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A clearer month-end close starts with an exception log
Give every unclear transaction an owner and a next step before approving your monthly books.
A month-end review can stall on a handful of questions: a card purchase without a receipt, a deposit nobody recognizes, or two entries that might describe the same payment. Put those questions in one place before changing the books. An exception log turns scattered messages into a reviewable work queue.
Build a small, useful log
Use one row per unresolved item. Include the transaction date, reference, amount, account, question, responsible person and next review date. Keep supporting files in your agreed document system; the log only needs a reference to them.
| Item | Question | Next action |
|---|---|---|
| Card purchase | What was purchased and why? | Request the receipt and business purpose. |
| Unmatched deposit | Which invoice or other source explains it? | Ask the sales or operations owner for evidence. |
| Possible duplicate | Are these separate events? | Compare references before removing anything. |
Make resolution visible
When someone answers, record what evidence was received and who approved the treatment. Use statuses such as “waiting for document,” “ready for review” and “resolved.” Avoid marking an item resolved merely because somebody replied; the answer still needs to address the original question.
This is an organizational workflow, not a substitute for a reconciliation or professional judgment. A helpful close note states what was reviewed, what remains open, and who owns the next action.
Keep the evidence with the decision
The IRS explains that business records should support income and expenses, and that retention depends on what a record documents. Keep the evidence used for an entry and establish a retention policy appropriate to your circumstances. See IRS recordkeeping guidance.
Questions about exception logs
Is this a second set of books?
No. It is a question tracker that references the accounting records; it should not become another transaction ledger.
How often should it be reviewed?
Agree a cadence with the people answering the questions. Set a clear review date for items that would otherwise linger.
What if evidence never arrives?
Keep the unresolved status visible and ask the responsible reviewer to decide the treatment. Do not invent a receipt or a business purpose.
Prepared by The Solution Bridge. Sources checked September 30, 2026. Educational information; software instructions and tax requirements can change.
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Useful answers
Bookkeeping FAQs
What should I prepare before a bookkeeping review?
Start with the period, bank and card statements, sales and purchase records, and a list of unresolved transactions. Agree a secure document-sharing method before sending files.
Should I guess a category for an unclear transaction?
Keep it on an exception list with its date, amount and question. Ask the responsible person for supporting evidence before approving the final treatment.
Can bookkeeping support include catch-up work?
Catch-up work can be discussed separately. The period, missing documents, software access and review responsibilities determine the scope.
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