Monthly journal entry procedures

Save the method once, then supply the month’s source information when you run it. These procedures cover six entries whose amounts can change each month.

Follow Save a client procedure to save a name and instructions for each client. Use the client’s approved account names and class mappings. In each request, replace [COMPANY] and [month and year], then attach the source named in the instructions.

Use account IDs or full account paths when account names repeat.

Open the saved procedure and click Copy AI request. Paste the request into your connected Claude or ChatGPT app, replace [month and year], and attach the month’s source. Check the proposed company, entry number, date, accounts, classes, and amounts before approving changes. After posting, compare the entry readback with the proposal.

Monthly depreciation

Use the approved fixed-asset schedule, with this month’s depreciation charge for each asset. The schedule supplies the calculation method and amounts.

Save the name Monthly depreciation and these instructions:

Use the approved fixed-asset schedule for the requested month. Require
each asset's reference, current-month depreciation, remaining depreciable
amount, expense account, accumulated depreciation account, and class
mapping or an explicit instruction to omit classes. Confirm the company,
month, and currency. Read the mapped
accounts and any classes from QuickBooks. If classes are required,
check that line-level class tracking is enabled.

Require a monthly reference of at most 21 characters. Use it unchanged
as the journal entry number (DocNumber). Search for that exact number
before proposing changes. Stop if it exists or the search is incomplete.
Check for depreciation already posted for any listed asset and
period. If an automatic or manual posting exists, stop and ask. Stop and ask if the schedule is not approved, the month
does not match, an asset is disposed of, a mapping is missing, or a
charge exceeds the remaining depreciable amount.

Sum the approved monthly charges by account pair and class. Prepare
one month-end journal entry debiting depreciation expense and crediting
accumulated depreciation. If all charges are zero, report that no entry
is needed. Show the asset calculation, number, date,
accounts, classes, and balanced totals. Post only after approval.
Read the entry back and compare its number and every line with the
approved proposal. Do not choose a depreciation method or useful life.

Copy this request and attach the monthly schedule:

Using Connect, follow the saved procedure "Monthly depreciation" for "[COMPANY]" for [month and year]. Show me the proposed changes for review before posting.

Intuit describes the accounts and journal entry used for depreciation.

Month-end payroll accrual

For the client’s accrual-basis close, use the approved report of wages earned but unpaid at month end. Include employer payroll taxes to accrue. Clear prior accruals through the firm’s normal payroll process.

Save the name Month-end payroll accrual and these instructions:

Use the approved unpaid-payroll report for the requested month.
Require the earned-through date, unpaid gross wages, employer payroll
taxes, and approved expense and accrued-liability account mappings.
Require class mappings or an explicit instruction to omit classes.
Confirm the company, month, and currency. Read the accounts, any classes,
the month's general ledger for the mapped accounts, and payroll-related
journal entries from QuickBooks.

Require a monthly reference of at most 21 characters. Use it unchanged
as the journal entry number (DocNumber). Search for that exact number.
Stop if it exists or the search is incomplete.
Stop and ask if any amount was paid on or before month end, is
already accrued for the requested period, a prior accrual has not
been cleared as expected, the report includes work after month end,
or a mapping or approved amount is missing. If classes are required, check
that line-level class tracking is enabled.

Group unpaid wages and employer taxes separately by expense account,
accrued-liability account, and class. Round each group to cents.
Keep a separate expense debit and liability credit for each group.
Omit zero-amount pairs. If both totals are zero, report that no entry is needed.
Prepare one month-end journal entry debiting the mapped wage and tax
expenses and crediting their accrued liabilities. Show the source
totals, number, date, accounts, classes, and balanced totals. Post only
after approval, then read the entry back and compare every line and its
number with the proposal. Do not create paychecks, calculate deductions,
or reverse another entry as part of this procedure.

Copy this request and attach the unpaid-payroll report:

Using Connect, follow the saved procedure "Month-end payroll accrual" for "[COMPANY]" for [month and year]. Show me the proposed changes for review before posting.

Monthly prepaid amortization

Use this procedure when the client’s approved policy spreads a prepaid cost equally across full months. It covers insurance and software schedules with separate expense mappings.

Supply a complete schedule for each mapped prepaid asset account. Resolve any reconciling difference with its QuickBooks balance before running the procedure.

Save the name Monthly prepaid amortization and these instructions:

Use the prepaid schedule for the requested month. Require each item's
monthly reference, original cost, coverage start and end, full coverage
months, prior amortization through the preceding month, and the remaining
amount before this month's expense. Require the prepaid
asset and expense account mappings, plus class mappings or an explicit
instruction to omit classes. Confirm the company, month, and currency.
Read the mapped accounts and any classes from QuickBooks.

Each monthly reference must be at most 21 characters. Use it unchanged
as that item's journal entry number (DocNumber). Search for each exact
number before proposing changes. Stop if one exists or a search is
incomplete. Stop and ask if the schedule does not reconcile, a mapping
is missing, the policy calls for partial-month allocation, or the
remaining amount does not support this month's expense. Read each mapped prepaid asset account's balance as of the requested
month end, before the proposed entry. Reconcile it to the complete
schedule's remaining balance before this month's expense. Stop and
ask if they differ or this month's amortization is already recorded
for an item, including under another journal entry number. If classes are required, check line-level tracking.

