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The monthly set
Send everything by the 5th. Sales invoices or the sales register, purchase bills, expense vouchers and bank statements for every account are the core. Add credit card statements, payment-gateway reports and cash vouchers if you use them.
Add changes that affect compliance: new employees or leavers, new vendors with PAN details, new bank accounts or loans and any notice received from the tax authorities. Even a one-line email about each saves a query later.
The quarterly and annual set
Each quarter, share TDS certificates, bank interest certificates and stock and debtors lists if your bank asks for them. At year end, add the stock count, fixed-asset purchase invoices, loan confirmations and party balance confirmations.
Companies add board minutes, share-transfer records and statutory register updates. Keeping these in one folder through the year turns the audit from a hunt into a handover.
How to share them safely
Use a shared folder with one sub-folder per month, or send photos on WhatsApp for small volumes. Name files with the date and party. Avoid sending bank passwords or card numbers; statements and PDFs are enough.
We give each client a short written checklist after onboarding and a reminder on the 3rd of each month. A document trail kept this way also helps if the department asks for evidence years later.
The comparison in one table
Monthly document checklist| Document | Why it is needed | Send by |
|---|
| Sales invoices or register | Revenue and GSTR-1 | 5th |
| Purchase bills | Expenses and input credit | 5th |
| Bank statements | Reconciliation | 5th |
| Cash vouchers | Cash book | 5th |
| Payroll inputs | Salary and statutory deposits | 25th of previous month |
| Loan statements | Interest and balances | 5th |
Want this handled for you? See our monthly bookkeeping from Rs. 1,500.
