NNorthline Data Systems
Sample cleanup review packet
Fake-data demonstration

One messy month, reviewed before monthly reports.

This sample packet shows how a PDF-only, owner-mixed month is triaged before anyone relies on the books. It is a demonstration using fake client data, not tax, legal, audit, attestation, assurance, or fraud-detection work.

Example clientPelican Lawn & Repair
Period reviewedMarch 2026
Source receivedBank/card PDFs only
Recommended lanePDF triage / setup first
Executive summary

What was reviewed and what it means.

Transactions parsed51

From fake March bank/card statements.

Reconciliation statusNot reconciled

No beginning balance tie-out or QBO/Xero source provided.

Owner questions36

Items needing owner treatment, receipts, or support.

Blunt packet verdict:

This month should not be presented as clean financials. It should be treated as setup/catch-up/PDF triage until owner questions, source-of-truth setup, and reconciliation baselines are resolved.

1. Receive one monthStatements and exports are collected after scope is clear.
2. Sort activityClear items are separated from deposits, owner activity, and unclear payments.
3. Ask owner questionsPersonal/mixed/unknown items are not guessed into the books.
4. Scope cleanupNext-step cleanup is quoted only after facts are visible.
Bucket summary

Transaction buckets from the first parsing pass.

Amounts are directional for triage. They are not final accounting treatment.

BucketCountNet amount
Income or Deposit411,070.80
Likely Business Expense15-4,667.62
Mixed or Needs Receipt7-2,858.89
Owner Contribution or Transfer In12,000.00
Owner Draw or Personal Transfer3-2,350.00
Payroll Tax Debt or Card Payment6-5,522.00
Possible Owner Personal Expense12-991.42
Unclear Needs Client Question3-275.00
Top exception examples

Items that need owner answers or support.

The goal is not to auto-book these. The goal is to make the questions visible so cleanup can be scoped safely.

DateDescriptionBucketAmount
03/03/26AMAZON PRIME PERSONALPossible Owner Personal Expense$16.37
03/05/26DISNEY PLUSPossible Owner Personal Expense$13.99
03/08/26EXXONMOBILMixed or Needs Receipt$122.61
03/09/26BEST BUYMixed or Needs Receipt$899.99
03/11/26DOORDASHPossible Owner Personal Expense$42.18
03/14/26DELTA AIR LINESMixed or Needs Receipt$612.40
03/15/26HILTON HOTELSMixed or Needs Receipt$488.20
03/17/26WALGREENSPossible Owner Personal Expense$73.44
03/19/26RAISING CANESPossible Owner Personal Expense$28.50
03/24/26SAMS CLUBMixed or Needs Receipt$301.66
03/26/26PAYMENT THANK YOUPayroll Tax Debt or Card Payment$1,500.00
03/28/26APPLE.COM/BILLPossible Owner Personal Expense$10.99
03/01/26ACH CREDIT GREEN OAK HOAIncome or Deposit$4,850.00
03/03/26WALMART SUPERCENTERPossible Owner Personal Expense$184.37
03/04/26SHELL OIL 5742Mixed or Needs Receipt$96.12
03/06/26NETFLIX.COMPossible Owner Personal Expense$22.99
03/07/26ACH DEBIT GUSTO PAYROLLPayroll Tax Debt or Card Payment$3,420.00
03/08/26VENMO CASHOUT J SMITHUnclear Needs Client Question$700.00
03/09/26TARGET T-1192Possible Owner Personal Expense$143.88
03/11/26ZELLE TO EMILY PERSONALOwner Draw or Personal Transfer$500.00
03/12/26ACH CREDIT BAYOU PROPERTY MGMTIncome or Deposit$3,200.00
03/14/26CAPITAL ONE CARD PAYMENTPayroll Tax Debt or Card Payment$1,500.00
Client question list

What the owner would need to answer.

Owner draws / personal transfers

  • 03/11/26 — ZELLE TO EMILY PERSONAL — $500.00: Confirm owner draw/personal transfer treatment.
  • 03/18/26 — ATM WITHDRAWAL — $600.00: Confirm owner draw/personal transfer treatment.
  • 03/23/26 — TRANSFER TO OWNER PERSONAL — $1,250.00: Confirm owner draw/personal transfer treatment.

