UAE Bookkeeping Checklist for Business Owners: Complete Monthly Guide
Business owners often ask: "What actually needs to be done each month to keep my books compliant?"
This checklist answers that clearly. Once owners see the workload, they immediately understand why outsourcing bookkeeping is not an expense—it's protection.
The Essential Monthly Checklist
Complete Task Breakdown
1. Sales Reconciliation
Match POS, invoices, online platforms, and bank deposits
Daily tasks:
[ ] Record all sales transactions[ ] Match POS totals to actual collections[ ] Record cash sales separately[ ] Track credit card settlements[ ] Document delivery app salesWeekly tasks:
[ ] Reconcile POS to bank deposits[ ] Investigate discrepancies immediately[ ] Follow up on pending credit card settlements[ ] Verify payment gateway transfersMonth-end tasks:
[ ] Reconcile total monthly sales across all channels[ ] Verify revenue by category[ ] Confirm all invoices issued are recorded[ ] Review and adjust accrued revenue[ ] Generate sales report by product/serviceCommon issues to catch:
Missing delivery app commissionsUnrecorded credit card refundsDeposits in transit not recordedIncorrect revenue categorizationPersonal transactions mixed with business2. Purchase & Supplier Reconciliation
Verify supplier statements and match them with entries
Weekly tasks:
[ ] Record all purchase invoices received[ ] Verify supplier TRNs on new invoices[ ] Apply correct VAT treatment[ ] Code expenses to appropriate accountsMonth-end tasks:
[ ] Request statements from all key suppliers[ ] Match supplier statements to your books[ ] Identify discrepancies: - Missing invoices
- Unrecorded credit notes
- Misposted payments
- Pricing differences
[ ] Communicate with suppliers to resolve[ ] Adjust your books with proper documentation[ ] Confirm agreed balancesRed flags to investigate:
Large balance differencesNegative supplier balancesVery old unpaid invoicesDuplicate invoicesMissing payment history3. Expense Classification
Ensure correct VAT treatment and mapping
Review all expenses:
[ ] Verify expense categories correct[ ] Confirm VAT codes applied properly[ ] Separate capital expenses from operating[ ] Remove personal expenses[ ] Allocate shared costs appropriately[ ] Code vehicle expenses correctly[ ] Classify employee costs properlyVAT treatment validation:
[ ] Standard-rated (5%): Correctly applied[ ] Zero-rated: Supporting documents attached[ ] Exempt: Properly categorized[ ] Out of scope: Appropriately excludedCommon misclassifications to fix:
Equipment purchase coded as repairsPersonal expenses in business accountsCapital improvements coded as maintenanceStaff costs misclassifiedIncorrect VAT on imports4. VAT Review
Check codes, amounts, and supporting documents
Invoice-level review:
[ ] Review all sales invoices for VAT accuracy[ ] Verify all purchase invoices have valid TRNs[ ] Check VAT calculations are correct[ ] Confirm zero-rated transactions have evidence[ ] Verify reverse charge properly appliedVAT reconciliation:
[ ] Calculate output VAT from sales[ ] Calculate input VAT from purchases[ ] Reconcile to VAT return (if due this month)[ ] Investigate variances[ ] Prepare supporting schedulesDocumentation check:
[ ] All invoices filed and accessible[ ] Export documents for zero-rated sales[ ] Import VAT payment receipts[ ] TRN verification for new suppliers[ ] Credit notes properly recorded5. Bank Reconciliation
Match every line item with accounting
Daily (ideal):
[ ] Import bank transactions[ ] Match transactions to recorded entries[ ] Identify and investigate unmatched itemsWeekly:
[ ] Clear all matched transactions[ ] Code unmatched deposits[ ] Code unmatched payments[ ] Contact bank for unknown transactionsMonth-end:
[ ] Final bank reconciliation for the month[ ] Confirm all transactions accounted for[ ] Investigate outstanding items: - Deposits in transit
- Outstanding cheques
- Bank fees not recorded
- Transfers between accounts
[ ] Adjust book balance to match bank[ ] Generate reconciliation report[ ] Review and approveReconciliation must show:
Beginning bank balancePlus: Deposits per bankLess: Withdrawals per bankEnding bank balanceReconciled to book balance6. Payroll & Petty Cash Validation
Correct salary postings and daily spending
Payroll tasks:
[ ] Verify payroll entries match processed payroll[ ] Confirm salary transfers match WPS file[ ] Record EOSB accrual for month[ ] Code employee costs correctly[ ] Verify deductions properly recorded[ ] Confirm employer costs includedPetty cash management:
[ ] Count physical cash[ ] Match to petty cash log[ ] Review all petty cash vouchers[ ] Verify receipts attached[ ] Code petty cash expenses[ ] Replenish petty cash fund[ ] Reconcile petty cash account7. Monthly Management Report
Profit, cash flow, balance sheet, KPIs
Financial statements:
[ ] Profit and Loss Statement (P&L) - Revenue by category
- Cost of goods sold
- Gross profit and margin
- Operating expenses by type
- Net profit
[ ] Balance Sheet - Assets (current and fixed)
- Liabilities (current and long-term)
- Equity and retained earnings
[ ] Cash Flow Statement - Operating activities
- Investing activities
- Financing activities
- Net change in cash
Key Performance Indicators (KPIs):
