Paid — confirmed
Every invoice marked paid, each with its paid date and a confirmation attached.
Receivables · Bookkeeper handoff
Prepare your invoice statuses before a bookkeeper review
When your bookkeeper sits down with your invoices, the first thing they hit is ambiguity: which ones were actually paid, which are still open, and where the proof is. A clean handoff means every invoice has a definite status, paid ones carry their confirmation, and the open ones have a note explaining where they stand. Cash Workspace gives you one place to get all of that in order and then produce an accountant-ready export of the whole set.
The problem
Why bookkeeper handoffs stall on invoices
Bookkeepers can only reconcile what they can see. Half-labeled invoices and missing confirmations turn a one-hour review into a back-and-forth that drags on for days.
- Several invoices sit with no status, so the bookkeeper can't tell paid from open.
- An invoice is marked paid but there's no confirmation attached to back it up.
- Outstanding invoices have stale notes from three months ago, or none at all.
- Two slightly different copies of the same invoice exist and nobody knows which was sent.
- The handoff arrives as loose PDFs with no list tying numbers to statuses.
The workflow
Run a handoff checklist, then export
Walk every invoice through the same four checks so nothing reaches your bookkeeper half-finished.
- 1
Confirm every status
Go invoice by invoice and make sure each one reads draft, sent, partially paid, paid, overdue, or written off — never blank.
- 2
Attach paid proof
For each paid invoice, attach the payment confirmation, transfer receipt, or remittance note so the bookkeeper isn't taking your word for it.
- 3
Refresh open notes
On every outstanding invoice, write a current note: last contact date, promised payment date, or dispute status.
- 4
Export the set
Produce an accountant-ready export of the full invoice list with statuses, dates, and attachments so your bookkeeper gets one clean package.
Record structure
What to record for each invoice before handoff
A small, consistent set of fields is what turns a pile of invoices into a reviewable set.
- Invoice number
- Your reference so the bookkeeper can cross-check against any other list.
- Client
- Who the invoice was issued to, kept as a consistent client record.
- Issue date
- When it went out, so it lands in the right month and fiscal year.
- Amount
- The invoice total and currency.
- Status
- Draft, sent, partially paid, paid, overdue, or written off — one definite value.
- Paid date
- When payment landed, for the invoices marked paid.
- Payment confirmation
- The remittance or transfer receipt attached to the record.
- Open note
- For unpaid invoices, the current status in plain words.
Example setup
An example handoff folder
One way to organize the set before you export it.
Outstanding
Unpaid invoices with a current note on where each one stands.
Needs review
Invoices with a question mark — disputed, partly paid, or possibly duplicated — flagged for the bookkeeper.
Common mistakes
Mistakes to avoid
- Handing over invoices with blank statuses and expecting the bookkeeper to guess.
- Marking invoices paid without attaching any proof.
- Leaving stale notes on outstanding invoices so the bookkeeper chases the wrong thing.
- Sending loose files with no list that maps numbers to statuses.
- Exporting before you've finished the status pass, so corrections happen after handoff.
How it helps
How Cash Workspace helps
One status per invoice
Record a definite status on every invoice so the whole set reads clearly when you hand it over.
Confirmations attached
Attach the payment confirmation to each paid invoice so proof and record stay together.
Accountant-ready export
Produce one export of your invoice list with statuses, dates, and attachments for your bookkeeper to review.
Related
Related receivables and handoff workflows
Attach payment confirmations
Keep proof of payment attached to each paid invoice.
Invoice status labels
Use one consistent set of status labels across every invoice.
Sent-but-unpaid folder
Keep open invoices together with current notes.
Send documents to your accountant
Package and hand off finance records cleanly.
Accountant document checklist
Know what your accountant or bookkeeper needs.
All finance workflows
Browse the full Cash Workspace workflow library.
FAQ
Bookkeeper handoff FAQ
- What does my bookkeeper actually need from my invoices?
- A list where every invoice has a clear status, paid ones have a confirmation attached, and open ones have a current note. Cash Workspace lets you get all of that in one place and export it.
- Does Cash Workspace do the bookkeeping?
- No. It helps you organize and label your invoice records and produce an accountant-ready export. The reconciliation and bookkeeping are your bookkeeper's work.
- How do I prove an invoice was paid?
- Attach the payment confirmation, transfer receipt, or remittance note to that invoice's record so the proof travels with the invoice into your export.
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.
Hand your bookkeeper a clean set
Start a free workspace, run every invoice through the status, proof, and notes checks, then export the whole set so your bookkeeper can start reviewing instead of chasing.