A month end bookkeeping checklist gives you 12 steps to close the books on time: bank lines, invoices, bills, reconciliation, payroll, tax figures and a short report. Use it yourself or hand it to a bookkeeping VA.
A month end bookkeeping checklist turns a messy job into twelve small steps. Run the same steps in the same order every month and your books stay current, your reports can be trusted, and tax time is calm. This guide lists the steps, gives a copy-paste version, and shows which steps a bookkeeping VA can take over.
Month end bookkeeping checklist: the 12 steps
| # | Step | What to check |
|---|---|---|
| 1 | Download bank and card statements | Every account, for the full month, from the bank itself |
| 2 | Code every bank line | Each line has a category. Unknown lines are queried, not guessed |
| 3 | Enter sales invoices | All invoices sent this month are in the books |
| 4 | Enter supplier bills | All bills and receipts are entered and filed |
| 5 | Match payments | Customer payments are matched to invoices. Bill payments are matched to bills |
| 6 | Reconcile each bank account | Book balance equals the statement balance on the last day |
| 7 | Check money owed to you | List overdue invoices and decide who to chase |
| 8 | Check money you owe | List unpaid bills and due dates |
| 9 | Record payroll and owner draws | Pay runs and transfers are entered once, in the right accounts |
| 10 | Review sales tax or VAT figures | Totals match the invoices and bills for the period |
| 11 | Scan the profit and loss | Look for odd amounts, doubled entries and wrong categories |
| 12 | Send a one-page summary and lock the month | Share the report, then close the period so old entries do not change |
Copy-paste month end close checklist
Paste this month end bookkeeping checklist into a shared document and tick it off each month.
MONTH END CLOSE FOR [month and year]. [ ] Bank and card statements downloaded. [ ] Every bank line coded or queried. [ ] Sales invoices entered. [ ] Supplier bills and receipts entered. [ ] Payments matched to invoices and bills. [ ] Each bank account reconciled. [ ] Overdue invoices listed. [ ] Unpaid bills listed. [ ] Payroll and owner draws recorded. [ ] Sales tax or VAT figures reviewed. [ ] Profit and loss scanned for odd items. [ ] One-page summary sent, month locked..
Bank reconciliation checklist: do this step first
Reconciliation is the step that proves the rest. Do it first in your month end bookkeeping checklist, before you read any report. Use this short bank reconciliation checklist.
- Start with the statement balance on the last day of the month.
- Add deposits that are in the books but not yet on the statement.
- Subtract payments that are in the books but not yet cleared.
- Compare the result to the book balance. The difference should be zero.
- If it is not zero, look for doubled entries, missing bank fees and wrong dates.
Monthly bookkeeping tasks a VA can take over
Most monthly bookkeeping tasks follow a pattern, so they hand off well. A bookkeeping VA works inside your accounting tool and follows your written brief. A team lead reviews the work before it reaches you.
| Task | Hand off to a VA? | Keep with you or your accountant |
|---|---|---|
| Coding bank lines | Yes, with a rules list | Approve new rules and odd items |
| Entering invoices and bills | Yes | Approve large bills |
| Chasing missing receipts | Yes | Nothing |
| Bank reconciliation | Yes | Final review |
| Monthly summary report | Yes, using your template | Read it and decide actions |
| Tax filings and advice | No | Your accountant |
Month end close for small business: what it costs to hand off
Many owners want help with the month end close for small business books but do not need a full-time hire. Plans start with pay-as-you-go at $12 an hour, hourly blocks from $33 for 3 hours, and 80 hours a month for $500. Unused hours roll over while your account is active. Use the cost calculator to find the cheapest plan for your hours. A simple monthly close often fits inside one block.
To start, copy the month end bookkeeping checklist above into a task brief. The task brief guide shows how, and the task templates include an invoice entry brief. Bookkeeping support is not accounting or tax advice, so keep your accountant for filings.
Helpful next steps
- Bookkeeping virtual assistant — what the service covers.
- Onboarding checklist — the first week with a new VA.
- How to write a task brief — turn this checklist into a hand-off.
- Online bookkeeping services UK, Australia and Canada
- See pricing — from $12/hr pay-as-you-go to $5.62/hr full-time.
Frequently asked questions
How long should a month end close take?
For a small business with a tidy file, a few hours is common. It takes longer when bank lines are uncoded or receipts are missing. Doing small clean-ups each week makes the close faster.
When should I close the books each month?
Pick a fixed date, such as the fifth working day. Bank statements are ready by then, and a fixed date builds a habit. Late closes let small errors grow.
Can a virtual assistant do the month end close?
A bookkeeping VA can enter transactions, code bank lines, chase missing receipts, reconcile accounts and prepare a short report. Your accountant or you should still review the result. Bookkeeping support is not tax or accounting advice.
What is the most common month end mistake?
Skipping the bank reconciliation. If the book balance does not match the bank, every report after it is doubtful. Reconcile first, then check the rest.
What is doing this yourself costing you?
Doing it yourself: $2,165 a month of your time.
The same hours at our $12/hr pay-as-you-go rate: $520. Dedicated plans start at $5.62/hr.
Simple maths from the numbers you enter. It assumes a VA can take on those hours.
Start for $1Written by the MyRemoteVA team. Search-trend figures come from Google Trends. Prices shown are our current plans. Last updated October 18, 2026. Questions or corrections? Contact us.