Hubdoc | Bookkeeping Workflow Template
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Monthly Bookkeeping Checklist
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Description: Monthly bookkeeping process for month end close
Job Role Details
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Owner: Bookkeeper
Job role ID#Job role name
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Expected Duration: 1 month
1Bookkeeper
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2Accountant
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3Admin
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Workflow Status Details
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ID#Workflow status name
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1Weekly bookkeeping process
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2Bi-weekly payroll process
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3Collect & chase
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4Month end close adjustments
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5Create & review reports
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6Share & advise client
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Section 1 - Weekly bookkeeping process (week 1)
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Step #Step TitleOwner
Duration (hrs)
Start
Dependent on previous task?
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1Review A/P reportBookkeeper0.2528 days to closeN/A
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2Pay bills that are dueBookkeeper0.528 days to closeYES
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3Publish all receipts from receipt app to accounting systemBookkeeper0.528 days to closeYES
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4Reconcile daily deposits from the POS system in the accounting systemBookkeeper0.7528 days to closeYES
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5Reconcile deposits from Stripe in the accounting systemBookkeeper0.2528 days to closeYES
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6Reconcile open transactions from bank accounts in the accounting systemBookkeeper1.2528 days to closeYES
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7Reconcile open transactions from Paypal in the accounting systemBookkeeper0.2528 days to closeYES
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8Review uncashed checksBookkeeper0.2528 days to closeYES
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9Email client with any questions on weekly transactionsBookkeeper0.2528 days to closeYES
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Section 2 - Weekly bookkeeping process (week 2)
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Step #Step TitleOwner
Duration (hrs)
Start
Dependent on previous task?
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1Review A/P reportBookkeeper0.2521 days to closeN/A
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2Pay bills that are dueBookkeeper0.521 days to closeYES
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3Publish all receipts form receipt app to accounting systemBookkeeper0.521 days to closeYES
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4Reconcile daily deposits from the POS system in the accounting systemBookkeeper0.7521 days to closeYES
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5Reconcile deposits from Stripe in the accounting systemBookkeeper0.2521 days to closeYES
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6Reconcile open transactions from bank accounts in the accounting systemBookkeeper1.2521 days to closeYES
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7Reconcile open tranactions from Paypal in the accounting systemBookkeeper0.2521 days to closeYES
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8Review uncashed checksBookkeeper0.2521 days to closeYES
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9Email client with any questions on weekly transactionsBookkeeper0.2521 days to closeYES
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10Update work status to "Bi-weekly payroll process" and @ mention AccountantBookkeeper021 days to closeYES
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Section 3 - Bi-weekly payroll process (1st run)
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Step #Step TitleOwner
Duration (hrs)
Start
Dependent on previous task?
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1Review hours in time-tracking appAccountant0.517 days to closeN/A
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2Receive client approval to run payrollAccountant0.2517 days to closeYES
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3Sync time-tracking app with payroll appAccountant017 days to closeYES
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4Run payrollAccountant0.2517 days to closeYES
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Update work status to "Weekly bookkeeping process" and @ mention Bookkeeper
Accountant017 days to closeYES
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Section 4 - Weekly bookkeeping process (week 3)
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Step #Step TitleOwner
Duration (hrs)
Start
Dependent on previous task?
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1Review A/P reportBookkeeper0.2514 days to closeN/A
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2Pay bills that are dueBookkeeper0.514 days to closeYES
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3Publish all receipts form receipt app to accounting systemBookkeeper0.514 days to closeYES
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4Reconcile daily deposits from the POS system in the accounting systemBookkeeper0.7514 days to closeYES
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5Reconcile deposits from Stripe in the accounting systemBookkeeper0.2514 days to closeYES
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6Reconcile open transactions from bank accounts in the accounting systemBookkeeper1.2514 days to closeYES
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7Reconcile open tranactions from Paypal in the accounting systemBookkeeper0.2514 days to closeYES
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8Review uncashed checksBookkeeper0.2514 days to closeYES
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9Email client with any questions on weekly transactionsBookkeeper0.2514 days to closeYES
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Section 5 - Weekly bookkeeping process (week 4)
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Step #Step TitleOwner
Duration (hrs)
Start
Dependent on previous task?
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1Review A/P reportBookkeeper0.257 days to closeN/A
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2Pay bills that are dueBookkeeper0.57 days to closeYES
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3Publish all receipts form receipt app to accounting systemBookkeeper0.57 days to closeYES
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4Reconcile daily deposits from the POS system in the accounting systemBookkeeper0.757 days to closeYES
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5Reconcile deposits from Stripe in the accounting systemBookkeeper0.257 days to closeYES
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6Reconcile open transactions from bank accounts in the accounting systemBookkeeper1.257 days to closeYES
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7Reconcile open tranactions from Paypal in the accounting systemBookkeeper0.257 days to closeYES
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8Review uncashed checksBookkeeper0.257 days to closeYES
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9Email client with any questions on weekly transactionsBookkeeper0.257 days to closeYES
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10Update work status to "Bi-weekly payroll process" and @ mention AccountantBookkeeper07 days to closeYES
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Section 6 - Bi-weekly payroll process (2nd run)
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Step #Step TitleOwner
Duration (hrs)
Start
Dependent on previous task?
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1Review hours in time-tracking appAccountant0.54 days after closeN/A
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2Receive client approval to run payrollAccountant0.254 days after closeYES
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3Sync time-tracking app with payroll appAccountant04 days after closeYES
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4Run payrollAccountant0.254 days after closeYES
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5Update work status to "Collect & chase" and @ mention AdminAccountant04 days after closeYES
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3Gather monthly documents
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Step #Step TitleOwner
Duration (hours)
Start
Dependent on previous task?
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1Collect and upload all bank statementsAdmin0.254 days after closeN/A
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2Collect and upload credit card statementsAdmin0.254 days after closeYES
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3Collect and upload Paypal statementAdmin0.254 days after closeYES
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Update work status to "Month end close adjustments" and @ mention Bookkeeper
Admin04 days after closeYES
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4Month end close adjustments
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Step #Step TitleOwner
Duration (hours)
Start
Dependent on previous task?
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1Follow-up with client on missing information (from Step 1.9, 2.9, 4.9 or 5.9)Bookkeeper0.254 days after close
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2Record amortized prepaid expensesBookkeeper0.254 days after closeYES
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3Record monthly depreciation to fixed assetsBookkeeper0.254 days after closeYES
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4Record accrued expensesBookkeeper0.254 days after closeYES
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5
Run reconciliation report for each current asset account from the accounting system
Bookkeeper0.254 days after closeYES
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6Match the reconciliation report numbers with the statement balancesBookkeeper0.54 days after closeYES
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7Update work status to "Create & review reports"Bookkeeper04 days after closeYES
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