The quick answer
An accountant needs evidence behind the totals. Organise sales, purchases, returns, payments, expenses and closing balances for one clear period. A folder of unrelated screenshots creates avoidable follow-up work.
Use Dukanam’s supported records and available reports to prepare the handoff. Confirm the format and scope your accountant needs. GST preparation, statutory filing and final financial accounts require their own review.
Before you begin
- The reporting period and accountant’s requested format.
- Complete sales, purchase and adjustment documents.
- Reconciled cash/bank, stock and party schedules.
See how the pieces connect
Gather
Collect the period’s evidence.
Reconcile
Explain balances and differences.
Organise
Label documents and schedules consistently.
Handoff
Agree review questions and missing items.
Work through the steps
Agree the scope
Confirm dates, business registrations and the work required. Ask which reports and source documents are needed. Do not assume a generic sales export is sufficient for every filing or accounting task.
Organise trading documents
Group sales, purchases and accepted returns/credits with references. Check duplicates and missing documents. Keep the original invoice evidence alongside any summary.
Prepare money schedules
Reconcile cash and bank records, UPI/card settlements, expenses and owner movements. Separate loans, assets and transfers from ordinary operating costs. List pending settlements and unexplained differences clearly.
Prepare stock and party schedules
Provide supported opening/closing stock and customer/supplier dues. Explain count adjustments and old balances. Distinguish a disputed amount from an accepted unpaid balance.
Use supported exports and secure sharing
Download the actual available reports and verify the period and totals. Use an agreed secure method and share only relevant data. Do not send login credentials, passwords or OTPs as a substitute for proper access.
Track questions and corrections
Create a missing-document list with owners and dates. Record corrections through supported workflows and notify the accountant of material changes. Retain the final handoff and reviewed schedules.
A worked example
A useful handoff package
Illustrative folder structure.
| Folder or schedule | Contents |
|---|---|
| Sales and adjustments | Bills, returns and credits |
| Purchases | Supplier documents and receipt evidence |
| Money | Bank/cash reconciliation and payment references |
| Balances | Stock, customer dues and supplier dues |
| Exceptions | Missing evidence and unresolved questions |
The package should let the accountant trace a total to its documents and understand remaining uncertainty, rather than guess from unlabeled files.
Common mistakes to avoid
- Sending totals from different periods.
- Omitting returns and credit notes.
- Sharing passwords or OTPs.
- Changing records after handoff without notifying the reviewer.
Questions you might have
Does a report replace original documents?
No. Retain source evidence according to applicable requirements and the accountant’s guidance.
Can Dukanam file the returns for me?
Dukanam does not directly submit GST returns. Prepare and review the records, then complete the appropriate official filing workflow.
Dukanam
A smart, low-cost choice for small-business GST billing
Dukanam brings billing, purchases, stock, customer balances, payments and reports together. It is built for Indian small businesses that want clear records without a complicated setup.
Best suited to shops that want connected everyday billing and bookkeeping, web and mobile access, and nine product languages. Choose the plan that includes the features you need.
GST-aware billing and preparation depend on your plan. Review records before filing on the GST portal; Dukanam does not directly submit GST returns, government e-invoices or e-way bills.
Current plans with GST preparation
- Advanced Plan₹299.00 per month
Check annual prices, limits, applicable taxes and checkout terms. Paid plans do not include a free trial.
Sources and further reading
Official rules and portal screens can change. Use the linked authority for the current requirements; the figures in our worked examples are illustrative.