Good accounting starts before the accountant opens the software. It starts when the business issues an invoice, receives a supplier bill, collects money and files the evidence consistently.
Create a controlled sales-invoice process
Use a consistent invoice format and sequence. Record customer details, date, description, amount and applicable tax information correctly. Avoid deleting or silently replacing issued invoices; use a documented correction process.
Capture purchase documents immediately
Supplier invoices should be collected when the purchase occurs, not chased at year-end. Match larger purchases with purchase orders, contracts, delivery notes or approval evidence where relevant.
Use a predictable folder structure
For a small business, a monthly digital filing system can be enough. Keep sales, purchases, bank, payroll, tax and contracts separate. Use filenames such as 2026-08-15_supplier_invoice-123.pdf.
Reconcile every month
At month-end, compare invoices to accounting entries, bank collections and supplier balances. Missing documents should become an exception list that someone is responsible for resolving.
Control access and backups
Financial records should not live on only one employee’s laptop or phone. Maintain backups and access controls appropriate to the sensitivity of the information.
Official sources & further reading
Need help applying this to your business?
General guidance is useful for understanding the issue. Your actual records, registrations and circumstances may require a different treatment.