March — invoices
Every client invoice for March with its status and dates.
Agency finance · Monthly close
A monthly close checklist for agency finances
At month-end your agency needs to know every client invoice is recorded with a status, every vendor receipt is filed, and every retainer that should have been billed actually was — before you hand the month to a bookkeeper. Without a repeatable close, things slip and the bookkeeper comes back with questions. Cash Workspace gives you one place to confirm invoice statuses, file receipts by category, and export the month's records.
The problem
Why agency month-end slips
An agency closes the month while still delivering work, so finance tasks get squeezed. Unrecorded invoices, loose receipts, and unbilled retainers pile up until the bookkeeper finds them.
- A client invoice was sent but never recorded, so it's not on any status list.
- Vendor receipts from the month are still in email and a card statement, not filed.
- A retainer that should have been billed on the 1st was missed.
- You can't tell which invoices are still unpaid heading into the new month.
- The bookkeeper gets a messy month and sends back a list of questions.
The workflow
Close the month in five passes
Work the checklist the same way each month so nothing carries over unrecorded.
- 1
Confirm every invoice
Check that each client invoice issued this month is recorded with an amount, due date, and status.
- 2
Reconcile retainers
Go down the retainer list and confirm each one was billed for the month, recording any that were missed.
- 3
File vendor receipts
Record each vendor expense by category and attach its receipt, clearing the month's loose receipts.
- 4
Flag what's unpaid
Mark which invoices remain sent or overdue so the new month starts with a clear picture.
- 5
Export for the bookkeeper
Export the month's invoice list with statuses and the categorized expenses with receipts attached.
Record structure
What to confirm in the monthly close
Each close touches the same records, so confirm these every month.
- Invoices recorded
- Every client invoice for the month is in the workspace with a status.
- Invoice statuses
- Each invoice is marked sent, partially paid, paid, or overdue.
- Retainers billed
- Each active retainer is confirmed billed, or the gap is recorded.
- Vendor expenses
- Each cost is recorded with vendor, date, amount, and a product-defined category.
- Receipts attached
- Every expense has its receipt attached so the month is complete.
- Outstanding balance
- Which invoices are still unpaid going into next month.
- Month export
- The exported invoice and expense records prepared for the bookkeeper.
Example setup
An example month-end folder
One way to organize a closed month inside your workspace.
March — expenses
Vendor expenses recorded by category with receipts attached.
March — retainers
The retainer reconciliation note confirming each was billed.
March — bookkeeper export
The exported invoice list and categorized expenses handed off for the month.
Common mistakes
Monthly close mistakes to avoid
- Closing the month with sent invoices that were never recorded.
- Skipping the retainer reconciliation, so a missed billing goes unnoticed.
- Leaving receipts in email instead of filing them by category.
- Carrying unpaid invoices into the new month without flagging them.
- Handing the bookkeeper an export with receipts missing from records.
How it helps
How Cash Workspace helps
Invoice statuses in one list
See every client invoice and its status so the close starts from a complete picture.
Receipts filed by category
Record each vendor expense with a product-defined category and attach its receipt.
Bookkeeper-ready exports
Export the month's invoice and expense records, receipts attached, for a clean handoff.
Related
Related agency close workflows
Monthly bookkeeping checklist
A general monthly checklist to keep records current.
Quarterly review checklist
Step up from monthly close to a quarterly review.
Accountant handoff folder
Assemble the records for a clean accountant handoff.
Unpaid invoice tracker
Track which invoices remain unpaid at month-end.
All finance workflows
Browse the full Cash Workspace workflow library.
FAQ
Agency monthly close FAQ
- What goes into an agency monthly close?
- Confirm every client invoice is recorded with a status, reconcile that each retainer was billed, file vendor receipts by category, flag what's still unpaid, and export the month's records for the bookkeeper.
- How do I make sure no retainer billing is missed?
- Keep a list of active retainers and, during the close, confirm each was billed for the month. Record any gap so it can be corrected before the month is handed off.
- Does Cash Workspace do the bookkeeping for me?
- No. It organizes invoice statuses, expenses, and receipts so you can export them. This is organizing guidance, not bookkeeping or accounting advice.
Organizing help — not tax, accounting, or legal guidance
Cash Workspace is a free workspace for organizing invoices, expenses, receipts, clients, and documents. This page is organizing guidance only — not tax, accounting, legal, or bookkeeping guidance. Cash Workspace does not connect to your bank, does not scan or read your receipts for you, and does not move or collect payments. Whether an expense is deductible depends on your situation, so confirm it with a qualified accountant or tax professional.
Close every month the same clean way
Start a free workspace and run the same monthly close — invoices recorded, retainers reconciled, receipts filed, records exported — so each month is ready for the bookkeeper.