Give every document a home
Choose one place for invoices, receipts and statements. Use a consistent naming convention, such as the date, supplier and document type. The aim is to make a document easy to retrieve without relying on somebody remembering which email it arrived in.
Make missing information visible
Keep a short list of unanswered questions alongside your records. A payment without a receipt, an unfamiliar bank transaction or an invoice that needs correcting is easier to resolve while the details are fresh. Send that list to your accountant with the supporting documents.
Separate the records from the decisions
For a limited company, company banking must be separate from personal banking. Keep the evidence behind business transactions together. GOV.UK explains the company and accounting records directors must maintain; a bank feed alone is not a complete document archive.
Close with a useful conversation
Once the records are organised, write down what you want to understand: an unexpected cost, an overdue customer invoice or an upcoming purchase. A focused list helps your accountant explain what the numbers mean for the decisions in front of you.