Month-End Close

The month-end close is a structured set of tasks you complete after every accounting period to confirm that the books are accurate, balanced, and ready for reporting. Done consistently, it prevents errors from compounding across periods and gives your client reliable financial statements each month.

This guide walks through the full month-end checklist for a typical small-business client in Kuberan Books.

Build a recurring engagement

Create a recurring engagement in Practice Management for each client’s monthly bookkeeping. Attach a Playbook with these checklist items so every step is tracked and nothing falls through the cracks.

Month-end checklist

1. Reconcile all bank accounts

Reconciliation confirms that every transaction in Kuberan Books matches the actual bank statement — no missing transactions, no duplicates, no data entry errors.

For each connected bank and credit card account:

1. Obtain the bank statement for the month you are closing.
2. Go to Books > Reconciliation, select the account, and enter the statement closing date and closing balance.
3. Work through the transaction list, checking off items that appear on both the statement and in Kuberan.
4. Resolve any differences (missing transactions, bank fees not yet recorded, outstanding cheques).
5. Finalise the reconciliation when the difference equals zero.

Full instructions: Reconcile a bank account

2. Clear all uncategorised transactions

Go to Bank Transactions > Uncategorised. There should be zero uncategorised transactions for the period you are closing. Any remaining uncategorised items will distort the P&L and Balance Sheet.

If transactions are genuinely unidentifiable, use a Suspense or Uncategorised Expense account temporarily and flag them for client clarification. Do not leave them uncategorised — unassigned transactions are excluded from all reports.

3. Post accruals via journal entries

For accrual-basis clients, post adjusting entries to ensure revenue and expenses are recognised in the correct period.

Common month-end accruals:

Entry type	Debit	Credit
Accrued revenue (service delivered, not yet invoiced)	Accounts Receivable	Revenue
Accrued expense (expense incurred, no invoice yet)	Expense account	Accrued Liabilities
Prepaid expense allocation	Expense account	Prepaid Expenses
Depreciation	Depreciation Expense	Accumulated Depreciation
Deferred revenue earned this month	Deferred Revenue	Revenue

To post a journal entry: go to Books > Journal Entries > New Entry. Enter the date (last day of the month), a description, and the debit/credit rows. Kuberan enforces that debits equal credits before posting.

The journal entry form. The post button is enabled only when debits equal credits.

4. Review AR aging — follow up on overdue invoices

Go to Reports > AR Aging. This report shows every outstanding customer invoice grouped by age:

• Current (not yet due)
• 1–30 days overdue
• 31–60 days overdue
• 61–90 days overdue
• 90+ days overdue

Review the 31+ day columns with your client. For invoices 60+ days overdue, discuss whether a collection notice or write-off is appropriate. The AR Aging report is also useful for cash flow planning — your client can see exactly what money is expected in the coming weeks.

5. Review AP aging — schedule upcoming bill payments

Go to Reports > AP Aging. This shows outstanding vendor bills by age. Review with your client:

• Bills due in the next 7–14 days (prioritise these for payment)
• Bills already overdue (contact vendor if needed, verify no late fees have been assessed)
• Large upcoming bills that will affect cash flow

6. Run the P&L and compare to budget or prior year

Go to Reports > Profit & Loss, set the date range to the month just closed, and enable the Compare toggle to show the prior year same month or the budget. Review with your client:

• Revenue trends — is growth in line with expectations?
• Gross margin — is it consistent with the prior period?
• Unusual expense spikes — any accounts with unexpectedly high balances?
• Net income — does it match your client’s expectations?

Document any material variances and note them in the engagement record.

7. Run the Trial Balance

Go to Reports > Trial Balance as of the last day of the month. Confirm:

• Total debits = total credits
• No accounts with unexpected balances (e.g., a credit balance in a bank account, a debit balance in a liability account)
• No unusual balances in clearing or suspense accounts

8. Close the period in the Periods screen

Once all the above steps are complete, lock the period to prevent accidental changes.

1. Go to Books > Periods.

2. Find the month you want to close (e.g., March 2025).

3. Click Close Period.

4. Kuberan asks you to confirm. Once confirmed, the period is locked — no new transactions can be posted to dates within the closed period.

The Periods screen. Closed periods are shown with a padlock icon.

Reopening a closed period

Reopening a period requires admin permission and creates an audit log entry recording who reopened it and when. To reopen: go to Books > Periods, click the closed period, and click Reopen Period. Make your corrections, then re-close the period.

See Period closing for details on the audit implications.

Completing the close

Once the period is closed, you have a clean, locked set of financials for that month. You can safely run the P&L, Balance Sheet, and other reports for the closed period and know the numbers will not change.

File the reports in the engagement record and mark the relevant checklist items complete in the Practice Management engagement.