Short answer: Sending your purchase and sales invoices, bank and credit card statements, cash movements, employee timesheets and expense documents to your accountant within the first week of each month is enough. e-Invoice and e-Archive documents arrive automatically through the system; for paper documents, a clear photo is usually sufficient.
A regular document flow keeps returns from being left to the last day, ensures expenses are deducted in full and keeps documents ready for tax audits.
Documents to send every month
| Document | Where to get it | Note |
|---|---|---|
| Sales invoices | e-Invoice / e-Archive portal or integrator | e-Documents arrive automatically; paper invoices need a copy. |
| Purchase and expense invoices | Suppliers, e-Invoice inbox | Must be issued in the business’s name. |
| Bank and credit card statements | Online banking | Month-end statement for every account. |
| Cash movements | Internal records | List of cash receipts and payments. |
| Employee timesheet | Internal records | Days worked, leave, sick days and overtime. |
| Marketplace and POS reports | Sales panels, bank | Payout, commission and return statements. |
5 tips to keep your documents in order
- Choose one collection point: A shared folder or a single email address keeps documents from getting lost.
- Photograph receipts the day you get them: Receipts printed on thermal paper fade over time.
- Check the trade name and tax number on invoices: Documents issued in your personal name may not be deductible as business expenses.
- Note cash payments: Undocumented payments cause both lost deductions and cash discrepancies.
- Share contracts too: Rental, loan, leasing and service contracts are needed for correct recording.
How long should documents be kept?
Under the Turkish Tax Procedure Law, books and documents are kept for five years starting from the calendar year following the year they relate to. The Turkish Commercial Code sets a ten-year retention period for commercial books and documents, so keeping documents for at least ten years is the safest approach.
Common mistakes
- Sending all documents at once at year end
- Mixing personal expense documents with business documents
- Forgetting to send return and cancellation documents
- Leaving bank transaction descriptions blank
Ankara Muhasebeci clients send their documents via WhatsApp, email or a shared folder, and we remind them of any missing documents before the filing period. For details, see our bookkeeping and accounting service.
