Build the document route around your team
We map who receives invoices, who approves project costs and who can explain unusual transactions. Documents should enter one agreed queue, with enough context to identify the business purpose and project. A forwarded receipt without an explanation often creates another round of email.
Access is agreed for the systems involved. You keep control of account ownership and payment approval. We do not ask you to send online banking passwords, one-time security codes or sensitive financial documents through a general website enquiry.
Keep decisions visible
A shared exceptions list can distinguish a missing vendor invoice from an owner decision about a disputed cost. Regular review dates keep the process moving without requiring everyone to be online at once. Important approvals should be retained with the record rather than left only in a chat conversation.
Illustrative example: two project managers
A Calgary engineering practice has one manager at a client office and another coordinating a site visit. Both submit expenses against the same engagement. Project codes and named approvers let the bookkeeper assemble a complete monthly cost report while preventing the same hotel invoice being reimbursed twice.
Questions about this work
Can we keep our current accounting file?
Usually the first step is to review the existing file and access arrangements. A migration is only useful when it solves an identified problem.
Do we need to be available during business hours every day?
We agree review windows and urgent issues in advance. Routine document collection can happen asynchronously, with a clear deadline for the monthly close.
Put this into practice
Sources and current guidance
A practical next step
Bring the records you have.
We can identify missing information, agree on the scope and organize the next bookkeeping step.
Request a bookkeeping review