The most common mistakes made with an accountant - and how to avoid them

Even the best entrepreneurs fall into these traps... Good news: they're avoidable. Here's a practical checklist to help you work more closely with your accountant, avoid costly mistakes, and regain control of your management (and choose the right tools with the most widely used accounting software in Quebec).

🧩 What you'll discover in this checklist

Do you think your accountant "manages everything"? Do you validate his requests without looking too closely? Are you afraid to ask questions?

You're not alone. These mistakes are common... but not inevitable.
With this checklist, you'll :

• Understanding the most common pitfalls
• Identify what you can do concretely (for example, by structuring your chart of accounts)
• Build a healthy, proactive relationship with your accountant

Ready to go? Unroll the checklist 👇

📋 The complete checklist to avoid mistakes with your accountant

1. 🤔 Thinking that "the accountant will manage everything."

"I pay an accountant, so he takes care of everything."
False. Your accountant needs your input to do his job properly.

A good accountant can only process what you give him. If invoices, contracts or supporting documents are missing, the file is incomplete. And you risk errors or penalties.

What you can do:

• Establish a weekly routine for sending her all documents
• Uses an automatic bank synchronization tool (e.g. QuickBooks, Xero, FreshBooks, Zoho Books, Wave, Odoo)
• Share a cloud folder (Google Drive, Dropbox, Notion) and a structure inspired by this record-keeping guide
• If necessary, delegate bookkeeping to keep things regular and accurate

2. 🛑 Do not validate what is submitted

Signing without reading is signing blind. Even if you trust your accountant, you' re still legally responsible.

A misdeclared VAT/GST/QST, an incomplete tax registration (see the GST/QST registration guide), a wrong figure on your balance sheet, a forgotten DAS... These little mistakes can be very costly in the long run (and result in an unpleasant notice of assessment ).

What you can do:

• Request a simplified version with key figures before signing
• Take 15 minutes each month to reread and understand the documents (and review the structure of your chart of accounts).
• Don't hesitate to ask questions if you have any doubts
• Check whether you're on a compilation/reader advisory mission and understand the limits of commitment

3. 🗣 Never ask questions

"I don't want to disturb..."
You're not supposed to be a chartered accountant. It's normal not to understand everything.

A good accountant needs to be able to explain numbers and accounting decisions clearly. And when a tax specialist is needed, understanding the difference between the roles is helpful (and don't hesitate to find the right tax specialist if you need one for your tax planning).

What you can do:

• Take notes of your questions as you go along
• Offers a 30-minute check-up every quarter (think of this guide for efficient appointments)
• Use a fast communication channel (Notion, WhatsApp...)

4. 📅 Being late on documents

Delay is the enemy of quality. And tax compliance.

Your accountant needs time to get things right. Sending in your documents the day before a deadline exposes you to errors and penalties. Anticipate your year-end closing and don't wait until the last minute for your GST/QST instalments.

What you can do:

• Create a recurring reminder in your diary (e.g. every 1st of the month)
• Use a tool like Indy, Pennylane, or Sage to automate
• Give him access to your pro banking space if relevant and track your cash flow
• Prepare the documents required for the compilation mission in advance

5. 📂 Keep scattered documents

One invoice by e-mail, another by paper, a third on WhatsApp? Your accountant can't keep up.

Centralized archiving is essential for clean accounting (and compliance with mandatory document retention periods).

What you can do:

• Organize your docs in a shared folder structured by month (see our record-keeping guide).
• Uses a scan tool with automatic recognition (e.g. Scanbot)
• No need to send documents "as you go" through all channels

6. 💬 Don't tell the accountant about your plans

Are you planning to hire someone? Setting up a subsidiary? Talk to us before you do.

Your accountant can help you anticipate tax, social or financial impacts.
But he or she needs to be up to speed (think about things like tax registration, incorporation or joint-stock companies).

What you can do:

• Notify him as soon as a major change is planned (e.g. hiring and taxable benefits).
• Organize a strategy meeting every 6 months to discuss tax optimization (e.g. salaries vs. dividends)
• Share your budget forecasts and objectives

7. 🕵️‍♂️ Never check your accounts

Just because you unload doesn't mean you have to let go.

A quick monthly scan of your accounts will help you avoid errors and omissions (and optimize your costs thanks to the full-cost method or the ABC method).

What you can do:

• Learn to read an income statement (discover the difference between cash and accrual accounting)
• Track your sales and cash flow month by month
• Checks for inconsistencies or unusual items

8. 📉 Don't challenge the numbers

If your margin is dropping or your earnings are falling, it may be time to investigate.

Your accountant is there to help you analyze, understand and optimize. Think about thecombination of accounting and taxation, the analysis center method and your level of solvency.

What you can do:

• Request an analysis of your results and suggestions for optimization (e.g. billing, costs, prices)
• Follow a monthly dashboard
• Identify the most profitable products/services (via cost accounting)

9. 💸 Do not check fees

You're paying for a service: it's normal to understand what you're buying.

Sometimes, additional services are billed, or certain services are not included in the package.

What you can do:

• Ask for details of the services included in your contract (here are our accounting services)
• Check fee invoices at least once a year and review what your accountant is actually doing.
• Compare with other firms if necessary (use Find your accountant)
• Evaluate the market with this guide to the cost of an accountant in Quebec (and, if necessary, add a business tax return service).

10. 🧱 Not building a real relationship

An accountant isn't just a supplier. They're a strategic partner.

The more transparent, organized and communicative you are... the more he'll be able to help you.

What you can do:

• Regular exchanges, not just at the end of the year
• Give him feedback on what's working (or not)
• Share your vision and priorities (set SMART goals)

💬 Do you want to go through this checklist together?

At Bankeo, we believe that accounting should never be a source of stress.
Our mission: to help you avoid the pitfalls, regain control and build a smooth collaboration with your accountant (or ours 😉 ). To take things a step further, check out our guide to finding the right accountant, our expert-comptable guide and how to find the right pro for your business taxes online. Need an accountant in Montreal or Quebec City?

👉 Want to go through this checklist together?
Drop us a line!

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