Accounting Firm Desk
Bookkeeping and accounting firms
Clients, monthly closes, filing deadlines and document requests for an accounting firm.
Use this templateAccounting Firm Desk
This page is where the practice keeps its calendar honest: clients and engagements, the monthly close for each, the filing deadlines coming up and the documents still owed. It tracks work only and gives no tax or financial advice. Start on the Dashboard, then work Overdue and Mine.
Dashboard
Monthly close routine
Keeping the deadline calendar
Onboarding a new client
Chasing missing documents
Clients
The businesses, nonprofits and households the firm serves.
| Client | Status | Entity type | Service | Monthly fee (USD) | Contact email | Client since |
|---|---|---|---|---|---|---|
| Foxglove Floral Studio | Current | $1,150 | owner@foxglovefloral.net | Apr 26, 2025 | ||
| Brightwater Dental Group | Current | $2,400 | office@brightwaterdental.net | May 1, 2024 | ||
| Cedar Hollow Community Garden | Current | $420 | treasurer@cedarhollowgarden.net | Dec 22, 2025 | ||
| Alder & Vine Wine Bar | Current | $780 | kitchen@aldervinebar.net | Mar 22, 2026 | ||
| Odell Handyman Services | Current | $360 | odell@odellhandyman.net | Jun 20, 2026 | ||
| Kimura-Reyes Household | Current | $200 | kimurareyes@mailpost.net | Nov 17, 2024 | ||
| Pinecone Playschool | Onboarding | $950 | director@pineconeplay.net | Oct 4, 2026 | ||
| Westfield Tool & Die | Ended | $1,800 | books@westfieldtool.net | Jul 6, 2023 |
Monthly closes
One close per client per month, from documents in to package delivered.
| Close | Stage | Documents due | Package due | Package delivered | Unreconciled items | Client |
|---|---|---|---|---|---|---|
| Foxglove: last month close | Bookkeeping | Oct 12, 2026 | Oct 22, 2026 | — | 14 | Foxglove Floral Studio |
| Brightwater Dental: last month close | Review | Oct 10, 2026 | Oct 15, 2026 | — | 3 | Brightwater Dental Group |
| Cedar Hollow: last month close | Waiting on documents | Oct 17, 2026 | Oct 26, 2026 | — | 32 | Cedar Hollow Community Garden |
| Alder & Vine: last month close | Bookkeeping | Oct 11, 2026 | Oct 17, 2026 | — | 9 | Alder & Vine Wine Bar |
| Odell: last month close | Delivered | Oct 6, 2026 | Oct 16, 2026 | Oct 15, 2026 | 0 | Odell Handyman Services |
| Foxglove: previous month close | Delivered | Sep 12, 2026 | Sep 22, 2026 | Sep 21, 2026 | 0 | Foxglove Floral Studio |
| Brightwater Dental: previous month close | Delivered | Sep 10, 2026 | Sep 20, 2026 | Sep 19, 2026 | 0 | Brightwater Dental Group |
| Pinecone Playschool: opening balances | Waiting on documents | Oct 20, 2026 | Nov 1, 2026 | — | 60 | Pinecone Playschool |
Filing deadlines
Tax and compliance dates the firm prepares and files for each client.
| Deadline | Status | Kind | Due | Filed on | Client | Preparer |
|---|---|---|---|---|---|---|
| Alder & Vine: quarterly payroll filing | Prepared | Oct 24, 2026 | — | Alder & Vine Wine Bar | Ingrid Halvorsen | |
| Foxglove: sales tax return | Upcoming | Oct 27, 2026 | — | Foxglove Floral Studio | Ingrid Halvorsen | |
| Brightwater Dental: quarterly estimates | Upcoming | Nov 6, 2026 | — | Brightwater Dental Group | Prakash Venkatesan | |
| Cedar Hollow: annual nonprofit filing | Upcoming | Dec 2, 2026 | — | Cedar Hollow Community Garden | Prakash Venkatesan | |
| Kimura-Reyes: household return | Prepared | Oct 20, 2026 | — | Kimura-Reyes Household | Prakash Venkatesan | |
| Odell: quarterly estimates | Filed | Oct 10, 2026 | Oct 8, 2026 | Odell Handyman Services | Prakash Venkatesan | |
| Alder & Vine: sales tax return | Filed | Oct 6, 2026 | Oct 5, 2026 | Alder & Vine Wine Bar | Ingrid Halvorsen | |
| Pinecone: state registration renewal | Upcoming | Oct 15, 2026 | — | Pinecone Playschool | Leandro Castellanos |
Document requests
Documents the firm has asked each client to send.
