Why does your accountant always send you incomprehensible emails… and how can you decode them?
Let's be honest: receiving an email from your accountant can sometimes feel like opening a spell book written in Old Latin. Here is a short guide!
Between the acronyms, the deadlines, the reminders and the mysterious attachments, you may be wondering whether you really speak the same language. Don't worry: it's normal, and there are tips to help you understand better. Here is a short decoding guide, so you no longer panic when your accountant writes to you.
Could you send me the supporting entries for last month's purchase ledger?
Translation: Send me the invoices and receipts that prove you actually spent this money.
The habit to adopt: Create a folder (ideally in your management software) where you file all your supporting documents as you go. This saves you hunting for everything on the 28th of the month. In eKo, for example, you can keep a history of everything in a library.
Please note, you have exceeded your VAT instalments; I suggest you plan ahead for the next return.
Translation: You have paid less VAT than expected, and you will need to make up the difference soon. Prepare yourself psychologically and financially.
The habit to adopt: Note the date of your next deadline in your diary and check your cash position right now.
Please send me the updated bank reconciliation.
Translation: I need a table comparing your bank statements with your accounts, just to check that everything matches.
The habit to adopt: If your sales management software includes a bank module, activate it. It saves a lot of headaches.
Can you confirm the matching of the customer accounts?
Translation: Have you checked that your customers have paid their invoices, and that these payments have been allocated correctly?
The habit to adopt: Regularly review which invoices are paid and which are not. Your cash flow will thank you. Needless to say, with eKo it takes just a few seconds.
Don't forget to make provisions for your accrued expenses.
Translation: Set aside the money needed for upcoming charges (URSSAF social security contributions in France, taxes, etc.) to avoid nasty surprises.
The habit to adopt: Plan your charges in a simple spreadsheet or a CRM/ERP that calculates provisions automatically.
This is a reminder about the stock count as at 31 December.
Translation: Send me the list of what you have left in stock, otherwise I will have to make it up, and you won't like it.
The habit to adopt: Carry out (at least) one accurate stock count every year and archive it. In eKo, it's as easy as pie.
Please approve the trial balance before year-end closing.
Translation: Check that all your accounts are correct and that nothing has been forgotten before we close the financial year.
The habit to adopt: Take at least 30 minutes to read through the document calmly; it is easier than correcting everything afterwards.
Conclusion
Your accountant is not trying to speak to you in secret code: they are simply following regulatory obligations. But with the right tools and a few simple habits, you will finally be able to reply to their emails without apprehension. By choosing eKo, you centralise your invoices, your supporting documents and your customer follow-up, saving time and avoiding oversights. Your accountant will thank you (and understand you better too).
