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Templates / Bookkeepers

Every receipt and statement a bookkeeper chases, asked for once.

Bookkeepers spend the first week of every month waiting for statements, receipts and answers. Docsroom asks each customer once, gives them their own link and chases whoever has not replied.

8 templates79 requestsWritten for bookkeepers

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Eight templates for bookkeepers

Open a template to see every request in the order it is asked, and watch it written in and answered.

New customer starter checklistfor new customers · before we take on your books12 requests12 requests
New customer starter checklistBrooks Bakery · new customer9 of 12 back
  • About you and the business
  • FormBusiness details8 questionsAssigned to KBKelly Brooks, ownerFrom Jennyin 2 daysComplete
  • UploadPhoto IDpassport or licenceAssigned to KBKelly Brooks, ownerFrom Jennyin 2 daysComplete
  • UploadProof of addresslast three monthsAssigned to KBKelly Brooks, ownerFrom Jennyin 3 days1 file sent
  • Your books today
  • DecisionAccounting softwareXero, QuickBooks or noneAssigned to KBKelly Brooks, ownerFrom Jennyin 3 daysReady to check
  • TableBank and card accountsbank, type, whose nameAssigned to KBKelly Brooks, ownerFrom Jennyin 3 daysComplete
  • UploadBank statementslast three monthsAssigned to KBKelly Brooks, ownerFrom Jennyin 4 daysAwaiting reply
  • UploadLast accounts or tax returnif you have oneAssigned to KBKelly Brooks, ownerFrom Jennyin 4 daysReminder sent
  • UploadLast VAT returnif you are VAT registeredAssigned to KBKelly Brooks, ownerFrom Jennyin 4 daysComplete
  • QuestionYour accountantname and emailAssigned to KBKelly Brooks, ownerFrom Jennyin 4 daysReady to check
  • Working together
  • ApprovalBookkeeping termsread and approveAssigned to KBKelly Brooks, ownerFrom Jennyin 5 daysReady to check
  • DecisionRecords due by5th, 10th or 15thAssigned to KBKelly Brooks, ownerFrom Jennyin 5 daysComplete
  • DecisionHow you send receiptsphoto, email or postAssigned to KBKelly Brooks, ownerFrom Jennyin 6 daysAwaiting reply
Staff starter checklistfor new bookkeepers · before their first day12 requests12 requests
Staff starter checklistMegan Foster · bookkeeper9 of 12 back
  • Right to work
  • QuestionRight to work share codenine charactersAssigned to MFMegan Foster, bookkeeperFrom Jennyin 3 daysComplete
  • UploadPhoto IDpassport or licenceAssigned to MFMegan Foster, bookkeeperFrom Jennyin 3 daysComplete
  • Pay and contract
  • FormBank and tax details6 questionsAssigned to MFMegan Foster, bookkeeperFrom Jennyin 4 daysReady to check
  • QuestionNational Insurance numberone lineAssigned to MFMegan Foster, bookkeeperFrom Jennyin 4 daysReady to check
  • UploadP45 from your last jobor tell us if noneAssigned to MFMegan Foster, bookkeeperFrom Jennyin 5 daysComplete
  • ApprovalEmployment contractread and approveAssigned to MFMegan Foster, bookkeeperFrom Jennyin 5 daysAwaiting reply
  • ApprovalHome working rulesread and approveAssigned to MFMegan Foster, bookkeeperFrom Jennyin 6 daysReminder sent
  • Skills and training
  • UploadBookkeeping qualificationAAT, ICB or similarAssigned to MFMegan Foster, bookkeeperFrom Jennyin 7 daysComplete
  • UploadSoftware certificatesXero or QuickBooksAssigned to MFMegan Foster, bookkeeperFrom Jennyin 7 days1 file sent
  • UploadMoney laundering trainingif you have a certificateAssigned to MFMegan Foster, bookkeeperFrom Jennyin 7 days2 files sent
  • Confidentiality
  • ApprovalConfidentiality agreementread and approveAssigned to MFMegan Foster, bookkeeperFrom Jennyin 5 daysComplete
  • ApprovalData protection policyread and approveAssigned to MFMegan Foster, bookkeeperFrom Jennyin 6 daysAwaiting reply
Monthly records packfor monthly customers · each month, by the agreed date12 requests12 requests
Monthly records packDoherty Tyres · August records9 of 12 back
  • Money in and out
  • UploadBank statementsevery accountAssigned to LDLiam Doherty, ownerFrom Jennyin 3 daysComplete