[ ] Revenue vs. budget[ ] Gross profit margin[ ] Net profit margin[ ] Average transaction value[ ] Customer count[ ] Receivables aging (DSO)[ ] Payables aging (DPO)[ ] Cash balance trend[ ] Burn rate (if applicable)Analysis:
[ ] Month-over-month comparison[ ] Year-over-year comparison[ ] Budget vs. actual variance analysis[ ] Explanation of significant variances[ ] Trend identification[ ] Recommendations for actionWhy This Checklist Matters
The Foundation of Financial Stability
This cycle keeps your business:
1. Audit-ready
Complete documentationProper categorizationReconciled accountsSupporting evidenceProfessional presentation2. VAT-ready
Accurate VAT calculationsValid supporting invoicesProper classificationsComplete documentationTimely filing3. Financially stable
Clear cash positionTracked receivablesManaged payablesControlled expensesInformed decision-makingWithout this cycle, issues compound silently:
Small errors become large problemsVAT mistakes accumulateCash flow becomes unpredictableSupplier disputes ariseDecision-making suffersAudit risk increasesMonthly Timeline
Week-by-Week Schedule
Week 1 (Days 1-7):
Daily: Record transactions, reconcile POS to bankReview prior month close (if carryover tasks)Begin gathering supplier statementsProcess payroll if dueWeek 2 (Days 8-14):
Continue daily transaction recordingRequest outstanding supplier statementsBegin supplier reconciliationReview expense classificationsPetty cash count and reconciliationWeek 3 (Days 15-21):
Complete supplier reconciliationFinalize bank reconciliationReview all VAT entriesPrepare VAT return if dueStart financial statement preparationWeek 4 (Days 22-Month End):
Finalize financial statementsCalculate KPIsPrepare management reportReview with ownershipFile VAT return (if due)Plan for next monthDetailed Task Descriptions
Sales Reconciliation Deep Dive
For restaurants:
POS daily reportsCash collected and bankedCredit card settlement reportsDelivery aggregator reports (Talabat, Deliveroo, etc.)Catering invoicesGift card sales and redemptionsFor clinics:
Patient invoices issuedInsurance claim submissionsCash and card collectionsInsurance payments receivedOutstanding receivables follow-upFor retail:
Daily sales by payment methodReturns and refundsLayaway or installment salesWholesale vs. retailOnline vs. in-storeFor service businesses:
Invoices issuedMilestone billingRetainer collectionsDeposits receivedCollections on accountVAT Review Process
Output VAT validation:
List all sales invoicesVerify VAT rate appliedCheck calculationsConfirm VAT properly recordedTotal output VAT for monthInput VAT validation:
List all purchase invoicesVerify supplier TRN validCheck VAT amount matches invoiceConfirm expense type qualifies for input VATTotal input VAT for monthVAT return preparation (if due):
Calculate net VAT payable or recoverablePrepare supporting schedulesReview for reasonablenessCompare to prior periodsExplain significant variancesObtain approvalFile on timeMake payment if dueCommon Pitfalls to Avoid
Mistakes That Derail Monthly Close
1. Delaying transaction recording
Transactions pile upDetails forgottenErrors increaseMonth-end delayedSolution: Record transactions daily or weekly maximum
2. Skipping reconciliations
Errors undetectedBalances unreliableFinancial statements wrongAudit risk increasesSolution: Reconcile bank and suppliers monthly without exception
3. Ignoring small discrepancies
Small errors accumulateLarge variances unexplainableCredibility lostFTA audit triggeredSolution: Investigate and resolve all discrepancies, no matter how small
4. Poor documentation
Cannot support transactionsVAT claims deniedAudit failuresPenalties assessedSolution: Maintain complete, organized documentation
5. No review or approval
Errors go unnoticedNo accountabilityFinancial statements unreliableDecisions based on wrong dataSolution: Implement formal review and approval process
Conclusion
Monthly bookkeeping is comprehensive, detailed work. It requires:
Discipline and consistencyAttention to detailTechnical knowledgeTime and focusProfessional standardsBenefits of proper monthly bookkeeping:
Accurate financial informationInformed decision-makingVAT compliance and confidenceAudit readinessCash flow visibilityPeace of mindCost of inadequate bookkeeping:
Wrong financial informationPoor decisionsVAT penaltiesAudit failuresCash flow surprisesConstant stressThe choice is clear: invest in proper monthly bookkeeping or pay the price in penalties, lost opportunities, and sleepless nights.
Get Expert Support
If you want this entire checklist managed for you every month by the best bookkeeping firm in Abu Dhabi, Ratio delivers a clean, predictable, and fully compliant accounting cycle so you never worry about your books again.
Our Monthly Bookkeeping Service Includes:
Daily transaction recordingWeekly bank reconciliationMonthly supplier reconciliationVAT review and filingPayroll processing and validationPetty cash managementFinancial statement preparationManagement reporting and analysisKPI trackingProfessional review and approvalYou receive:
Accurate, timely financial statementsClear KPI dashboardsVariance analysis and insightsAction recommendationsComplete documentationVAT compliance confidenceDedicated bookkeeping teamMonthly review meetingsConnect with Ratio to implement a professional monthly bookkeeping cycle and gain complete financial control.
