Free bookkeeping tool
Finish the month with a clear record.
Use this monthly close worksheet to gather the records, reconcile the movement of money and leave a useful list of questions. Tick each workflow step, add a general note and download your own CSV snapshot.
No account or document upload is needed. Your entries are held only in this page while it is open. The checklist is an organizational aid; your business may need additional steps.
Prepared by Aldro Accounting · Published October 19, 2026
Your monthly close worksheet
Start with the accounts and sales channels you actually use. If a step does not apply, record that in a general note. Keep sensitive records in your own secure system.
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This tracks workflow progress, not the accuracy of the books or readiness to file a return. Keep any unresolved items in the notes and your own records.
This tool does not save your entries. Reloading the page clears them; download a snapshot before closing it. Use general notes only; keep account numbers, tax identifiers, employee details and financial documents in your own secure records.
01Gather the source records
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02Reconcile the movement of money
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03Review the balances and exceptions
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04Finish with a clear handoff
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A worked reconciliation
Why doesn’t the processor total match the bank?
Follow a fictional September 2026 close in US dollars. The processor holds back fees and pays some settlements after month-end. The owner also puts money in and takes money out. Those movements explain a bank balance without being the same as sales.
These simplified figures illustrate a reconciliation, not a customer report, tax calculation or revenue-recognition decision. Tax, tips, chargebacks, cash sales, unpaid invoices and other balances are outside this example; their actual treatment needs separate review.
1. Explain the processor settlement
| Item | Amount |
|---|---|
| Customer card charges | 12,000 |
| Less refunds | −400 |
| Less processing fees | −350 |
| Net settlement amount | 11,250 |
| Deposited before month-end | 10,500 |
| Still awaiting settlement | 750 |
US$12,000 − US$400 − US$350 = US$11,250. Of that settlement amount, US$10,500 reached the bank and US$750 remains to be matched to a later payout.
2. Tie the bank movements together
| Item | Amount |
|---|---|
| Opening statement balance | 8,000 |
| Processor deposits received | +10,500 |
| Other customer bank receipts | +2,000 |
| Owner contribution | +1,000 |
| Operating payments | −6,400 |
| Owner withdrawal | −1,200 |
| Closing statement balance | 13,900 |
The US$750 pending settlement is not a September bank deposit. Owner funding and withdrawals are identified separately so they are not mistaken for more customer sales or operating payments.
3. Leave an explanation the next person can follow
- Retain the report supporting the charges, refunds and fees, and the references for the payouts.
- List the pending US$750 and trace it to the later settlement. Match the payout without importing the same underlying customer activity twice.
- Keep support for the owner’s contribution and withdrawal, with the treatment reviewed for the actual business structure.
- Investigate an unexplained difference. A matching closing balance alone does not prove that every transaction is complete or correctly classified.
An example worksheet note could be: “One month-end payout remains to be matched; owner to confirm next settlement report.” Keep the actual account and transaction details in your own records.
Keep the handoff moving
Use the bookkeeping handover checklist when moving to a new bookkeeper. The monthly report example explains how profit, cash and the balance sheet connect.
If a period is incomplete, identify the missing records before agreeing a catch-up scope. Discuss ongoing monthly bookkeeping and tax filing separately, with the accounts, periods and responsibilities confirmed.
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