Templates
Monthly Bookkeeping Checklist Template
A monthly checklist for receipts, statements, reconciliation, and unresolved questions.
Printable checklist
| Task | Done | Notes |
|---|---|---|
| Download bank statements | ||
| Match settlements to deposits | ||
| Download fuel card statement | ||
| Attach or scan fuel receipts | ||
| Reconcile fuel card gallons to receipts | ||
| Download transponder toll statement | ||
| Review and categorize uncategorized expenses | ||
| Note missing receipts with explanation | ||
| Export ELD mileage data (IFTA quarter) | ||
| Save profit and loss report |
Who should use this template
Owner-operators doing their own monthly bookkeeping, drivers who work with a bookkeeper and want a consistent close-of-month trigger list, and anyone who has missed months and is catching up on records. Print it at the start of each month as a physical reminder to download statements before portal history ages out.
Column explanation
The Task column lists each step in the sequence that works best — download first, match second, reconcile third. Done gets a checkmark or the date completed, not just 'started.' The Notes column is for flagging anything incomplete, unclear, or that needs follow-up: a missing settlement for one load, a fuel card charge that doesn't match any receipt, a toll that came through on a personal card.
Working through the list in order
Download bank statements before reconciliation — without the statement you have nothing to match against. Match settlements to deposits before attaching receipts — once you know which settlement covered which loads, attaching the fuel receipts for those loads is faster. Reconcile fuel card last, so you can compare gallons totals against what you recorded in fuel expense. The order reduces back-and-forth between steps.
What counts as done
A task is done when the underlying records are saved and the numbers check out — not when you've opened the portal. If a settlement statement is still pending because a carrier hasn't paid, mark it 'Pending' in Notes and come back to it. The checklist should reflect reality, not optimism. A month where two items show 'Pending' is more useful than a month where everything is checked off but the bank reconciliation doesn't balance.
Saving the completed checklist
Save the finished checklist with the month's supporting records — either as a scan in the same folder as your statements or printed and filed with the paper records. If a question comes up at year-end about a particular month, a completed checklist with notes is faster to review than trying to reconstruct what was reconciled and what wasn't.
FAQ
How often should I complete this checklist?
Once per month, at the latest. For high-volume months — multiple trucks, frequent fuel card use, or a lot of loads — a mid-month check on fuel and toll downloads can prevent a large backlog at month-end. Fuel card portals and some carrier settlement portals limit downloadable history to 60 or 90 days, so monthly is the practical minimum to avoid losing records.
What if a carrier portal doesn't let me download statements easily?
Screenshot individual settlement pages and save them with a consistent file name that includes the carrier name, load number, and date. It's more work than a CSV export, but it produces a durable record. Contact the carrier's settlements department to ask whether a bulk export option is available — many carriers offer this on request even if it isn't prominently advertised.
Sources Used
- Recordkeeping — Internal Revenue Service; accessed 2026-05-25
- Publication 583, Starting a Business and Keeping Records — Internal Revenue Service; accessed 2026-05-25