Key takeaways
What this article covers, in order:
- Why does the handover matter so much?
- The year-end handover checklist
- Item 1: what a reconciled bank account looks like
- Item 8: the personal money summary
- Item 10: the one-offs list
- A year-end timeline that doesn't wreck the last weeks of the year
At the end of FY2026-27, your accountant mostly wants three things: every account reconciled to 30 Jun 2027, an accurate list of who owes you and who you owe, and a short explanation of anything unusual that happened during the year. Get those right and their job is faster, their questions are fewer, and the bill usually reflects it. This EOFY checklist covers the handover pack only; what your accountant does with it is their side of the fence.
Why does the handover matter so much?
Sam runs a two-room physio clinic in Canberra. Last year she sent her accountant a login and a note saying "should all be in there". Over the following six weeks she got 23 emails. What was this $4,000 deposit in Feb 2026? Is the treatment table an asset or an expense? Why does the clinic's card show a $1,900 balance when the statement says $2,640? Is this customer really going to pay?
Every one of those questions was something Sam knew the answer to. She just hadn't written it down. Her accountant charges by the hour, so each email cost her twice: once in fees and once in her own evening.
This year she wants it done properly. Here's what that looks like.
The year-end handover checklist
Work through this list in the first few weeks of Jul 2027, once the Jun 2027 statements are out.
| # | What to provide | Why your accountant asks |
|---|---|---|
| 1 | Every bank account reconciled to 30 Jun 2027, with the reconciliation report | Proves the cash figure is real |
| 2 | Every credit card reconciled to its statement around 30 Jun 2027 | Cards are where personal and business spending get mixed |
| 3 | Loan statements showing the balance at 30 Jun 2027 | To confirm loan balances and the interest for the year |
| 4 | Aged receivables at 30 Jun 2027, with a note on anything doubtful | Decides whether any debts should be written off |
| 5 | Aged payables at 30 Jun 2027 | Confirms what the business owed at year end |
| 6 | Invoices for any equipment, vehicles or other assets bought or sold during the year | These are usually treated differently from everyday expenses |
| 7 | A stocktake at 30 Jun 2027, if you hold stock | Stock on hand affects cost of sales and profit |
| 8 | A summary of money you put in or took out personally | Separates business from personal |
| 9 | Suspense and uncategorised accounts at zero, or each item explained | Unknown items generate the most questions |
| 10 | A list of one-offs and anything unusual | Context they can't get from the numbers |
| 11 | Copies of new finance agreements, leases or major contracts | So they're recorded and treated correctly |
That's the whole pack. Most of it comes straight out of well-kept books; only items 7, 10 and 11 need anything from outside.
Item 1: what a reconciled bank account looks like
Your accountant isn't just looking for "it matches". They want the reconciliation report, because it shows how it matches. Here's Sam's main account at 30 Jun 2027:
| Amount | |
|---|---|
| Balance per bank statement, 30 Jun 2027 | $23,416.80 |
| Less payments recorded but not yet through the bank | ($1,240.00) |
| Add deposit recorded but not yet through the bank | $385.50 |
| Balance per books, 30 Jun 2027 | $22,562.30 |
$23,416.80 − $1,240.00 + $385.50 = $22,562.30. It ties. The outstanding items are listed by date and payee on the report, so the accountant can see they cleared in early Jul 2027, as they should.
If you have a reconciling item that's been outstanding for months, sort it before handover. An old unexplained difference is exactly the kind of thing that turns into ten emails.
Item 8: the personal money summary
This one causes more back-and-forth than anything else, especially for sole traders and small companies. Make a simple list of everything that moved between you and the business:
- Money you put in, with dates and where it came from
- Money you took out (drawings, or director loan repayments if you're a company)
- Personal expenses paid on the business card or account
- Business expenses paid from your personal account
This year, Sam's list explains a deposit that would otherwise have been a mystery: $5,000 on 2 Feb 2027, which was a personal loan from her dad that she put straight into the clinic to cover a slow month. Is that a loan to the business, or her own capital contribution? That depends on the arrangement, and it's a question for her accountant. But they can only ask it if they know the money came from her dad, not a customer.
