At month-end, the difficulty is sometimes less about the number of transactions than about scattered information. An invoice may be in an email, the payment in a bank statement and the explanation in a message thread. A consistent document routine brings these pieces together.

Agree on one way to hand over documents

Decide who collects documents, how they reach the accountant and who resolves missing information. Several people sending the same document separately can waste as much time as nobody taking responsibility. Choose a method the team can realistically maintain.

  • Organise by period. Group documents by year and month, with the period clearly visible in the folder or file name.
  • Explain the transaction. Add a short note for a payment or receipt that is not immediately clear. Do not alter the original document.
  • Identify repeat submissions. If a document needs to be sent again, explain why.

A short weekly check reduces uncertainty at month-end

Instead of leaving everything to one day, set aside a short time each week. The aim is to prepare clear, timely information for the accounting records, rather than make those records yourself.

  1. Add new documents to the agreed folder and check that they are legible.
  2. Prepare payment and receipt information alongside the related documents for review.
  3. Keep a separate list of missing documents or explanations, with an owner and a follow-up note.
  4. Mark completed items and discuss the remaining questions with your accountant.
A useful document routine shows where the document is and which question still needs an answer.

A digital folder is only part of document retention

Folders make work easier, but technical formats and the rules on retaining and presenting electronic documents require separate consideration. Do not assume that a screenshot or printout is sufficient. Review your application's export and access options with your accountant.

Current guidance on Türkiye’s electronic document systems is available on the GİB e-Document website. This article does not set a statutory retention period or a filing deadline.

To discuss your document workflow, explore our accounting and tax return services or contact the practice.