Run your first month with DeinHans

What to prepare before starting

Start with the month you actually want to prepare. The workflow is clearer when the period, people, evidence, and bank context all refer to the same month.

• Business and workspace context: company details, the relevant month, the people who can answer owner-side questions, and whether an accountant should review the prepared month.
• Monthly evidence: receipts, supplier invoices, sales invoices, statements, payout reports, contracts, payroll or subscription context, exports, and short notes for anything unusual.
• Bank context for the same period: bank rows, CSV exports, payment references, payout settlement lines, and known private or non-business payments that should not be guessed.
• A review habit: decide who will clear business-fact tasks during the month and who will make professional accounting decisions before close or export.

First-month workflow

The first month is a dry run for the routine you will repeat. Do the work in this order so unclear items become visible early instead of waiting until close.

1. 01Choose the period and rolesPick one month, confirm who owns business answers, and decide whether the accountant should review the prepared work. Avoid mixing several months unless the workflow asks for historical context.
2. 02Upload the source evidenceSend the receipts, invoices, statements, payout reports, contracts, exports, and notes that explain the month. Files should be readable, complete, and tied to the period they support.
3. 03Add bank and payment contextBring in bank rows or CSV context for the same period so documents and payments can be compared together. This prevents payment questions from becoming a separate email thread later.
4. 04Answer owner-side tasksWhen Hans cannot know a business fact from the document or bank row, the owner answers a focused task. Good answers explain what happened in the business; they do not guess accounting treatment.
5. 05Check blockers before closeReview missing evidence, unreadable files, unmatched bank rows, open tasks, and accountant questions before the month is handed over. A visible blocker is better than a hidden assumption.
6. 06Hand off prepared contextThe accountant receives organized evidence, answers, matching context, and open exceptions. Handoff means review-ready context, not automatic filing or silent approval.

What Hans prepares

Hans reduces repeated organizing work, but the prepared month stays inspectable. The goal is to make review faster and clearer, not to hide uncertainty.

• Source organization: documents, imports, notes, and payment context are grouped around the period they explain, with candidate details extracted where possible.
• Attention signals: unclear vendors, unreadable pages, missing purpose, low-confidence extraction, unmatched bank rows, and other blockers become visible work instead of hidden assumptions.
• Review context: documents, bank rows, owner answers, and prepared proposal context stay connected so the accountant can inspect why something looks ready or why it is blocked.
• Readiness view: the month separates items that look prepared from items that still need owner input or accountant judgment.

What people decide

The first month should make responsibility explicit. Hans can prepare and route work, but people still decide the facts and professional treatment.

• Owners decide business facts: purpose, who paid, whether an item is business or private, which document belongs to a payment, and what context is missing.
• Accountants decide professional treatment: booking decisions, corrections, approval, rejection, period handling, and whether the prepared package is sufficient for their process.
• The team decides timing: whether a blocker can wait, whether more evidence is needed, and when the month is ready to move from preparation to review.
• No one should treat open tasks, unmatched bank rows, or unclear evidence as finished simply because the month is late.

A practical monthly rhythm

Use the first month to set habits that prevent end-of-month cleanup. Small actions during the month usually reduce the number of urgent questions at close.

• During the month, upload receipts and invoices soon after they arrive, especially for travel, meals, subscriptions, and one-off supplier work where context fades quickly.
• On a regular cadence, add bank rows or payment exports and write short notes for unusual payments, refunds, split payments, private items, and payouts with fees.
• Before close, clear owner-side tasks and check whether major sources are missing: bank rows, platform payouts, recurring invoices, contracts, statements, or large receipts.
• At handoff, leave professional treatment to the accountant and focus on giving them clean evidence, clear answers, and visible exceptions.

What to read next

Move into the guide that matches the part of the month that is blocking you.

• Use Uploading evidence when you are not sure which documents or exports belong in the month.
• Use Tasks and blockers when Hans asks for attention and you want to know what a good answer contains.
• Use Matching payments and bank reconciliation when documents and bank rows do not yet line up.
• Use Month-end close before you hand the prepared month to your accountant.