For a covered full month, divide original cost by coverage months and
round to cents. Use the remaining amount in the final month. Prepare
no entry for an uncovered month or zero expense. Prepare one month-end
entry per item, debiting its mapped expense and crediting
its prepaid asset. Show the calculation, number, date, accounts,
classes, and remaining schedule balance. Post only after approval.
Read each entry back and compare its number and lines with the proposal.

Copy this request and attach the prepaid schedule:

Using Connect, follow the saved procedure "Monthly prepaid amortization" for "[COMPANY]" for [month and year]. Show me the proposed changes for review before posting.

Intuit explains prepaid expenses and amortization.

Monthly owner-statement entry by class

Use an approved posting table when the statement assigns each line to a property or department.

Save the name Monthly owner-statement entry by class and these instructions:

Use the owner's approved posting table for the requested month.
Require a statement reference, approved posting date, and rows naming
the property or department, account, debit or credit, and amount. Confirm the company,
month, and currency. Read the mapped accounts and classes from
QuickBooks. Match every property or department to its approved class.
Check that line-level class tracking is enabled.

The statement reference must be at most 21 characters. Use it unchanged
as the journal entry number (DocNumber). Search for that exact number.
Stop if it exists or the search is incomplete. Stop and ask if a class
or account is missing or ambiguous, the statement is not approved,
the posting date is not approved, another entry already records it,
or total debits and credits differ.
If there are no nonzero rows, report that no entry is needed.

Prepare one entry on the approved posting date. Keep one line
per source row and apply its class to that line. Use the supplied debit
or credit and amount, rounded to cents. Show the statement reference,
number, date, accounts, classes, and balanced totals for review.
Post only after approval, then read the entry back. Compare the number
and every line with the approved proposal.

Copy this request and attach the approved posting table:

Using Connect, follow the saved procedure "Monthly owner-statement entry by class" for "[COMPANY]" for [month and year]. Show me the proposed changes for review before posting.

Monthly bank fees and interest

Use the statement’s bank fees and interest income that the firm has confirmed are missing from the books.

Save the name Monthly bank fees and interest and these instructions:

Use the bank statement and approved list of unrecorded statement lines
for the requested month. Require each line's date, statement reference,
fee or interest-income amount, bank account, and approved fee-expense
or interest-income account. Require class mappings or an explicit
instruction to omit classes. Confirm the company, month, and currency.
Read the mapped accounts and the bank account's general ledger for
the month. Match the statement lines against posted QuickBooks records.

Require a monthly reference of at most 21 characters. Use it unchanged
as the journal entry number (DocNumber). Search for that exact number.
Stop if it exists or the search is incomplete. Stop and ask if a line
already appears in the books, the firm has not confirmed its bank-feed
matching status, a mapping is missing, or the statement does not match
the company and period. Check line-level tracking if classes are used.

Group unrecorded fees and interest income separately by bank account,
mapped expense or income account, and class. Round each group to cents.
Prepare one month-end entry with separate lines for each group,
applying its approved class mapping. For fees, debit the mapped
fee expense and credit the bank account. For interest earned,
debit the bank account and credit the mapped interest income. Omit
zero-amount pairs. If both totals are zero, report that no entry is needed.
Show each source line, calculation, number, date, accounts, classes,
and balanced totals. Post only after approval, then
read the entry back and compare its number and lines with the proposal.
Do not edit the bank feed or mark the account reconciled.

Copy this request and attach the statement and unrecorded-line list:

Using Connect, follow the saved procedure "Monthly bank fees and interest" for "[COMPANY]" for [month and year]. Show me the proposed changes for review before posting.

Month-end revenue deferral

For the client’s accrual-basis close, use an approved schedule of revenue posted this month that relates to work after month end.

Save the name Month-end revenue deferral and these instructions:

Use the approved deferral schedule for the requested month. Require
each source transaction's type, QuickBooks ID, revenue line, amount posted
this month, amount earned this month, amount already deferred, and
approved revenue and deferred-revenue account mappings. Require class
mappings or an explicit instruction to omit classes. Confirm the
company, month, and currency. Read each source transaction, the mapped
accounts, any classes, and the month's related journal entries.

Require a monthly reference of at most 21 characters. Use it unchanged
as the journal entry number (DocNumber). Search for that exact number.
Stop if it exists or the search is incomplete. Stop and ask if a source
does not match its posted revenue line, an adjustment is missing from
the schedule, the earning decision is not approved, a mapping is missing,
or the calculation is negative. Check line-level tracking if classes
are required. Do not decide when the client has earned its revenue.

For each source, subtract earned and already-deferred amounts from
the revenue posted this month. Sum the remaining unearned amounts
by account pair and class, rounded to cents. Prepare one month-end
entry only if a positive amount remains. If none remains, report that
no entry is needed. Debit revenue and credit
deferred revenue. Show the source
IDs, calculation, number, date, accounts, classes, and balanced totals.
Post only after approval, then read the entry back and compare its
number and every line with the proposal.

Copy this request and attach the approved deferral schedule:

Using Connect, follow the saved procedure "Month-end revenue deferral" for "[COMPANY]" for [month and year]. Show me the proposed changes for review before posting.

Intuit describes when revenue is earned and how deferred revenue is recorded.