1. Prepare the details behind your records
Keep a reference sheet with your business name, any trading name, contact details and the person responsible for bookkeeping queries. Use the same details consistently when identifying your records. If older documents use a different name or address, note that rather than changing the originals.
Next, make an inventory of what you already have: sales records, supplier invoices, expense receipts, payment statements and any existing bookkeeping spreadsheets. Note where each set is stored and which dates it covers. This helps your bookkeeper identify gaps without having to search through several inboxes.
- Create one reference sheet for business details and record locations.
- List missing documents separately so they do not disappear into the setup work.
2. Agree where your starting records begin
Choose a clear starting date with your bookkeeper before entering a large backlog. Starting with a recent period can make the initial task easier to manage, while bringing in older records may provide more context. The trade-off is additional checking and a greater chance of overlapping with work already completed elsewhere.
Do not assume every spreadsheet row or statement entry needs to become a new record. Ask your bookkeeper what should be brought across and how to handle outstanding items or existing totals. Keep older source documents accessible even if they are outside the agreed starting period.
- Write down the agreed starting date and scope.
- Identify records already entered in another system.
- Keep unresolved starting items on a shared query list.
3. Organise income, expenses and supporting evidence
Group source documents so that an unfamiliar person could follow them. For each income or expense item, aim to establish the date, amount, customer or supplier, purpose and supporting document where available. Keep original files intact and use consistent filenames in your document folders.
A sales record, a customer payment and money arriving in an account can describe different stages of the same transaction. Treating each as separate income could create duplication. Similarly, a receipt and the corresponding payment are not automatically two expenses. Ask your bookkeeper how these should be represented, and verify the relevant options in your current NeroBooks account.
- Separate documents awaiting explanation from those ready for entry.
- Flag potential duplicates instead of deleting evidence.
- Record what is missing when a receipt or invoice cannot be found.
4. Decide who enters, checks and resolves queries
Agree responsibilities before the first review. You might gather documents and explain purchases while your bookkeeper checks how records have been organised. Alternatively, your bookkeeper may handle entry from the documents you supply. Doing more yourself can reduce handover work, but only if the approach is consistent and agreed.
Set a review rhythm that fits the volume of activity, and choose a place to keep unanswered questions. For each query, include the document reference, what needs explaining and who will respond. Confirm any access or sharing options available in your current account rather than assuming your bookkeeper can see everything.
- Name an owner for document collection, entry and checking.
- Agree when queries will be reviewed and who will answer them.
- Confirm how records and reports will be shared.
5. Test one small batch before continuing
Hypothetical example: a new gardening business has six customer invoices, four purchase receipts and a payment statement for its first week. The owner gathers these documents but spots that one customer payment appears both in a spreadsheet and on the statement. They flag the overlap and ask their bookkeeper how to represent it, rather than entering both as new income.
Use a similarly manageable batch to test your own workflow. The observable success check is traceability: can you select a recorded item, find its supporting document and explain its amount without searching several places? Review an available report with your bookkeeper and investigate unexplained differences before processing the rest.
- Choose a small batch containing both income and expenses.
- Check each item against its supporting evidence.
- Resolve unclear entries and record the agreed approach for future batches.
GOOD TO KNOW
Common questions
Do I need every old receipt before I start?
Not necessarily. Agree the starting period with your bookkeeper, gather what is available and list missing evidence clearly. Do not invent details to fill gaps.
Should I organise records myself or leave that to my bookkeeper?
Agree the split together. Gathering documents and explaining transactions is useful preparation, even if your bookkeeper handles entry and review. Avoid both people entering the same batch independently.
Can I assume NeroBooks connects to my bank or files returns?
No. Confirm specific capabilities in your current account. Plan your preparation around the records you can access, rather than assuming a bank connection or filing function is available.
What should I do after the test batch?
Ask your bookkeeper to review any queries, confirm the working approach and agree the next batch. Keep the same document naming and checking routine as you continue.