First be clear about your agreement
First agree with your accountant on the records they need. Depending on your business, incoming invoices may be only part of the list. The checks below help you hand over prepared files; confirm the actual document list with your accountant.
The handover location matters equally. Your accountant may prefer email attachments, a specific folder or their own system. Check once that the agreed route works from their side. A prepared package is not handed over if the recipient cannot open it.
Keep records for multiple companies separate. The correct company in the subject is not enough if attachments include its owner's personal invoice or another company's document. The chosen recipient and actual content must match.
Six checks before sending
Apply these checks to the actual package you are about to hand over. You do not need to manually transcribe every document again. The aim is to catch obvious mix-ups and clearly communicate what you send.
If you are unsure about a check, note what you need to find out. You can hand over the ready documents and include the remaining questions in your message.
Do not hide what you cannot confirm behind “everything”
Sometimes most documents are ready but you are still waiting for two. That is no reason to call the package complete or postpone the entire handover without a message. Your accountant needs to know what they are receiving and what is still being resolved. They can then decide how to proceed.
For example, the phone invoice names the wrong customer and the hotel has not sent its bill yet. Name both specific items in your message, rather than just “some invoices are missing”. Also say whether you are waiting for the supplier or have only just started looking. A trustworthy message does not have to pretend everything is finished.
After searching email, remember the other sources. Invoices stored only in supplier portals and paper receipts will not appear among the PDFs found.
Add a short message your accountant can act on
Your message needs the business, period, document location, and any unresolved items. Use the example below for a routine handover. The accompanying-message article has more options for additions and corrections.
Prepare a message for your accountant
One business, one period and a clear list of open items. Fill in the details and paste the message into your email.
Enter the business and period before copying. Add attachments in your own email.
The message stays in your browser. HeyRup does not store or send it.
A later invoice needs its own explanation
After sending, keep track of what you handed over. If another invoice arrives the next day, send it as a labelled addition. There is no need to resend all the same files and leave your accountant to find the one difference.
If a correction arrives for a document already sent, point out both the original and new versions. Silently replacing a file only looks simple from your side; your accountant may already be working with the earlier copy. The purpose of checking is for both sides to understand the same handover, not just for your folder to look tidy afterwards.