QuickBooks Reconciliation Support VA Workflow

Prepare a reconciliation packet the reviewer can follow

Reconciliation support begins with an agreed account and period. The assistant gathers the statement, supporting records and open questions so the authorized reviewer can complete the review. The goal is a traceable packet, not a forced balance or a set of unexplained adjustments.

Confirm the account identifier, statement start and end dates, opening and closing amounts shown by the source, and the approved location for earlier review records. Preserve the original statement. If pages are missing or the period is wrong, record the gap before proceeding.

Organize the packet around the source

Statement coverage

Prepare The complete source statement and the period it covers.

Question Are missing pages or a different account preventing comparison?

Prior review reference

Prepare The approved earlier record, where available within access scope.

Question Does the reviewer need to investigate an opening discrepancy?

Transaction support

Prepare References to invoices, receipts or other requested evidence.

Question Which items cannot yet be explained from the available sources?

Outstanding questions

Prepare A dated exception list with a reviewer and next action.

Question Which decisions or documents are still needed?

Review outcome

Prepare The authorized decision and any resulting task confirmation.

Question What remains open after the reviewer has examined the packet?

Example: the opening amount does not agree

The new packet contains a source statement whose opening amount does not agree with the expected comparison record. The assistant records the two references and the observed difference. They do not insert an adjustment to make the packet appear complete.

The reviewer may request earlier records or investigate changes outside the current preparation scope. Track that request and preserve the original observation. If the reviewer later authorizes a correction, connect the instruction and result to the exception instead of replacing the initial evidence.

Keep unresolved work visible

A request for a missing receipt and a question about a prior period may need different owners. Assign each issue to the person who can resolve it. Record the last contact and the next follow-up date; avoid relabeling an old issue as new whenever a fresh packet is prepared.

Use the reconciliation exception log to preserve those relationships. The assistant can organize evidence and follow up on requests without making the accounting judgment that closes the issue.

Deliver and document the handoff

Provide a short cover note with the account, period, packet version, available sources and outstanding questions. State any coverage limits plainly. Keep the reviewer's response and the completion evidence for approved follow-up work in the same record trail.

For a backlog, agree the order of accounts and periods with the reviewer before beginning. Cleanup and catch-up support can provide the collection and organization work while accounting decisions and final approval remain with the authorized professional.