| Request | Status | Asked on | Needed by | Client | Added | Log arrival |
|---|---|---|---|---|---|---|
| Bank statements, all accounts | Reminded | Oct 9, 2026 | Oct 16, 2026 | Cedar Hollow Community Garden | — | — |
| Credit card statements | Requested | Oct 16, 2026 | Oct 23, 2026 | Cedar Hollow Community Garden | — | — |
| Payroll register and tip reports | Received | Oct 8, 2026 | Oct 13, 2026 | Alder & Vine Wine Bar | — | — |
| Receipts for equipment purchases | Requested | Oct 17, 2026 | Oct 24, 2026 | Odell Handyman Services | — | — |
| Prior year return and loan documents | Reminded | Oct 4, 2026 | Oct 14, 2026 | Pinecone Playschool | — | — |
| Charitable giving receipts | Requested | Oct 15, 2026 | Oct 25, 2026 | Kimura-Reyes Household | — | — |
| Supplier invoices over 500 dollars | Received | Oct 10, 2026 | Oct 15, 2026 | Foxglove Floral Studio | — | — |
| Practice management export | Requested | Oct 16, 2026 | Oct 16, 2026 | Brightwater Dental Group | — | — |
Closes, deadlines and documents at a glance.
| Close | Stage | Documents due | Package due | Package delivered | Unreconciled items | Client |
|---|---|---|---|---|---|---|
| Foxglove: last month close | Bookkeeping | Oct 12, 2026 | Oct 22, 2026 | — | 14 | Foxglove Floral Studio |
| Brightwater Dental: last month close | Review | Oct 10, 2026 | Oct 15, 2026 | — | 3 | Brightwater Dental Group |
| Cedar Hollow: last month close | Waiting on documents | Oct 17, 2026 | Oct 26, 2026 | — | 32 | Cedar Hollow Community Garden |
| Alder & Vine: last month close | Bookkeeping | Oct 11, 2026 | Oct 17, 2026 | — | 9 | Alder & Vine Wine Bar |
| Odell: last month close | Delivered | Oct 6, 2026 | Oct 16, 2026 | Oct 15, 2026 | 0 | Odell Handyman Services |
| Foxglove: previous month close | Delivered | Sep 12, 2026 | Sep 22, 2026 | Sep 21, 2026 | 0 | Foxglove Floral Studio |
| Brightwater Dental: previous month close | Delivered | Sep 10, 2026 | Sep 20, 2026 | Sep 19, 2026 | 0 | Brightwater Dental Group |
| Pinecone Playschool: opening balances | Waiting on documents | Oct 20, 2026 | Nov 1, 2026 | — | 60 | Pinecone Playschool |
| Deadline | Status | Kind | Due | Filed on | Client | Preparer |
|---|---|---|---|---|---|---|
| Alder & Vine: quarterly payroll filing | Prepared | Oct 24, 2026 | — | Alder & Vine Wine Bar | Ingrid Halvorsen | |
| Foxglove: sales tax return | Upcoming | Oct 27, 2026 | — | Foxglove Floral Studio | Ingrid Halvorsen | |
| Brightwater Dental: quarterly estimates | Upcoming | Nov 6, 2026 | — | Brightwater Dental Group | Prakash Venkatesan | |
| Cedar Hollow: annual nonprofit filing | Upcoming | Dec 2, 2026 | — | Cedar Hollow Community Garden | Prakash Venkatesan | |
| Kimura-Reyes: household return | Prepared | Oct 20, 2026 | — | Kimura-Reyes Household | Prakash Venkatesan | |
| Odell: quarterly estimates | Filed | Oct 10, 2026 | Oct 8, 2026 | Odell Handyman Services | Prakash Venkatesan | |
| Alder & Vine: sales tax return | Filed | Oct 6, 2026 | Oct 5, 2026 | Alder & Vine Wine Bar | Ingrid Halvorsen | |
| Pinecone: state registration renewal | Upcoming | Oct 15, 2026 | — | Pinecone Playschool | Leandro Castellanos |
| Request | Status | Asked on | Needed by | Client | Added | Log arrival |
|---|---|---|---|---|---|---|
| Bank statements, all accounts | Reminded | Oct 9, 2026 | Oct 16, 2026 | Cedar Hollow Community Garden | — | — |
| Credit card statements | Requested | Oct 16, 2026 | Oct 23, 2026 | Cedar Hollow Community Garden | — | — |
| Payroll register and tip reports | Received | Oct 8, 2026 | Oct 13, 2026 | Alder & Vine Wine Bar | — | — |
