Client Documentation & Recordkeeping Policy

Our Approach

At Bookkeeping Conroe, our goal is to maintain accurate, reliable financial records while minimizing unnecessary administrative work and keeping bookkeeping services affordable.

Our standard bookkeeping services use a risk-based approach to transaction documentation. This means we prioritize supporting documentation where it is most valuable rather than requiring a receipt to be submitted for every transaction.

Standard Documentation Requirements

Routine Expenses Under $250

We generally do not require clients to submit receipts for individual routine business expenses under $250 unless additional verification is necessary.

This is a bookkeeping workflow threshold, not an exemption from IRS or other tax recordkeeping requirements.

Expenses of $250 or More

Transactions of $250 or more are subject to additional documentation review. We may request receipts, invoices, statements, or other supporting records when necessary.

A transaction exceeding $250 does not automatically require a receipt to be submitted if sufficient reliable documentation is already available.

Transactions Requiring Additional Review

Certain transactions may require documentation regardless of amount, including:

• Payments to independent contractors
• Purchases of vehicles, equipment, or other fixed assets
• Loans, financing arrangements, and related payments
• Unusual or unidentified transactions
• Transactions with unclear business purposes
• Transactions that appear inconsistent with prior activity
• Recurring payments that are significant in aggregate

Additional information may also be requested whenever necessary to establish appropriate accounting treatment.

Client Responsibilities

Clients are responsible for:

• Maintaining receipts, invoices, contracts, and supporting business records
• Retaining documentation required for tax, legal, and regulatory compliance
• Providing accurate information about the nature and purpose of business transactions
• Responding to reasonable requests for clarification or documentation
• Informing Bookkeeping Conroe about transactions that may not be apparent from bank or financial account records

Clients are generally expected to respond to documentation requests within 10 business days or communicate an anticipated delivery date.

This 10-business-day expectation applies to requests for receipts, invoices, and similar supporting records. It does not change the general responsiveness terms in your service agreement.

Our Responsibilities

As part of our standard bookkeeping services, Bookkeeping Conroe:

• Records and categorizes transactions using the information available
• Reconciles accounts within the agreed scope of services
• Reviews transactions for inconsistencies and potential accounting errors
• Requests additional documentation when warranted
• Identifies significant unresolved documentation deficiencies
• Communicates issues that may affect the reliability of financial reports

Standard bookkeeping services do not include independently obtaining, verifying, or attaching receipts for every transaction.

Bank statements and transaction descriptions may help establish accounting classifications, but they do not necessarily establish tax deductibility or sufficient substantiation for tax purposes.

Missing Documentation

When supporting documentation is unavailable, we may use reasonable accounting judgment and other available information to classify transactions, where appropriate.

Significant unresolved issues may be documented and communicated to the client.

Certain transactions may remain unresolved until adequate information is provided. Missing records may affect our ability to complete particular accounting procedures or deliver reliable reports.

Optional Enhanced Documentation Management

For clients who prefer more comprehensive documentation support, Bookkeeping Conroe offers enhanced documentation management as an optional service.

Depending on the agreed scope, this may include:

• Collecting and organizing receipts and invoices
• Attaching supporting documents to QuickBooks transactions
• Following up on missing documentation
• Maintaining documentation status reports
• Assisting with historical document organization

Enhanced documentation management is not included in standard monthly bookkeeping unless expressly stated in the client's service agreement.

Pricing is customized based on transaction volume, documentation requirements, and the level of support requested.

Clients remain responsible for providing records or authorizing access to available documentation. We cannot guarantee recovery of missing or unavailable records.

To discuss enhanced documentation services, please contact Bookkeeping Conroe.

Scope of Services

This policy describes our general documentation procedures.

The client's signed service agreement determines the services included in their engagement. If an agreement contains different or more specific requirements, the applicable agreement controls.

Historical bookkeeping, document reconstruction, extensive receipt collection, and other work outside an agreed engagement may require separate authorization and additional fees.

Policy Updates

Bookkeeping Conroe may periodically update this policy to reflect improvements in our procedures and services.

Updated versions will display a revision date and version number.

Material changes affecting contractual rights or obligations will be addressed in accordance with the applicable service agreement and will not automatically amend an existing agreement merely because this webpage has been updated.

Questions?

If you have questions about documentation requirements or would like additional recordkeeping assistance, please contact us:

Lochside LLC dba Bookkeeping Conroe
96 Beachwalk Boulevard, Office E
Conroe, TX 77304
United States
Email: support@bookkeepingconroe.com