Business and document management

Accountant handoff

Prepare the records, flag missing documents and hand them over clearly.

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5 · Articles

Monthly handoff

Handoff checklists, cover notes and a record of missing or late documents.

20 · Articles

October 20, 20265 min read

An accountant and an orange octopus examine an empty intake tray; the octopus points to a checklist beside an upload station.

Accountant handoff

The client sent no documents. What should you ask?

A practical first question for accounting offices after an empty handoff, with three response paths and two fictional client replies.

October 20, 20266 min read

An orange octopus points to a highlighted checklist row and holds out a pen between an accountant and a client at a desk.

Accountant handoff

Missing documents: a list your client can answer item by item

A worked example for accounting practices: precise purchase questions, client replies and next steps, with one closed request and one still open.

October 20, 20266 min read

Three people look at a blank three-column board; an orange octopus on the right holds an invoice and points to the board.

Accountant handoff

One invoice, two businesses: what to prepare for their accountants

Two businesses use a service, but the invoice names one buyer. Prepare evidence of use, missing information and specific questions for their accountants.

October 20, 20266 min read

Overhead view of an invoice: an orange octopus examines a company icon in the header with a magnifying glass while a hand points to the document.

Accountant handoff

Agency or client: who should you ask for the service invoice?

The agency manages the service; the client uses it. Three fictional cases show whom to ask, what to check and how to record an unresolved purchase.

October 14, 20263 min read

An orange octopus hands a folder to a colleague before a holiday.

Accountant handoff

Your accountant is away: what to hand over and what can wait

Invoices may keep arriving while your accountant takes time off. Agree who will collect them, what needs cover, and what you will review after their return.

October 14, 20264 min read

An orange octopus and an accountant exchange a card with a new address across a reception counter; the old mail tray has been set aside.

Accountant handoff

Your accountant has changed email address. Check where the next set of documents will go

An accountant’s new email address may not reach your message templates or recurring sends. Before sending more documents, find out where the old address remains and check with your accountant that the new one receives messages and lets them open the files they need.

October 14, 20265 min read

An orange octopus in an office doorway hands an accountant a sealed envelope containing a document and points to a separate phone with a key symbol.

Accountant handoff

A supplier sent a password-protected PDF. How to share it with your accountant without putting the password in a group thread

Your accountant needs the document, but everyone copied into the email does not need its password. Find out how to request access and get both file and password to the right person, with two message templates and a check of the received attachment.

October 14, 20265 min read

An orange octopus and an accountant at a round table review a note about the first document handover beside a folder containing a sample.

Accountant handoff

Starting with a new accountant? Agree your first document handover

Your accountant is waiting for documents, and you have a folder full of files. Before sending it, agree what it should contain and check access. A completed example helps you arrange the first handover, including missing documents and corrections.

October 14, 20264 min read

An orange octopus passes a document link to an accountant behind a partly closed access gate and offers a separate document with another arm; the two workspaces are separated.

Accountant handoff

The forwarded document opens for you, but your accountant cannot open it. What did you actually send?

Your accountant cannot open a document that works for you. Checking the sent email and asking a short question will help distinguish a missing attachment, restricted link access and a problem with the file itself.

October 14, 20264 min read

An orange octopus holds an original invoice and a corrective document side by side, joined by a clip; a human hand adds the new document while the original is kept.

Accountant handoff

A credit note arrived after you sent the invoice to your accountant. How do you link them?

Your accountant already has the invoice, but the supplier has now sent a credit note. Prepare both documents and a message explaining what is new and what you sent earlier.

October 14, 20263 min read

An orange octopus holds a readable document and a folder of structured data for the same invoice in an archive room.

Accountant handoff

Your supplier sent PDF and XML: what to keep and agree with your accountant

Keep the original files, distinguish separate PDF and XML attachments from a hybrid invoice, and find out which format your accountant needs.

October 14, 20262 min read

An orange octopus helps an accountant access a shared archive folder with a key and an identity badge.

Accountant handoff

Your accountant cannot open a OneDrive link: check the recipient and download access

A OneDrive link can fail because of the file, recipient or permissions. Check that your accountant can open it and download the agreed copy without making the document public.

October 14, 20263 min read

An orange octopus checks a locked envelope at a secure counter while a recipient holds an identity key and a separate document waits on a tray.

Accountant handoff

An invoice in encrypted email: what to do when your accountant cannot open it

Distinguish protection on the message, attachment and link. Identify the exact obstacle and arrange delivery to the authorized accountant with the sender.

September 10, 20263 min read

An orange octopus hands documents and open questions to a new accountant.

Accountant handoff

Changing accountants? Hand over the unfinished work too

What to send alongside your document folder: agreed responsibilities, unanswered questions, and a simple example handover record.

September 6, 20263 min read

An orange octopus checks documents off an accountant handoff list.

Monthly handoff

Documents for your accountant: a checklist and handoff message

Check your files before sending and prepare a message for your accountant, with the company, period and missing documents clearly listed.

September 6, 20264 min read

An orange octopus chooses a cover message template for the accountant.

Monthly handoff

What to write to your accountant with invoices: four useful templates

A regular monthly handover, a missing document, a supplement and a correction. Choose a message that tells your accountant what they received and what still needs attention.

September 6, 20264 min read

An orange octopus prepares a simple monthly routine for documents.

Monthly handoff

Managing documents even in a month when you are short of time

You do not need to sort your entire inbox every day. What matters is capturing context before it disappears, agreeing on handover and knowing what to do when the plan falls apart.

September 6, 20264 min read

An orange octopus shares selected documents with an accountant.

Accountant handoff

Giving your accountant documents without sharing your whole life

Attachment, link or shared folder? Choose according to how you work together and check what the recipient will actually see.

September 6, 20263 min read

An orange octopus follows purchase clues to find a missing invoice.

Monthly handoff

Your accountant is missing an invoice. Where to look and how to ask

From your accountant’s reminder to a retrieved document: how to use purchase clues, when to contact the supplier and what to tell your accountant in the meantime.

September 6, 20263 min read

An orange octopus hands the accountant an invoice that arrived late.

Monthly handoff

The invoice arrived after handover to your accountant. What now?

How to clearly add a late-arriving document, distinguish it from a correction and avoid mistaking your own month label for an accounting decision.

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Start with your situation

Subtopics

Monthly handoff →

20 · Articles

Free resources

Documents for your accountant: a checklist and handoff message →

Start with the scope, rather than “Where are the invoices?” →

Fictional reply 1: no known purchase after checking →

Fictional reply 2: the document stayed in a draft →

Ask about a specific purchase, not “the remaining documents” →

Show the client how to reply →

After the reply, close only what you have checked →

1. The client ordered the service; the agency manages it →

2. The agency ordered the service for a client project →

3. The agency has access, but the purchasing organisation is unknown →

Send one specific request instead of ‘we’re missing an invoice’ →

Write a short handover →

Confirm with the supplier who may receive the document →

Check that your accountant can open the copy they received →

A completed example of a short agreement →

Let your accountant open a small sample →

Find out what your accountant sees when opening it →

Explain what your accountant already had and what is new →

Send the supplier details that identify the purchase →

Send a clear supplement →

Six checks before sending →

When sending a routine package →

When one invoice is still missing →

When adding to a period already handed over →

When the supplier sends a corrected version →

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Monthly handoff