Each checklists represents a baseline “Best Practices” - Marina procedures may vary and are subject to interpretation.
Front Desk – Monthly Accounting Checklist
Purpose: Ensure front-desk driven monthly activities are complete before accounting closes the month. Use for the prior month’s close once all daily checklists are complete.
When to use: After the last business day of the month and before Accounting finalizes month-end.
Pre‑Close Prep (Front Desk Scope)
Verify there are no unclosed registers for any business day in the month.
Billing & Invoices – Front Desk Review
Spot-check a sample of monthly/recurring invoices for customers you manage to confirm expected charges (site, slip, storage, utilities) and correct date ranges.
Review manual invoices created by Front Desk this month for obvious errors or duplicates; flag items for Accounting review.
Check that next invoice dates are correct (Rent Roll Report)
Auto Pay & Customer Payment Methods
Review new customers added this month; confirm Auto Pay flags match policy and default card/ACH is set when provided.
Validate customer requests (start/stop Auto Pay, method changes, contact updates) are completed or noted for Accounting follow-up.
Customer Accounts & Communication
Provide Accounting a list of customers with repeated charge questions, requested credits/discounts, or disputes this month.
Confirm CRM notes exist for payment arrangements, special rate approvals, and management-approved exceptions.
Front Desk Data Clean-Up
Resolve obvious duplicate customer accounts you created, following policy.
Correct bad contact details and ensure long-term customers have correct rate plans and accurate start/end dates.
Accounting Office – Monthly Accounting Checklist
Purpose: Drive complete, auditable month-end close across invoices, payments, AR, deposits, revenue, and GL reconciliation.
Pre‑Close Preparation
Confirm Front Desk Daily and Accounting Daily checklists are complete for all days of the month.
Verify all business days are properly closed in Sharper (registers, deposits, processor batches).
Review the Accounting Exception Logs
Invoices & Billing Review
Run month-to-date invoice reporting and Rent Roll; confirm all billing cycles (monthly, seasonal, storage, utilities) executed as expected; audit for any customers who should have billed but did not.
Review manual invoices (Front Desk + Accounting); validate GL/revenue mappings and tax
Audit manual invoices for duplicate reservation invoices in case accidentally created
Review voided and credited invoices; confirm notes, approvals, and proper linkage back to originals.
Check invoice dates before generating and emailing
Payments, Auto Pay & Collections
Reconcile monthly payment totals by method (cash, check, card, ACH) to processor/bank reports.
Review monthly auto pay runs; verify counts/totals; ensure failed items are corrected or in a collections workflow.
Review returned/chargeback/NSF items; re-open invoices or re-apply balances; add collections notes and next steps.
Accounts Receivable & Aging
Run and export AR aging at month end; compare aging to prior month and note large changes in 30/60/90+ buckets.
Process approved write-offs/adjustments; document reason and approval; verify posting to correct GL accounts.
Revenue & GL Reconciliation
For sites exporting to QuickBooks or another external GL.
Run monthly revenue reports (e.g., revenue by outlet/module) and export or summarize by mapped GL accounts.
Reconcile Sharper revenue to the accounting system: total revenue, deferred/unearned revenue (if used), and discounts/adjustments.
Investigate and resolve any material variances; document explanations and corrections.
Deposits, Bank, and Clearing Accounts
Confirm all cash and check deposits are recorded in both Sharper and the bank for the month.
Reconcile card and ACH processor batches to bank deposits; identify missing, duplicate, or mis-dated deposits.
Confirm fees are recorded appropriately (daily or month-end journal).
Review and clear Undeposited Funds / Clearing / Suspense accounts; ensure no unexplained balances remain.
Customer Accounts & High-Risk Review
Review accounts with unusual balances; apply credits or process refunds per policy.
Audit high-activity/high-risk accounts (owners, staff/house, test) with many adjustments or disputes.