Sending documents once a month lets your bookkeeper close the books on time and produce accurate reports you can actually use to run the business.
For landscaping companies with high transaction volume — especially during spring and fall — sending documents within the first week of the following month helps avoid a backlog.
Request a Bookkeeping Review
If the monthly handoff feels messy, request a bookkeeping review and we can help create a cleaner process.
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