  • UploadCredit card statementsif you have anyAssigned to LDLiam Doherty, ownerFrom Jennyin 3 daysComplete
  • UploadSales reportstill or online shopAssigned to LDLiam Doherty, ownerFrom Jennyin 3 days1 file sent
  • UploadSales invoicesif you raise them yourselfAssigned to LDLiam Doherty, ownerFrom Jennyin 3 days2 files sent
  • UploadPayroll reportsif you have staffAssigned to LDLiam Doherty, ownerFrom Jennyin 3 daysComplete
  • TableCash takingsdate and amountAssigned to LDLiam Doherty, ownerFrom Jennyin 4 daysAwaiting reply
  • Bills and receipts
  • UploadReceipts and billsphotos are fineAssigned to LDLiam Doherty, ownerFrom Jennyin 4 daysReminder sent
  • TableCash purchasesdate, supplier, amountAssigned to LDLiam Doherty, ownerFrom Jennyin 4 daysComplete
  • TableMileagedate, journey, milesAssigned to LDLiam Doherty, ownerFrom Jennyin 5 daysReady to check
  • Anything new
  • QuestionOwner’s money in or outloans, drawings, top-upsAssigned to LDLiam Doherty, ownerFrom Jennyin 5 daysReady to check
  • QuestionNew loans or big purchasesvehicles or financeAssigned to LDLiam Doherty, ownerFrom Jennyin 5 daysComplete
  • ApprovalMonthly summaryread and approveAssigned to LDLiam Doherty, ownerFrom Jennyin 8 daysAwaiting reply
Month end queriesfor customers with open queries · after we reconcile the bank8 requests8 requests
Month end queriesBright Star Cleaning · month end queries6 of 8 back
  • Payments we could not match
  • TablePayments we cannot matchdate, amount, what forAssigned to SWSandra Wood, ownerFrom Jennyin 3 daysComplete
  • QuestionPersonal paymentspaid from the businessAssigned to SWSandra Wood, ownerFrom Jennyin 3 daysComplete
  • Missing paperwork
  • TableMissing receiptsdate, supplier, amountAssigned to SWSandra Wood, ownerFrom Jennyin 4 daysReady to check
  • UploadCopies of missing billsany you can findAssigned to SWSandra Wood, ownerFrom Jennyin 5 days2 files sent
  • TableUnpaid sales invoiceswho still owes youAssigned to SWSandra Wood, ownerFrom Jennyin 5 daysComplete
  • Our suggestions
  • QuestionRefunds and credit notesany not in the booksAssigned to SWSandra Wood, ownerFrom Jennyin 5 daysAwaiting reply
  • DecisionOld unpaid invoiceschase, keep or write offAssigned to SWSandra Wood, ownerFrom Jennyin 6 daysReminder sent
  • ApprovalAdjustments we suggestread and approveAssigned to SWSandra Wood, ownerFrom Jennyin 7 daysComplete
VAT return reviewfor VAT registered customers · once we have drafted the return8 requests8 requests
VAT return reviewHayes Fabrics Ltd · VAT return6 of 8 back
  • Checks before we file
  • UploadMissing VAT invoicesfor the purchases we listAssigned to RHRachel Hayes, directorFrom Jennyin 3 daysComplete
  • QuestionSales at zero or exemptwhich customersAssigned to RHRachel Hayes, directorFrom Jennyin 3 daysComplete
  • QuestionServices bought abroadreverse chargeAssigned to RHRachel Hayes, directorFrom Jennyin 3 daysReady to check
  • QuestionBad debts to write offover six months oldAssigned to RHRachel Hayes, directorFrom Jennyin 4 daysReady to check
  • UploadImport VAT statementsif you bring in goodsAssigned to RHRachel Hayes, directorFrom Jennyin 4 daysComplete
  • Your return
  • FormVAT scheme check5 questionsAssigned to RHRachel Hayes, directorFrom Jennyin 4 daysAwaiting reply
  • ApprovalDraft VAT returnread and approveAssigned to RHRachel Hayes, directorFrom Jennyin 6 daysReminder sent
  • DecisionWhen to filenow or nearer the dateAssigned to RHRachel Hayes, directorFrom Jennyin 6 daysComplete
Weekly wages packfor employers paying weekly · Every Monday morning9 requests9 requests
Weekly wages packTurner Fencing · weekly wages7 of 9 back
  • The week’s hours
  • UploadTimesheetsa photo of each sheetAssigned to CTCraig Turner, ownerFrom JennytomorrowComplete
  • TableHours workedname, days, hoursAssigned to CTCraig Turner, ownerFrom JennytomorrowComplete
  • TableOvertime and bonusesname and amountAssigned to CTCraig Turner, ownerFrom JennytomorrowReady to check