If you run a company, payments between you and the company can have tax consequences. Don't try to sort that out yourself; just give your accountant a clear list.
Item 10: the one-offs list
Write half a page covering anything that wasn't business as usual. For Sam:
- Bought a treatment table for $3,800 on 12 Mar 2027 (invoice attached)
- Sold the old reception laptop to a staff member for $200 in Apr 2027
- Insurance claim for a water-damaged ceiling: claim paid $2,950 in May 2027
- One patient account of $640 disputed since Jan 2027; probably won't be paid
- Changed card provider in Nov 2026, old card account closed with a nil balance
Five lines that will save her accountant an hour of detective work.
A year-end timeline that doesn't wreck the last weeks of the year
You don't have to do this all in Jul 2027. Spread it out:
Through FY2026-27: reconcile monthly, keep suspense near zero, lock each month after it's closed. If you do this, the year-end pack is mostly a matter of exporting reports.
Apr 2027 to early Jun 2027: chase old debtors now, while there's still time to collect. Ask your accountant if there's anything specific they want this year.
30 Jun 2027: do your stocktake, if you hold stock. Count on the day, or as close as possible, and note the date.
First two weeks of Jul 2027: reconcile Jun 2027, enter every bill dated in Jun 2027, check receivables and payables, write the one-offs list.
Handover: send the pack, invite your accountant into the books, and agree that no one will change FY2026-27 transactions without telling them. Then lock the year.
What not to do at year end
- Don't keep editing last year after the handover. If you find something, tell your accountant rather than quietly fixing it. Their adjustments are built on the figures you gave them.
- Don't force reconciliations. A plug figure to "make it balance" just moves the question somewhere harder to find.
- Don't send piles of loose receipts. Your accountant wants the books, reconciled, plus the specific documents in the checklist. Shoeboxes cost money.
- Don't guess at tax treatments. Asset or expense, loan or capital, bad debt or not: record the facts plainly and let your accountant decide. Keep GST coded correctly through the year; your BAS agent or accountant handles lodgement.
How HelloBooks helps
In HelloBooks, the reconcile screen lines each bank statement up against your ledger with an AI match suggestion and confidence score on each statement line, so you only work through the exceptions, and credit-card accounts reconcile the same way. Each reconciliation produces a report showing opening balance, cleared items, outstanding items and closing balance that exports as PDF or CSV, which is exactly what item 1 asks for. Once a period is reconciled and signed off you can lock it, with any reopening logged. Aged receivables and payables, P&L, Balance Sheet and Cash Flow are on every plan, and Pro (A$30/month) adds Excel export. Most usefully, you can invite your bookkeeper, BAS agent or accountant into the same books, so they work from the real thing rather than a stack of attachments. See bank reconciliation, all bookkeeping features or pricing.
FAQs
When should I send my books to my accountant?
Ask them. Many prefer the pack within a few weeks of 30 Jun 2027, once Jun 2027 is reconciled. The earlier you agree a date, the easier it is to plan around.
Do I need to do a stocktake if I only hold a little stock?
If stock is part of your business, your accountant will want a figure at 30 Jun 2027. For a small amount it might take twenty minutes. Ask whether an estimate is acceptable for your situation.
Should I give my accountant access to my books or just send reports?
Access is usually better. They can see the detail behind any number without emailing you. Send the checklist items alongside so they know where to start.
What if my books aren't reconciled for the whole year?
Start now, oldest month first, rather than waiting until Jul 2027. If you're far behind, a bookkeeper can catch you up before handover, which is often cheaper than your accountant doing it at their rate.
Is this list the same for sole traders and companies?
The core is the same. Companies need extra care with money moving between the business and directors, so item 8 matters even more. Your accountant may add items for your particular setup.
Send a tidy pack in Jul 2027, and you'll probably hear from your accountant only when they're finished.
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