Quick answer
Upload the bank's own year-end statement for every bank, card and loan account, and a bank reconciliation only where the statement does not agree the trial balance. Then the lender's schedules and agreements, and the client's stock, dividend, pension and director's loan documents. A ledger listing from the books is never a substitute for the third party's statement.
When you meet this
When you prepare the year-end pack. These slots sit in the Bank & cash, Debtors, Creditors, Commitments and Other sections of the Files screen. "Read" and "Being proven" are explained in the Year-end export list.
Bank and credit card statements
One statement per account, and it must include the year-end date. A statement that agrees the trial balance to the penny makes the reconciliation unnecessary.
What | Status |
The PDF statement from the bank or online banking, for Santander, NatWest (including the commercial card), Barclays, Barclaycard, Halifax, Monzo, Aldermore, Revolut, Wise, Bankinter, American Express, Capital on Tap and PayPal | Read |
A scanned paper statement from Santander, NatWest or Barclays (read by OCR in the background) | Read |
An Excel statement export from online banking | Read |
HSBC, Lloyds, Starling, Tide and any other bank or card provider | Being proven |
A CSV export, a scanned statement from another bank, or a photo or screenshot of the banking app | Being proven |
A factoring or invoice finance statement | Being proven |
Bank reconciliation
Only needed when the trial balance does not agree the year-end statement. Run it as at the year end.
What | Status |
Xero's Bank Reconciliation Summary, Excel (read in full) or PDF (read for the totals) | Read |
Your firm's own reconciliation: balance per bank, outstanding items, balance per the books. Excel or PDF, one or several accounts per file | Read |
Not a reconciliation: a QuickBooks account register or any listing of the account from the books. It is flagged as the client's own register, and AllDone asks for the bank statement instead.
Loans, HP and leases
Slot | What to upload | Status |
Loan / HP agreements & statements | The lender's repayment or amortisation schedule (Excel or PDF): the best evidence of the split between within and after one year | Read for an HP schedule in PDF; Being proven for other layouts |
The same slot | The agreement, or a loan statement (Bounce Back Loans included). Read with AI and shown for you to confirm | Being proven |
The same slot | AllDone's HP and finance register (download it from the slot) | Read |
Contract hire agreements | The agreements (a photo of a paper copy is fine), or AllDone's operating leases register, or your firm's lease commitments workbook | Read for the register and the workbook; Being proven for agreements |
Other client records
Slot | What to upload | Status |
Stock valuation | The year-end count or valuation, with any WIP, as a spreadsheet or a job WIP export | Read |
The same slot | A photo of the count sheet: confirm its total on the Read and confirm card | Being proven |
Prepayments schedule / Accruals schedule | Your or the client's Excel schedule, one side per slot. Optional: without one, AllDone builds the analysis from the control accounts | Read (a new layout is confirmed once) |
Dividend voucher(s) | The voucher for each dividend declared in the period, PDF | Read |
Pension provider statement(s) | A NEST contribution schedule (CSV) | Read |
The same slot | The provider's own statement, including directors' personal contributions | Being proven |
Director loan statement(s) | A statement of each director's loan, one per director | Read |
Investment / broker statements | The broker's or provider's valuation at the year end; a screenshot is fine. Read with AI and shown for you to confirm | Being proven |
What not to upload
The ledger's own activity report as a director's loan statement, such as Xero's Account Transactions for the loan account. It is the books, not evidence of them: the slot flags it and the directors' loans card still asks for a statement.
A bank reconciliation when the statement already agrees. Once every uploaded statement agrees to the penny, the slot says a reconciliation is not needed and will not be used.
A current account statement in the Loan / HP slot. It is flagged with a one-click move to Bank and credit card statements.
If something looks wrong
A statement is matched to no account. The bank matching card on the Records stage offers to match it to each account it could belong to; choose the right one.
A statement reads nothing. Open its card on the Read and confirm page and type the closing figure; the check ties it.
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