A monthly accountant package should contain the records needed to understand the period, plus a short list of unresolved questions. Sending everything in the account can create privacy risk and make the review slower.

Ask the accountant to confirm the scope, format and deadline for the specific Business.

Start with a monthly index

The index should identify:

• Business and reporting period;
• preparation date;
• reports included;
• statement date ranges;
• record counts or control totals;
• unresolved exceptions;
• the person responsible for questions.

If the owner operates several Businesses, prepare separate indexes and files.

Income and customer records

Depending on the engagement, provide:

• income or sales summary;
• issued invoices and current payment status;
• payment, credit and refund records;
• unmatched deposits;
• notes for disputed or unusual customer balances.

Keep invoice payments linked to invoices so one sale is not presented twice.

Expense and supplier records

Include an expense register, supplier invoices, receipts and contractor bills for the period. Identify missing or unreadable evidence instead of hiding the item.

Use receipt capture to keep source documents connected to the correct expense.

Bank, card and owner records

Provide the relevant bank and card statements, reconciliation results and unmatched transaction list. Include owner contributions, owner-paid expenses and repayments as their own records.

Use bank statement matching to link statement activity without creating duplicate income or expenses.

Other records that may apply

The accountant may also request:

• business-trip and mileage logs;
• asset purchases or disposals;
• payroll or contractor documentation;
• GST/HST working records;
• loan statements and interest details;
• contracts or correspondence supporting unusual items.

Do not assume every Business needs every section. Follow the accountant's written request.

Include an exception list

A short exception list is often more useful than an unexplained gap. For each item, record the date, amount, issue, available evidence, owner and next action.

Use monthly review to prepare the package and keep unresolved issues visible for the next period.

Share only what is necessary

Financial records can contain sensitive personal information. Confirm the recipient, limit access to the correct Business and period, use each person's own login, and revoke access when it is no longer needed.

The Office of the Privacy Commissioner of Canada recommends safeguards proportionate to the sensitivity of the information, including access controls and encryption. See PIPEDA safeguards.

The CRA states that businesses remain responsible for adequate records even when a third party keeps them. Review Keeping Records and Business records.

Frequently asked questions

Should I send every receipt every month?

Follow the accountant's requested workflow. Some engagements require source documents for all transactions; others focus on exceptions or provide controlled access to the records.

Can I give the accountant access to my personal email or bank login?

Do not share passwords or one-time codes. Use authorized record access and export only the information needed for the engagement.

What if a record is still missing at the deadline?

List it as an open exception with the available evidence and follow-up owner. Do not create a substitute document or pretend the package is complete.

Does SilaTrail replace the accountant's working papers?

No. SilaTrail organizes Business records and review status. The accountant controls their professional working papers and determines the accounting and tax treatment.