Year-end prep
A year arrives in one box, in no order at all.
Late, all at once, and shuffled. The first two are a volume problem and software has always been good at those. The third is why a junior loses a fortnight: nothing can be totalled until everything has been read, because until then you do not know what belongs to which quarter.
- Jul
- Feb
- Nov
- Apr
- Jan
- Sep
- Dec
- Mar
- Jun
- Oct
- May
- Aug
The third problem
As it came out of the box.
A year of a client’s paperwork, in the sequence it actually arrived. Nothing here can be added up yet.
As it arrived
- Jul
- Feb
- Nov
- Apr
- Jan
- Sep
- Dec
- Mar
- Jun
- Oct
- May
- Aug
As it files
- Jan
- Feb
- Mar
- Apr
- May
- Jun
- Jul
- Aug
- Sep
- Oct
- Nov
- Dec
9 of 12 months are not where a calendar would put them
Sample year.
And then it is four filing periods.
A Cyprus VAT return is quarterly, so the useful thing a year turns into is four periods, each with its own total. Twelve months would be prettier and would answer a question nobody asked.
- Q1Jan · Feb · Mar74 documents
- Q2Apr · May · Jun75 documents
- Q3Jul · Aug · Sep61 documents
- Q4Oct · Nov · Dec110 documents
Documents in the box320
Not one document was dropped, merged, or given a date it did not have. Sorting a year only changes where things sit.
The year in, the working papers out.
Overnight for the big batches.
A typical 200-page batch takes about 12 minutes; the year-end bundles, 500 to 1,000 pages, finish overnight. Drop the box in the evening, review the workbooks in the morning.
The whole box, one drop.
Receipts, invoices, statements, photographed pages, and duplicates all go in together. Extraction detects each document, files it under its supplier, and flags what it could not read with confidence.
A year that cross-checks its quarters.
Year-end processing shows the whole picture at once: input VAT by quarter, suppliers that appear in the bank but not the purchase schedules, and gaps worth chasing before the accounts close, while there is still time to ask the client.
Bank reconciliation in the same pass.
The year's statements process alongside the documents, with transactions matched against the extracted records. Missing-document gaps surface as flags, not as audit queries six months later.
An audit-ready file by default.
Every row carries its source document embedded, adjustments are explicit, and inferences are flagged. The auditor's sample requests are answered from the workbook, one click per item.
Year-end prep questions, answered.
One batch can be up to 1,200 pages. A typical 200-page batch processes in about 12 minutes; the classic year-end bundle of 500 to 1,000 pages finishes overnight, with an email when the workbooks are ready. Bigger years can be split into a few drops, by quarter is the natural cut.
Yes, that is the intended input. Scan the box as it comes: receipts, supplier invoices, bank statements, photographed pages, in any order. Extraction detects where each document starts, reads it per line, and files it under its supplier.
Yes. Drop the year as four quarterly batches and each quarter's workbooks reconcile independently, useful for checking filed VAT returns against what the documents actually support, and for isolating which quarter a discrepancy lives in before correcting it.
The same way as a quarter, scaled: rows come back high-confidence or yellow-flagged, and review time goes to the flags. A year's review is a sitting, not a season, and it happens before the accounts work starts, so the accountant builds on checked figures.
The workbooks themselves make a strong working-papers file: per-supplier schedules with VAT per line, the source document embedded next to every row, explicit adjustment cells, and flags showing what was reviewed. Sample requests are answered from the file rather than from a document archive.
Send the whole box.
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