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Confirm the requested reporting basis before exporting
A report's basis is part of its identity, along with the entity, period and filters. Ask the owner or accountant which settings they want and record those instructions. The assistant prepares the requested exports; selecting an accounting policy or determining tax treatment is outside that preparation role.
Do not assume that last month's settings are appropriate for a new request. A reviewer may request a different view for a specific question. Keep the instruction with the report so another person can understand what was requested and supplied.
Label reports so they cannot be confused
Record the basis, date range, entity, relevant filters and export date in the handoff. Use filenames that distinguish versions without relying on a label such as final. Preserve the settings visible in the report itself when exporting through the approved workflow.
When the reviewer requests two views, keep them clearly separated and identify which is which. Avoid combining figures from different settings in one summary without explicit instructions. If the outputs differ, report the difference as a question rather than assuming that one report is wrong.
Example: two readers received different versions
An owner forwards a report that differs from the version in the review packet. The assistant compares the report labels and settings and notes any differences. If the basis or period differs, they identify that discrepancy and ask which version should support the current review.
The reviewer confirms the intended view. The assistant updates the packet under those instructions and retains the superseded version with a clear status. They do not alter transactions to make the two report views agree.
Keep the handoff focused on preparation
Before sending a report, confirm the requested settings and access permissions, then state any unresolved questions. Link the reviewer's answer when the question is resolved. Consistent labeling prevents an old export from being treated as a current reporting decision.
Use the profit-and-loss review preparation guide for source questions and the reporting calendar for delivery dependencies. Define recurring exports with reporting support, leaving interpretation and accounting decisions with the authorized reviewer.
Related resources
Compare the service fit on the QuickBooks VA services page, then use the free consultation form to map the first handoff. For platform context, review QuickBooks Online.