A bookkeeping checklist for trades and job-based businesses

A busy week on the tools can leave business records scattered across a phone, a ute and an inbox. A simple job reference and a regular review can make those records easier to explain to your bookkeeper or accountant.

This guide is about organising information. It does not decide whether an expense is deductible or whether a worker is an employee or contractor.

Give each job a clear reference

Use a consistent job name or reference on the quote, customer invoice and supporting purchase records. Keep approved variations with the original job information. When a customer pays a deposit or part-payment, record what it relates to rather than treating an unfamiliar bank deposit as a complete explanation.

A fictional example: a fencing business has two jobs on the same street. Labelling both “Smith Street” makes it hard to match the materials and receipts. Separate references, such as “Smith Street 12” and “Smith Street 28”, make the evidence easier to follow.

Keep the source record, not just the bank line

Save supplier invoices and receipts in a consistent place. Note the business purpose while you remember it. A card transaction can establish that money moved without explaining what was purchased or how it was used. Keep mixed business and personal items clearly identified for review.

For vehicles and equipment, keep purchase documents and usage records relevant to your circumstances. Ask what evidence is required before assuming that a bank statement alone will support a tax treatment.

Review the week before it becomes a backlog

Check that invoices issued, customer payments and supplier bills have reached your records. Flag duplicates, missing receipts, unpaid invoices and transactions you cannot identify. Put unresolved items on one list with a person responsible and a next step.

This is not a substitute for reconciliation. It is a way to make the reconciliation and follow-up more efficient.

Make payroll changes visible

If your business employs people, collect approved timesheets and changes to working arrangements through your normal secure process. Raise uncertainty about pay, super or worker classification with the appropriate adviser rather than guessing from a job title or invoice.

Bring a useful question to your accountant

Try: “These are the jobs completed, invoices unpaid and records missing. Which items need attention before the next reporting period?” That gives the conversation a clear starting point.

Regans' bookkeeping services include support with records, payroll and reporting. Use the Business Readiness Kit to organise the first discussion, then request an appointment or quote.

For broader guidance on setting up financial records, see business.gov.au's finances checklist.