Agree the period and who owns the handover
Before exporting anything, ask your bookkeeper which dates they need and whether this handover should follow directly from the previous one. Write down the start and end dates explicitly. A request for “last month” can become ambiguous if someone prepares the file several weeks later.
Choose one person to prepare the pack and one person to answer queries. In a small business, that may be you for both roles. If a colleague is covering, leave a short instruction explaining where supporting documents are stored, how files should be named and who can confirm unfamiliar transactions.
- Confirm the requested start date, end date and deadline.
- Check the previous handover for accidental gaps or overlap.
- Agree a secure delivery method with your bookkeeper.
Export the statement and preserve the source
NeroBusiness is a business account within NeroPay, with activity views and CSV statements. Export the available statement for your agreed period, then check that the file opens and covers the dates you intended. Avoid relying on a screenshot of the current balance: it does not provide the same transaction detail as a statement.
Save the original CSV unchanged. If you need to sort entries or add working notes, use a separate copy or notes file. This preserves a clear source for your bookkeeper and reduces confusion if spreadsheet software changes date formatting or removes leading zeroes from references.
- Use a clear filename, such as NeroBusiness_2026-04-01_to_2026-04-30.csv.
- Check the date coverage and that the exported contents are readable.
- Keep notes and edited working copies clearly separate from the original.
Connect entries to evidence, not assumptions
Gather the invoices, receipts and other documents that explain the activity. Use details actually present in the export to identify each entry, such as its date, amount and reference where available. A saved payee name or familiar amount can be a helpful clue, but it is not a substitute for checking the supporting document.
Keep explanations factual. For example, write “supplier invoice INV-214 attached” rather than deciding how an item should be treated in the accounts. If a payment has no matching document, say so. Your bookkeeper can advise what further information they need; you do not need to resolve every question before sending the pack.
- Give each supporting document a recognisable filename.
- Create a short reference list linking documents to statement entries.
- Record missing evidence and the person responsible for finding it.
Flag pending funds and unexplained movements clearly
Available and pending balances are different. Do not present pending funds as though they were already available, or assume a balance shown today describes the position at your handover cut-off. If a pending amount matters to your explanation, record when you observed it and keep that note separate from the exported statement.
NeroBusiness also supports moving available payment funds and outbound transfers. Where an entry relates to a movement between your own business accounts, describe the movement and provide supporting information if available. Do not assume your bookkeeper can identify both sides from this statement alone. NeroBusiness setup is separate from the payment account, so clarify which account records the pack contains.
- List unfamiliar entries with their identifying details and your question.
- Explain known transfers without treating them as a new customer payment.
- Keep unresolved items visible rather than deleting or relabelling them.
Example: hand over a month with two open questions
Hypothetical example: a small repair business prepares its April handover. The owner saves the original CSV, gathers customer invoice references and attaches supplier documents. One incoming transfer has an unfamiliar reference, while a supplier payment is missing its invoice. The owner lists both as open questions rather than guessing what they relate to.
The handover note states the period covered, names the files and assigns the owner to investigate the incoming transfer and a colleague to obtain the supplier invoice. The observable success check is simple: the bookkeeper can open the statement, locate the referenced documents and identify both unresolved items without asking which files to use.
- Send the original CSV, supporting documents and a concise query list together.
- Ask the bookkeeper to confirm receipt and flag missing information.
- Keep follow-up answers alongside the original handover.
GOOD TO KNOW
Common questions
Should I edit the CSV before sending it?
Keep the original unchanged. Put explanations in a separate file, or clearly label an annotated working copy. Agree any preferred format with your bookkeeper.
What if I cannot explain a transaction?
Include it in the handover and flag it clearly. Provide the identifying details available and explain what you have checked, without guessing its purpose.
Is a balance screenshot enough?
Use the CSV statement for the requested period. A screenshot may provide context, but it should not replace the transaction record your bookkeeper needs.
Does NeroBusiness replace my bookkeeper’s judgement?
No. The statement provides account activity. Ask your bookkeeper how they want supporting evidence presented and how unresolved items should be handled.