The most useful bookkeeping routine is the one you can follow consistently. The checklist below is a practical starting point; the records needed will depend on your activity and the services you use.
1. Keep sales records together
Make sure sales invoices, credit notes and information about payments received can be matched. If you use more than one sales channel or payment provider, keep the supporting reports together so receipts can be reconciled without guesswork.
- Sales invoices and credit notes.
- Records of customer receipts and outstanding balances.
- Payment processor or card settlement reports, if applicable.
- Notes supporting unusual adjustments or refunds.
2. Organise purchases and expenses
Record supplier invoices and receipts with enough context to understand what was purchased and why it relates to the business. Separate business and personal activity where relevant, and keep documentation for significant purchases, assets, loans and financing.
- Supplier invoices, receipts and credit notes.
- Expense claims and supporting explanations.
- Documents for equipment, assets, loans or financing.
- A record of bills received but not yet paid, where relevant.
3. Reconcile cash and bank activity
Bank and payment-provider reconciliations help identify missing entries, duplicate postings, timing differences and transactions that need explanation. Do not rely only on the bank balance shown in the banking app; compare it with the accounting records.
- Bank statements for each business account.
- Payment-provider and card settlement statements, where used.
- Cash records, if your business handles cash.
- A short list of unresolved differences to investigate.
5. Build a monthly review habit
A short monthly review can reveal issues before they become a backlog. Focus on completeness and explainability: can you trace a balance to a record, understand unusual movements and identify documents still missing?
- Check that expected bank statements and source records are present.
- Review customer and supplier balances for items needing follow-up.
- Investigate unusual or unexplained balances.
- Save a clear list of outstanding questions for your accountant.
Important: This is a practical organisation checklist, not a complete statement of Maltese statutory record-keeping or filing requirements. Confirm the obligations and retention periods applicable to your entity and activities.
Want help putting this into practice?
Accurixx can discuss the accounting or payroll support that fits your business and the work you need completed. The right scope should be agreed around your circumstances.