| Receipts for equipment purchases | Requested | Oct 17, 2026 | Oct 24, 2026 | Odell Handyman Services | — | — |
| Prior year return and loan documents | Reminded | Oct 4, 2026 | Oct 14, 2026 | Pinecone Playschool | — | — |
| Charitable giving receipts | Requested | Oct 15, 2026 | Oct 25, 2026 | Kimura-Reyes Household | — | — |
| Supplier invoices over 500 dollars | Received | Oct 10, 2026 | Oct 15, 2026 | Foxglove Floral Studio | — | — |
| Practice management export | Requested | Oct 16, 2026 | Oct 16, 2026 | Brightwater Dental Group | — | — |
| Client | Status | Entity type | Service | Monthly fee (USD) | Contact email | Client since |
|---|---|---|---|---|---|---|
| Foxglove Floral Studio | Current | $1,150 | owner@foxglovefloral.net | Apr 26, 2025 | ||
| Brightwater Dental Group | Current | $2,400 | office@brightwaterdental.net | May 1, 2024 | ||
| Cedar Hollow Community Garden | Current | $420 | treasurer@cedarhollowgarden.net | Dec 22, 2025 | ||
| Alder & Vine Wine Bar | Current | $780 | kitchen@aldervinebar.net | Mar 22, 2026 | ||
| Odell Handyman Services | Current | $360 | odell@odellhandyman.net | Jun 20, 2026 | ||
| Kimura-Reyes Household | Current | $200 | kimurareyes@mailpost.net | Nov 17, 2024 | ||
| Pinecone Playschool | Onboarding | $950 | director@pineconeplay.net | Oct 4, 2026 | ||
| Westfield Tool & Die | Ended | $1,800 | books@westfieldtool.net | Jul 6, 2023 |
Closes past their package date
| Close | Stage | Documents due | Package due | Package delivered | Unreconciled items | Client |
|---|---|---|---|---|---|---|
| Foxglove: last month close | Bookkeeping | Oct 12, 2026 | Oct 22, 2026 | — | 14 | Foxglove Floral Studio |
| Brightwater Dental: last month close | Review | Oct 10, 2026 | Oct 15, 2026 | — | 3 | Brightwater Dental Group |
| Cedar Hollow: last month close | Waiting on documents | Oct 17, 2026 | Oct 26, 2026 | — | 32 | Cedar Hollow Community Garden |
| Alder & Vine: last month close | Bookkeeping | Oct 11, 2026 | Oct 17, 2026 | — | 9 | Alder & Vine Wine Bar |
| Odell: last month close | Delivered | Oct 6, 2026 | Oct 16, 2026 | Oct 15, 2026 | 0 | Odell Handyman Services |
| Foxglove: previous month close | Delivered | Sep 12, 2026 | Sep 22, 2026 | Sep 21, 2026 | 0 | Foxglove Floral Studio |
| Brightwater Dental: previous month close | Delivered | Sep 10, 2026 | Sep 20, 2026 | Sep 19, 2026 | 0 | Brightwater Dental Group |
| Pinecone Playschool: opening balances | Waiting on documents | Oct 20, 2026 | Nov 1, 2026 | — | 60 | Pinecone Playschool |
Deadlines in the next 14 days
| Deadline | Status | Kind | Due | Filed on | Client | Preparer |
|---|---|---|---|---|---|---|
| Alder & Vine: quarterly payroll filing | Prepared | Oct 24, 2026 | — | Alder & Vine Wine Bar | Ingrid Halvorsen | |
| Foxglove: sales tax return | Upcoming | Oct 27, 2026 | — | Foxglove Floral Studio | Ingrid Halvorsen | |
| Brightwater Dental: quarterly estimates | Upcoming | Nov 6, 2026 | — | Brightwater Dental Group | Prakash Venkatesan | |
| Cedar Hollow: annual nonprofit filing | Upcoming | Dec 2, 2026 | — | Cedar Hollow Community Garden | Prakash Venkatesan | |
| Kimura-Reyes: household return | Prepared | Oct 20, 2026 | — | Kimura-Reyes Household | Prakash Venkatesan | |
| Odell: quarterly estimates | Filed | Oct 10, 2026 | Oct 8, 2026 | Odell Handyman Services | Prakash Venkatesan | |
| Alder & Vine: sales tax return | Filed | Oct 6, 2026 | Oct 5, 2026 | Alder & Vine Wine Bar | Ingrid Halvorsen | |
| Pinecone: state registration renewal | Upcoming | Oct 15, 2026 | — | Pinecone Playschool | Leandro Castellanos |
