5 Monthly Accounting Documents to Submit to Your Accounting Firm at Month-End

Accurate, up-to-date financial records are not just a regulatory requirement—they’re a tool for better business decisions, smoother operations, and long-term financial health. Whether you’re running a small business or managing a growing enterprise, keeping your accountant informed with complete and well-organized documentation every month is essential.

To help simplify your monthly reporting process, Ravenwing has outlined the 5 key types of monthly accounting documents to submit to your accounting firm. This guide explains what each document is, why it matters, and what to include—so you can stay compliant, save time, and gain clearer insight into your financials.

1. Income – Sales Documents

These documents provide a record of all revenue your business has earned within the month. We use them to verify the accuracy of reported income, match revenue with corresponding bank deposits, and determine tax obligations.

What to include:

• Receipts / Tax Invoices:

Issued to customers when payment is received. These should show the date, amount, description of goods or services, and tax details (such as VAT, if applicable). This is often the primary document for proving a sale occurred.

• Invoices / Delivery Notes / Tax Invoices:

Used when payment has not yet been received. These outline the value and nature of what was sold and serve as supporting documentation for accounts receivable.

• Proof of Payment / Transfer Slips:

Bank-generated records or payment confirmation screenshots that show the customer has paid. They help match payments to the corresponding invoices.

• Income Summary Report:

A monthly summary of all sales, ideally broken down by product or service category, sales channel, or client. This consolidated view allows us to cross-reference transactions with bank statements and general ledger entries.

2. Expense Documents

Tracking expenses ensures your profit calculations are accurate and that you can claim valid tax deductions. Each expense should be backed by clear documentation showing what was paid, why, and how.

What to include:

• Receipts / Tax Invoices:

Supporting all business purchases—from office supplies and subscriptions to meals and travel. The clearer and more detailed, the easier it is to classify correctly.

• Goods Received Notes / Invoices / Tax Invoices:

These confirm delivery and receipt of purchased goods or services, providing backup for matching inventory or service fulfillment.

• Withholding Tax Certificates (if applicable):

Required when paying certain contractors or professionals. These show that the correct taxes were withheld and submitted. Include a copy of the recipient’s ID if required.

• Payment Vouchers:

Internal documents showing who approved the expense and why. Particularly useful in organizations with multiple departments or layers of approval.

• Transfer Slips / Proof of Payment:

Confirmation that payments were made—especially for digital payments or transfers without traditional receipts.

• Petty Cash Report:

A detailed record of small or miscellaneous expenses. Include receipts, purpose of each item, and current petty cash balance.

3. Bank Statements

Your bank statements offer a complete picture of business cash flow. They allow us to reconcile your income and expenses and ensure every transaction is recorded accurately.

What to include:

• Monthly statements for each business account

  • All deposits (e.g., payments, loans, internal transfers)

  • All withdrawals (e.g., expenses, payroll, bank charges)

  • Transfers between accounts

  • Statements should show both opening and closing balances

4. Payroll Report

If you have employees, payroll is one of your biggest monthly obligations. Accurate payroll data helps ensure proper reporting to tax authorities and keeps your books in order.

What to include:

• Gross Salaries: Total compensation before deductions

• Work Hours / Timesheets: For variable or hourly workers

• Bonuses / Incentives: Any additional pay issued

• Overtime Payments: Clearly itemized if applicable

• Benefits or Allowances: Include details of any housing, transport, or meal stipends

All of this ensures payroll costs are reported correctly, and contributions to tax and social security are properly calculated.

5. Social Security Contributions Report

These reports are required in most jurisdictions and help ensure you're meeting legal obligations around employee benefits and government filings.

What to include:

• Monthly contribution breakdown for employer and employees

• Proof of submission to the relevant authority

• Payment confirmations or transaction receipts

While this may seem like a lot, building a habit of submitting these documents each month ultimately saves time and reduces risk. It ensures we have the information we need to keep your records accurate, flag potential issues early, and offer informed, proactive guidance.

If you’re ever unsure about what to include, send it through! Our Ravenwing consultants will review the materials and help you refine your documentation process over time. Accurate reporting starts with consistency, and we’re here to support you every step of the way.

Disclaimer: Informational Article, Not Legal Advice