Likely personal expenses charged through business

  • 03/03/26 — AMAZON PRIME PERSONAL — $16.37: Likely owner/personal; confirm if owner draw/distribution or valid business purpose.
  • 03/03/26 — WALMART SUPERCENTER — $184.37: Likely owner/personal; confirm if owner draw/distribution or valid business purpose.
  • 03/05/26 — DISNEY PLUS — $13.99: Likely owner/personal; confirm if owner draw/distribution or valid business purpose.
  • 03/06/26 — NETFLIX.COM — $22.99: Likely owner/personal; confirm if owner draw/distribution or valid business purpose.
  • 03/09/26 — TARGET T-1192 — $143.88: Likely owner/personal; confirm if owner draw/distribution or valid business purpose.
  • 03/11/26 — DOORDASH — $42.18: Likely owner/personal; confirm if owner draw/distribution or valid business purpose.
  • 03/17/26 — WALGREENS — $73.44: Likely owner/personal; confirm if owner draw/distribution or valid business purpose.
  • 03/17/26 — CHICK-FIL-A #882 — $18.66: Likely owner/personal; confirm if owner draw/distribution or valid business purpose.

Mixed merchants needing receipt/business purpose

  • 03/04/26 — SHELL OIL 5742 — $96.12: Could be business or personal; need receipt and business purpose.
  • 03/08/26 — EXXONMOBIL — $122.61: Could be business or personal; need receipt and business purpose.
  • 03/09/26 — BEST BUY — $899.99: Could be business or personal; need receipt and business purpose.
  • 03/14/26 — DELTA AIR LINES — $612.40: Could be business or personal; need receipt and business purpose.
  • 03/15/26 — HILTON HOTELS — $488.20: Could be business or personal; need receipt and business purpose.
  • 03/16/26 — AMAZON MKTPLACE — $337.91: Could be business or personal; need receipt and business purpose.
  • 03/24/26 — SAMS CLUB — $301.66: Could be business or personal; need receipt and business purpose.

Unknown vendors/payees/checks

  • 03/08/26 — VENMO CASHOUT J SMITH — $700.00: Explain vendor/payee and business purpose; provide support if business.
  • 03/25/26 — CASH APP*UNKNOWN — $250.00: Explain vendor/payee and business purpose; provide support if business.
  • 03/30/26 — UNKNOWN CHECK #1045 — $725.00: Explain vendor/payee and business purpose; provide support if business.

Deposits needing support

  • 03/01/26 — ACH CREDIT GREEN OAK HOA — $4,850.00: Provide deposit support/source detail; tie to invoices/POS/merchant reports.
  • 03/12/26 — ACH CREDIT BAYOU PROPERTY MGMT — $3,200.00: Provide deposit support/source detail; tie to invoices/POS/merchant reports.
  • 03/20/26 — ACH CREDIT MCDONOUGH CLIENT — $1,875.00: Provide deposit support/source detail; tie to invoices/POS/merchant reports.
  • 03/26/26 — SQUARE DEPOSIT — $1,145.80: Provide deposit support/source detail; tie to invoices/POS/merchant reports.

Payroll/tax/debt/card payments needing support

  • 03/07/26 — ACH DEBIT GUSTO PAYROLL — $3,420.00: Verify payroll/tax/loan/card-payment support; may be separate scope.
  • 03/14/26 — CAPITAL ONE CARD PAYMENT — $1,500.00: Verify payroll/tax/loan/card-payment support; may be separate scope.
  • 03/15/26 — IRS USATAXPYMT — $940.00: Verify payroll/tax/loan/card-payment support; may be separate scope.
  • 03/22/26 — LOAN PAYMENT FIRST HORIZON — $850.00: Verify payroll/tax/loan/card-payment support; may be separate scope.
  • 03/26/26 — PAYMENT THANK YOU — $1,500.00: Verify payroll/tax/loan/card-payment support; may be separate scope.
  • 03/27/26 — LA DEPT REVENUE — $312.00: Verify payroll/tax/loan/card-payment support; may be separate scope.

Owner contributions/equity

  • 03/05/26 — TRANSFER FROM OWNER SAVINGS — $2,000.00: Confirm this is owner contribution/equity, not customer income.
Recommended next step

Do the cleanup review before monthly reports.

Recommended engagement

Setup/migration/PDF triage diagnostic first. Do not sell normal monthly close until an accounting source-of-truth and reconciliation baseline exist.

What a fixed review quote should cover

Document intake, statement parsing, exception log, owner questions, missing support request, reconciliation readiness, and CPA-friendly handoff notes.

Sample packet only. Uses fake demonstration data. Northline Data Systems provides bookkeeping/reconciliation support; this is not tax, legal, audit, attestation, assurance, fraud-detection, or management decision advice. Do not send account numbers, SSNs, tax IDs, full card numbers, bank login credentials, or statements through an unsecured form.

Email Northline about a cleanup review