How much time is really saved?

It depends on company size and digitalisation level. Companies that switch to a digital workflow often see a meaningful reduction in month-end closing time, mainly because they eliminate post-hoc reconstruction.

Does the accountant need to use archim?

No. archim produces structured reports and data that you can export and deliver however you prefer. The accountant keeps using their own tools.

What if a document arrives late?

You can still enter it in archim with the correct date. The system will associate it with the relevant month and project without needing to recheck everything.

Documents for your accountant: guide for construction companies

§ 01 / Guides

How to prepare documents for your accountant

A simple workflow to collect site reports, delivery notes and invoices before the deadline, without chasing paper and people.

6 min readUpdated 31 August 2026Reviewed by Matthieu Crétier

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In short: How to prepare documents for your accountant

A simple workflow to collect site reports, delivery notes and invoices before the deadline, without chasing paper and people.

What this guide covers

•1. Centralise daily collection
•2. Link every document to a project
•3. Verify in real time, not at month-end

Month-end for the accountant is often stressful: collecting documents, checking invoices, reconstructing hours and costs. Many companies spend hours chasing missing reports and deciphering delivery notes. In this guide we flip the problem: instead of collecting everything at month-end, we distribute collection throughout the month.

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1. Centralise daily collection

The first step is that every document arrives at a single digital point: reports filled from site, delivery notes photographed or forwarded by email, invoices uploaded as soon as received. If the collection point is single, at month-end you no longer have to search.

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2. Link every document to a project

An invoice or delivery note not linked to a project is useless for management reporting. From the moment of entry, associate each document with the right project. In archim this step is guided and partly automatic.

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3. Verify in real time, not at month-end

If you check invoices and delivery notes as they arrive, month-end holds no surprises. A weekly 10–15 minute check is much more efficient than a last-minute marathon.

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4. What to hand to the accountant

In general: list of sales and purchase invoices, summary of labour hours and costs per project, delivery notes and packing slips linked to invoices. If you use archim, this data is already structured and exportable.

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What to do next

Preparing documents for the accountant doesn't have to be a monthly emergency. Distributing collection and verification throughout the month saves time and reduces error risk.

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FAQ

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Continue

Go deeper with the related resources.

Glossary

Delivery note (DDT)

The DDT (documento di trasporto) is the document that accompanies goods leaving the sender. It states who ships, who receives, what is being transported and in what quantity.

Feature

Documents extracted, no retyping

Construction document capture turns paper delivery notes, invoices and receipts into usable data. With archim you photograph the document from your phone: the system reads supplier, date, line items and amounts, links them to the right job site and makes them searchable, with no manual data entry.

Case study

Biemme Costruzioni

From 3 hours to 1 hour per month preparing data for the accountant, and per-site margins finally visible.

Digitise document collection

Discover how archim helps collect site reports, delivery notes and invoices directly from site.

Book a free demo

How to prepare accountant documents without chasing anyone | archim