MAP SYSTEMS AND SOURCE RECORDS
Describe categories and flows without entering amounts, identifiers, credentials or actual records.
Financial & Accounting · FREE PREPARATION PACK
Small-business accounting monthly workflow, close and advisory handoff workbook
Small-business accounting proposals are easier to compare when every provider receives the same non-sensitive map of source-record categories, systems, recurring activities, review responsibilities and report users. This helpful preparation resource from PickYourPro.ai organizes that starting point without collecting amounts, account numbers, credentials or private records.
Download free PDF ↓Ready for proposals? Start a request ↗
Preparation and proposal comparison only, not accounting, bookkeeping, tax, audit, assurance, controls, retention, financial-reporting, software, security, business, investment or legal advice. Do not use this workbook to calculate, classify, reconcile, approve or retain records. A qualified professional must assess the business and records privately.
START HERE
How to use this resource
Use neutral labels such as System A, Record Group A and Report User A. Describe where records originate, who supplies them, recurring activity and desired review or handoff. Do not enter financial values, taxpayer identifiers, account numbers, credentials, customer or worker data, or copies of records. Ask the accounting professional to define secure intake, responsibility, close, review, deliverables and excluded work.
Open the PDF in a form-capable viewer, save a copy, then fill it in. Reopen your saved copy to check your answers. You can also print the blank pages and write by hand. Your answers are not submitted to PickYourPro.ai.
ASSIGN MONTHLY ACTIVITIES AND ROLES
Map responsibility and review points; the professional determines accounting treatment and required work.
CHECK CLOSE READINESS
Tick what is organized. These checks do not complete a close or validate any accounting conclusion.
QUESTIONS FOR THE ACCOUNTING PROFESSIONAL
Record the answer and where it appears in the proposal or engagement materials.
COMPARE THE SAME WORKFLOW BRIEF
Use Provider A and B. Clarify unlike intake, close or advisory assumptions before comparing proposals.
USE IT RIGHT NOW
Accounting preparation checklist
- Use the same non-sensitive workflow map with every provider.
- List record categories and source systems without amounts or credentials.
- Identify who supplies, reviews and approves each recurring activity.
- Separate routine monthly work from tax, payroll, assurance and advisory questions.
- Ask how missing, late or changed inputs are tracked and escalated.
- Request written close checkpoints, review evidence and deliverables.
- Clarify report users, cadence, interpretation boundaries and handoff.
- Keep classification, controls, retention and accounting conclusions with qualified professionals.
Questions for the accounting professional
- How will you confirm our source systems, record categories and monthly activity map?
- Which records do we provide, through what secure method, and who monitors missing items?
- Which recurring activities, reviews and approvals belong to our team versus yours?
- What defines a completed monthly close, and what evidence or open-item list is delivered?
- Which reports, review meetings and advisory discussions are included or separately scoped?
- How are changes, excluded work, transition, record return and disengagement handled?
Write down the answers and any exclusions. If two proposals describe different work, clarify the difference before comparing their totals. Leave unanswered points blank until the professional confirms them.
A CLEARER NEXT STEP
Ready to hear from pros?
Create an account on PickYourPro.ai only if you choose, then start an Accounting request. Share a non-sensitive workflow brief so participating pros can compete with proposals. Compare secure intake, responsibility, close, review, reporting, advisory boundaries, transition and exclusions. A private records-and-systems discussion may be needed before a final proposal.
Start a new request ↗Participation and availability vary. A private records-and-systems discussion may be needed before a final proposal.
Keep the useful part.
The worksheets are free to use whether you hire through PickYourPro.ai or elsewhere. No account is needed to download them.
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Official references and scope
These are original planning prompts, with AI assistance, prepared by PickYourPro.ai. Official links checked October 27, 2026. This pack has not been independently reviewed by a licensed specialist.
- Internal Revenue Service: What kind of records should I keep? ↗
Official IRS small-business recordkeeping overview checked October 27, 2026. It describes broad categories of supporting business records and states that the business may choose a recordkeeping system suited to it. This workbook records categories only and gives no retention, tax or classification instruction.
- U.S. Small Business Administration: Manage your business ↗
Official SBA small-business management hub checked October 27, 2026. It links owners to finance, tax and recordkeeping guidance. This workbook uses it only as a federal orientation source and does not substitute for professional assessment.
Linked organizations do not endorse PickYourPro.ai. Report a correction.