Organise records before they become scattered questions
Agree an internal date for assembling records with the office, separating complete documents from items awaiting clarification. A monthly routine is an organisational suggestion: it does not determine your reporting frequency or replace the deadlines and rules that apply to the business.
A preparation list: what should you assemble?
| Category | What to prepare as relevant and requested | What to flag |
|---|---|---|
| Income | Sales documents and receipts, as applicable | An incomplete transaction or an unidentified payment |
| Expenses | Supplier documents and the supporting records requested | A missing document or mixed business/private use |
| Credits and cancellations | Documents linked to the original transaction | A discrepancy or a possible duplicate |
| Banking and card settlements | The period reports requested, through the agreed channel | Fees, transfers between your own accounts or unexplained balances |
| Cash | Records and documentation required under the applicable rules | An unmatched receipt or payment |
| Employees | Information requested for the agreed payroll work | A change requiring more information |
| Significant purchases | The invoice and a description of the transaction | Equipment, an asset or a prepayment: do not classify it yourself as a current expense |
| Overseas activity | The transaction and payment records requested | An unidentified currency, amount or supplier |
| Open customer and supplier balances | A list of balances and questions for the period | An unpaid balance or an unrecorded credit |
This is a preparation list, not a mandatory list for every business. Providing a document does not establish that an expense is deductible or that input VAT can be recovered. A bank movement does not necessarily replace the required document. See the expense guide and business-specific checklists ↗
Three steps before sending the records
- Group one period together. State the period covered and separate earlier records that have not been dealt with.
- Flag exceptions. Add the date, the other party and the relevant document to each question. Do not fill a gap from memory as though it were a supporting record.
- Use the agreed channel. Do not send passwords or upload sensitive financial records to a public form. Agree how receipt will be confirmed and how outstanding items will be identified.
Example: 12 payments, 11 supporting records
Your checklist contains 12 supplier payments, but only 11 supporting records have been assembled. Mark the additional payment as awaiting clarification and request the appropriate document. Do not mark the whole folder complete or assume every movement is a deductible expense. This is an initial completeness check, not a full accounting reconciliation.
How is this different from the annual-return checklist?
This article covers an ongoing business routine. The annual-return checklist ↗ also brings together annual certificates and other information relevant to your circumstances. A capital declaration ↗ concerns assets and liabilities at the specified date. These lists complement one another.
How do you start working with Afargan?
Briefly describe the business and the issue requiring attention. The Petah Tikva office works digitally without in-person reception, and meetings take place on Zoom. The service scope, document-transfer process and internal dates must be agreed in advance. About the office and its workflow ↗ · What to agree at the outset ↗
Source and review scope
Israel Tax Authority — periodic VAT reporting. Reporting follows the period assigned to the business. This monthly checklist is an organizational recommendation, not a statutory monthly reporting requirement.
