Short answer: Export CSV, generate bulk invoices, download ZIP, send to accountant. 5 minutes per month.
Sending monthly invoices to your accountant doesn't need to be a multi-hour ordeal. With the right workflow, you can automate the entire process.
Monthly Invoice Workflow (5 Minutes)
Step 1: Export Monthly Transactions (1 minute)
Export your sales data as CSV from:
- Stripe: Payments → Export → Select date range
- ThriveCart: Reports → Transaction Export
- PayPal: Activity → Statements → Custom → Download CSV
- Your System: Any accounting or CRM export
Step 2: Upload CSV & Generate (2 minutes)
Upload to our monthly invoice generator:
- Upload CSV file
- Map columns (saved for next month)
- Click "Generate Invoices"
- System creates all invoices with sequential numbering
Step 3: Download ZIP File (1 minute)
Download organized batch:
- All invoices in one ZIP file
- Named: Invoices-February-2024.zip
- Each PDF named: CompanyName-OrderID.pdf
- Ready for accountant submission
Step 4: Send to Accountant (1 minute)
Deliver to your accountant:
- Email: Attach ZIP file
- Cloud Storage: Upload to shared Dropbox/Google Drive
- Accounting Portal: Upload to their client portal
- File Transfer: Use WeTransfer for large batches
What to Include with Your Invoice Batch
Along with invoices, send your accountant:
- Invoice ZIP File: All invoices for the month
- Summary Email: "February 2024: 47 invoices, total €12,450"
- Payment Reconciliation: If different from invoice dates
- Any Special Notes: Refunds, disputes, adjustments
Monthly Submission Schedule
Best practices for timing:
- Month-End +3 Days: Give time for final transactions to settle
- Before 10th: Most accountants prefer invoices by 10th of following month
- Consistent Date: Same day each month (e.g., always 5th)
- VAT Return Deadline: Allow 2 weeks before VAT filing date
Accountant Communication Template
Email template for monthly submission:
Subject: February 2024 Invoices - [Your Company Name]
Body:
Hi [Accountant Name],
Attached are all invoices for February 2024:
- Total Invoices: 47
- Total Revenue: €12,450.00
- VAT Collected: €2,365.50 (19%)
- Reverse Charge (B2B EU): €3,200.00 (0%)
All invoices are sequential (INV-001 to INV-047) with no gaps.
Let me know if you need anything else!
What Accountants Check When They Receive Invoices
Your accountant will verify:
- Sequential Numbering: No missing invoice numbers
- VAT Calculations: Correct rates and amounts
- Reverse Charge Notation: Proper for B2B EU
- Customer Details: Complete for each invoice
- Date Consistency: Invoices in correct accounting period
Our system ensures all these requirements are met automatically.
How Often to Send Invoices
Monthly (Most Common):
- Send all invoices at month-end
- Accountant processes for monthly VAT return
- Easier to track and reconcile
Quarterly:
- For smaller businesses
- Send after quarter-end
- Aligns with quarterly VAT filing
Annually:
- Only if not VAT-registered
- For year-end financial statements
- Not recommended if VAT-registered
Troubleshooting Common Issues
Accountant Says Invoices Are Missing:
- Check ZIP file opened correctly
- Verify all invoices extracted
- Resend with file count confirmation
Wrong Date Range:
- Export CSV for correct month only
- Filter by invoice date, not payment date
- Regenerate if needed
Numbering Gaps:
- System prevents gaps automatically
- If using different systems, consolidate first
- Maintain single numbering sequence