What to do with your records when your bookkeeper quits
When a bookkeeper leaves, the first question is where the completed work ends. A report may exist for last month while some accounts, corrections or payments still need attention. Establish that boundary before you decide how to handle the next period.
For a self-employed business, Arkrel can help with the statement-review part of the handoff. Try one statement free, review merchants and preview My year with no card needed. Paid plans unlock the full report, downloads, exports and accountant sharing.
Find the last completed period for each account
Ask for the latest financial and reconciliation reports, transaction detail and a written note of the work completed. For each bank, card and payment account, record the completed-through date and whether it was fully reconciled or only categorized. A single statement such as books are done through June is less useful than an account-by-account answer.
Keep a separate list of unresolved items: unidentified deposits, missing documents, open invoices, unpaid bills and adjustments awaiting your accountant. Distinguish work that was finished from work that was merely started.
If no handoff is available, gather records you can access directly from the providers. Give the missing items and last known reports to the person who will assess the bookkeeping. Preserve the old work so differences can be investigated.
Preserve access and a readable copy of the records
List the services holding your records and confirm that you can access the business account in each one. Save the reports, exports, receipts and notes you are authorized to retain. Open a sample of the saved files to check that they are readable.
Keep an original copy of the handoff and a separate working copy. Label reports with the period and the date they were produced. That helps distinguish the last bookkeeper's report from a later revised version.
Review account ownership and the former bookkeeper's access through each service's official process. If access is disputed or records are being withheld, take that issue to the provider and an appropriate professional before changing the historical record.
Assign the work that still has to happen
Make a short responsibility list before choosing the next tool or service. Identify who will handle customer billing, supplier payments, payroll if applicable, statement review and tax preparation. Give each urgent task a person and a due date.
For the bookkeeping itself, agree on the handoff date and what counts as a completed period. Decide who will investigate differences in earlier reports and who will review new activity. This keeps a transition from producing two conflicting versions of the same work.
If the immediate issue is an unfinished year, the behind-on-bookkeeping guide helps you collect the missing statement periods.
Test the statement review against a known period
Choose one bank or card statement and keep the corresponding existing report nearby. In Arkrel, review the merchant groups using receipts and the business context you know. Keep a list of differences to discuss with your accountant rather than assuming either version is correct.
Check that both views cover the same account and dates. Ask whether the existing report includes other accounts, unpaid items or accounting adjustments. The useful result is an explained difference and a clear review boundary.
Once the workflow fits, use Catch-Up for a defined tax year. It costs $499 one time per purchased tax year and includes a 30-day money-back guarantee. Autopilot costs $49 per month with a 14-day free trial and covers the current calendar year.
Finish with one shared handoff index
Give the next person a concise index: accounts covered, completed-through dates, reports preserved, outstanding questions and assigned responsibilities. Add the reviewed report and source records using the accountant document checklist.
On a paid plan, Arkrel provides a tax report with a profit and loss summary, Schedule C totals and likely deductions to review. The handoff index explains where that statement-based work fits into the wider records.
Questions after a bookkeeper leaves
Should I start the whole year again?
First establish what was completed and assess the supporting records. Preserve the existing work and agree on the review scope with the person taking responsibility for the books.
What if I cannot reach the former bookkeeper?
Collect statements and documents directly from the accounts you control. Record what is missing and ask your accountant or replacement bookkeeper to assess the gap.
Why is the last report not enough by itself?
A report may not explain account coverage, unresolved entries or pending adjustments. Keep the underlying detail and the completed-through dates alongside it.
Can I use Arkrel while deciding who will maintain the books?
You can evaluate the statement-review workflow with one familiar statement. Keep the responsibility list current so billing, payments and other ongoing work continue during that evaluation.
What can I try without paying?
One statement upload, merchant review and a My year preview, with no card needed. Full reports, downloads, exports and accountant sharing require a paid plan.
Try one period before committing to the next setup
Use a statement whose source records you can find. Compare the review with the work you need to take forward.