Documents overdue
| Request | Status | Asked on | Needed by | Client | Added | Log arrival |
|---|---|---|---|---|---|---|
| Bank statements, all accounts | Reminded | Oct 9, 2026 | Oct 16, 2026 | Cedar Hollow Community Garden | — | — |
| Credit card statements | Requested | Oct 16, 2026 | Oct 23, 2026 | Cedar Hollow Community Garden | — | — |
| Payroll register and tip reports | Received | Oct 8, 2026 | Oct 13, 2026 | Alder & Vine Wine Bar | — | — |
| Receipts for equipment purchases | Requested | Oct 17, 2026 | Oct 24, 2026 | Odell Handyman Services | — | — |
| Prior year return and loan documents | Reminded | Oct 4, 2026 | Oct 14, 2026 | Pinecone Playschool | — | — |
| Charitable giving receipts | Requested | Oct 15, 2026 | Oct 25, 2026 | Kimura-Reyes Household | — | — |
| Supplier invoices over 500 dollars | Received | Oct 10, 2026 | Oct 15, 2026 | Foxglove Floral Studio | — | — |
| Practice management export | Requested | Oct 16, 2026 | Oct 16, 2026 | Brightwater Dental Group | — | — |
How to read the numbers
A repeatable close is the product. Clients buy not having to think about it.
Day one to three
Create the close row for each client and set Documents due and Package due.
Send the document request with a clear list and a date.
Chase anything missing on day three with a phone call, not another email.
Bookkeeping
Reconcile every bank and card account to the statement.
Review uncategorized transactions and ask the client about anything unusual.
Post payroll and check sales tax accounts.
Review
Reconciliations tie to statements
No unexplained balances
Month-over-month changes explained
A second person has looked at the numbers
Delivery
Send the package with two or three sentences on what changed, then press Deliver package.
Setting up
Add every recurring deadline per client at onboarding: payroll, sales tax, estimates and annual filings.
Give each a preparer and a due date, and confirm both with the client.
Working it
Check Deadlines in the next 14 days every Monday.
Anything Upcoming within seven days gets a preparer and a plan.
When a deadline cannot be met, record an extension request and tell the client why.
After filing
Press Record filing and note the confirmation number.
Save the copy in the client folder.
This template tracks the work. The rules for each filing come from your professional guidance and the authorities concerned.
Week one
Engagement letter signed and fee set on the client row
Access to bank feeds and accounting software confirmed
Prior year records and opening balances requested
Deadlines for the year added to the calendar
Week two
Review the books they already have and list every clean-up item.
Agree the document routine: where files go, who sends, by which day.
First close
Run the first close slowly. Write down every question you had to ask, and turn the answers into the checklist on the client page.
The ladder
Making it easier
Ask for a few documents at a time, not thirty.
Offer a secure upload link and say how long it takes.
Thank them as soon as something arrives, and press Log arrival.
What's inside
5 tables · 22 views · 1 form · 3 row actions · 1 agent6 pages
- Accounting Firm Desk
- Dashboard
- Monthly close routine
- Keeping the deadline calendar
- Onboarding a new client
- Chasing missing documents
4 tables
- Clients3 views · 8 sample rows
- Monthly closes7 views · 8 sample rows
- Filing deadlines6 views · 9 sample rows
- Document requests6 views · 8 sample rows
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