Why good bookkeeping starts with the right documents

1. Credit card receipts

Missing receipts for credit card payments are a common issue in practice.

A credit card statement shows that a payment has been made, but this is often not enough for bookkeeping purposes. The corresponding receipt is needed to show what was purchased and how the expense should be recorded correctly.

2. Online invoices

Online invoices are also frequently overlooked. The reason is simple: documents that are not physically on the desk are less visible in everyday work.

Invoices from digital services, telecommunications providers or online platforms are often sent by email or made available in a customer account. If they are not saved or forwarded straight away, they may be missing later when the bookkeeping is processed.

3. The original invoice rather than a payment reminder

Another common situation in practice is that reminders or overdue payment notices are submitted because the original invoice can no longer be found.

The original invoice is important for bookkeeping. A reminder shows that a payment is still outstanding, but it does not always contain all the information required to record the transaction correctly.

Follow-up questions arise

When reconciling the bookkeeping, the bank account records or credit card statement show that a payment has been made. However, if the corresponding receipt is missing, it may not be clear what the payment was for or how the expense should be recorded.

Outstanding items remain unresolved for longer

In ongoing bookkeeping, payments are matched with the available supporting documents. If a document is missing, the item remains open.

Mendime explains that the bookkeeping can generally continue. However, individual entries have to be checked again once the missing document is submitted. The fewer outstanding items there are, the easier it is to keep the bookkeeping clear and process it efficiently.

Complete supporting documents are also important for VAT

Without the corresponding document, it is not always clear whether VAT is stated and how the expense should be recorded correctly. The earlier the correct document is available, the sooner the VAT treatment can be checked properly.

Submit documents regularly

Mendime’s most important practical tip is simple: documents should be collected and submitted regularly.

A fixed routine is ideal, for example every two weeks. Clients can choose a specific day to review invoices, receipts and other documents and upload them together.

This helps prevent bookkeeping from falling behind. Questions can be clarified earlier, and there is no need to search for everything at once before deadlines or the period-end close.

Save receipts straight away

Receipts are easy to forget in day-to-day business, especially for smaller expenses while on the go.

That is why it helps to save them as soon as possible. This does not mean that everything has to be kept on paper. Often, taking a photo and uploading the receipt digitally is enough.

What matters is that the receipt can still be found later and matched to the correct expense.

When in doubt, submit the document

Sometimes it is not immediately clear what should happen with an invoice, reminder or other document. Does something still need to be paid? Has it perhaps already been paid? Is the document relevant for bookkeeping?

In these situations, it is better to submit the document early rather than set it aside. When in doubt, it is better to submit one document too many than to forget an important one. This allows us to check whether the document is needed for bookkeeping and what the most appropriate next step is.