  • TableExpenses to repayname, item, amountAssigned to CTCraig Turner, ownerFrom JennytomorrowReady to check
  • Changes
  • QuestionAnyone new this weekname, start date, payAssigned to CTCraig Turner, ownerFrom JennytomorrowComplete
  • QuestionAnyone leavingname and last dayAssigned to CTCraig Turner, ownerFrom JennytomorrowAwaiting reply
  • QuestionSick or on family leavewho and from whenAssigned to CTCraig Turner, ownerFrom JennytomorrowReminder sent
  • QuestionHoliday this weekwho and which daysAssigned to CTCraig Turner, ownerFrom JennytomorrowComplete
  • Before pay day
  • ApprovalPayslip totalsread and approveAssigned to CTCraig Turner, ownerFrom Jennyin 2 daysReady to check
Supplier statement requestfor suppliers · each month end9 requests9 requests
Supplier statement requestNorthern Timber Supplies · statement7 of 9 back
  • Your statement
  • UploadStatement of accountup to the month endAssigned to CBColin Barker, credit controlFrom Jennyin 3 daysComplete
  • UploadCopies of missing invoicesthe ones we listAssigned to CBColin Barker, credit controlFrom Jennyin 4 daysComplete
  • TableCredit notes issuednumber, date, amountAssigned to CBColin Barker, credit controlFrom Jennyin 4 daysReady to check
  • QuestionBalance on your recordsas at the month endAssigned to CBColin Barker, credit controlFrom Jennyin 3 daysReady to check
  • Terms and queries
  • QuestionPayment termsdays to payAssigned to CBColin Barker, credit controlFrom Jennyin 4 daysComplete
  • TableOverdue invoicesinvoice, date, amountAssigned to CBColin Barker, credit controlFrom Jennyin 5 daysAwaiting reply
  • QuestionAnything disputedor on holdAssigned to CBColin Barker, credit controlFrom Jennyin 5 daysReminder sent
  • UploadVAT registration proofif we do not hold itAssigned to CBColin Barker, credit controlFrom Jennyin 6 daysComplete
  • Agreeing the balance
  • ApprovalAgree the balanceread and approveAssigned to CBColin Barker, credit controlFrom Jennyin 7 daysReady to check
Year end handoverfor customers at year end · when the books are finished9 requests9 requests
Year end handoverMenon Catering Ltd · year end handover7 of 9 back
  • Final records
  • UploadFinal bank statementsto the year end dateAssigned to PMPriya Menon, directorFrom Jennyin 4 daysComplete
  • UploadLoan and finance statementsbalance at year endAssigned to PMPriya Menon, directorFrom Jennyin 5 daysComplete
  • TableStock at year enditem, quantity, costAssigned to PMPriya Menon, directorFrom Jennyin 6 daysReady to check
  • TableAssets bought or solditem, date, costAssigned to PMPriya Menon, directorFrom Jennyin 6 daysReady to check
  • Owners and directors
  • QuestionDividends and drawingstotals for the yearAssigned to PMPriya Menon, directorFrom Jennyin 6 daysComplete
  • QuestionDirector’s loan accountmoney in or outAssigned to PMPriya Menon, directorFrom Jennyin 6 daysAwaiting reply
  • Handover
  • FormYear end questions8 questionsAssigned to PMPriya Menon, directorFrom Jennyin 7 daysReminder sent
  • ApprovalBooks ready to hand overread and approveAssigned to PMPriya Menon, directorFrom Jennyin 9 daysComplete
  • DecisionWho sends the books onwe do or you doAssigned to PMPriya Menon, directorFrom Jennyin 9 daysReady to check

Written for bookkeepers. The names are made up. The replies coming in are an illustration. Build any of these in Docsroom and save it as your own template.

Why it helps

What changes for you

Every month’s papers in one place

Statements, receipts and sales reports arrive in one list for each customer, dated, so you start the month with everything in front of you.

Customers answer from their phone

A photo of a receipt or a bank statement goes straight from their phone. No account, no password and no emailed attachments to hunt for.

Chasing that stops when they reply

Docsroom nudges whoever is late on the days you choose, then stops the moment the paper arrives, so you are not writing the same email again.

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