Which documents we need
Checklists for each service, so nothing is missing: see in advance which receipts, records and access details we need for annual financial statements, bookkeeping and tax returns.
The more complete your documents are when they reach us, the faster we can process an annual financial statement or a tax return. If a record is missing, the process usually pauses until it's submitted — that's why we publish the lists openly on this page.
Complete, not in stages
We prefer to work through a case in one go. If receipts arrive in three batches, each item has to be checked again — that costs time on both sides.
Before each engagement, we send you the list that matches your service. You tick off what you have and mark what's missing or will only be available later. We then clarify any open points together in one phone call instead of a chain of individual queries.
Once all items are complete, we confirm receipt and let you know what we're starting with and what we're still waiting on from third parties — for example bank confirmations or official notices.
- One list per service, not a blanket request
- Follow-up questions bundled, not drip-fed
- Confirmation of receipt with processing status
- Notice of which item is still pending with third parties
- Documents can be submitted later at any time, without new coordination
Checklists by service
Each of our four services has its own set of documents. What matters for the annual financial statement, we don't need for payroll — and vice versa.
Annual financial statement
- Trial balance for the past year
- Bank statements for all business accounts up to 31 Dec
- Cash book and count record at year-end
- Inventory list with valuation of stock
- Open items from receivables and payables
- Loan agreements and annual interest statements
- Purchase receipts for new fixed assets
- Leasing and rental agreements, if new or amended
Financial accounting
- Outgoing invoices for the period, sorted sequentially
- Incoming invoices including proof of payment
- Bank statements as PDF or account transaction file
- Cash receipts and cash book, if cash transactions occur
- Receipts for credit card and payment service accounts
- Notes on advance payments and standing orders
Payroll accounting
- Employment contracts and amendment agreements
- Social security number and health insurance provider for each person
- Tax identification number and income tax details
- Hours and vacation records for the month
- Notifications of illness, maternity leave and parental leave
- Details on bonuses, benefits in kind and company cars
- Company number from the Federal Employment Agency
- Documents relating to company pension schemes
Tax returns
- Most recent tax assessments and advance payment notices
- Tax number and responsible tax office
- Records of insurance and pension provision expenses
- Receipts for tradesperson and household services
- Donation receipts and membership fees
- Details on rental income and investment income
Documents for starting the mandate
When switching to our firm, we need a one-time link to what's happened so far. After that, only the lists for ongoing services apply.
- Tax number, tax identification number and, for companies, the VAT identification number
- The most recent tax assessments as well as current advance payment notices
- The most recent annual financial statement or income statement (EÜR)
- Power of attorney documents for representation before the tax office
- Access to previous bookkeeping or a data export for the current year
- Commercial register extract, articles of association or trade registration
- Details of bank accounts maintained in the bookkeeping
How the documents reach us
Whether you hand things over digitally or bring a folder by at Georgstraße 22 is up to you. Both lead to the same result — the route only changes the effort involved.
- 1
Receive checklist
After the initial consultation, we send you the list for your service. It shows every item individually, so you can tick off what you already have.
- 2
Gather documents
Sort by period, not by document type. Invoices are best as individual PDF files or in one file per month — photos only if no original exists in file form.
- 3
Hand over
Digitally via the access we set up for you, or in person during office hours: Monday to Thursday 8:30am to 5:00pm, Friday 8:30am to 1:00pm.
- 4
Review and queries
We check what has come in and get back to you with all open points at once. If something is missing, we specify exactly which item is affected.
- 5
Processing
Only once the documents are complete does the actual work begin. We report back to you on the status and the next steps.
Formats that work well for us
A clean file saves us retyping and saves you a follow-up question. What matters is less the software and more the legibility and a clear, traceable naming.
Invoices and receipts
Ideally as a PDF, one file per receipt or per month. Scans at 300 dpi are sufficient; what matters is that the amount, date and tax rate are legible.
Bank transactions
Bank statements as a PDF or the transaction file from online banking. Please provide complete periods without gaps, even if a month had no activity.
Lists and schedules
Inventory counts, time sheets or open items as a table rather than a photo. This lets us check totals without re-entering the values.
Photos of receipts
Only if there's no original in file form — for example, till receipts. In that case, please photograph each one straight, fully in frame and individually, not several receipts in one photo.
File naming
Date first, then type and subject: this preserves the order and lets us find an item again months later.
Confidentiality
Payroll data and official notices are not sent as attachments to a regular email, but via the secure access portal. We never state passwords in the same message.
Frequent questions about the documents
Before we begin with your bookkeeping or tax return, it's worth taking a structured look at your documents – this saves time and lets us avoid follow-up queries from the start. The points below are the ones we discuss most often in client meetings.
Documents ready? Let's talk
In the initial consultation, we clarify which documents are actually needed for your case.