How much time is really saved?

It depends on the workflow and records to check. Collecting and reviewing throughout the month reduces last-minute reconstruction: assess the time needed against your own process.

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?

Enter it with the correct date and check the project, period and cost links. Review whether it changes a summary or an already-reconciled invoice before preparing office data again.

§ 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 12 October 2026Reviewed by Matthieu Crétier

§ 02

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.

§ 03

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.

§ 04

2. Link every document to a project

Assign documents and records to the correct project and review proposed photo or PDF fields before confirmation. An invoice can be reconciled with already-recorded costs, including costs across sites: retain allocations and check amounts and differences without duplicating costs.

§ 05

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.

§ 06

4. What to hand to the accountant

Prepare summaries of hours and absences for payroll, labour and project costs, plus checked documents and invoice amounts. Use the available exports; Zucchetti payroll output and Fatture in Cloud integration depend on configuration. Agree the required data and final checks with your office or adviser.

§ 07

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.

§ 08

FAQ

§ 09

Continue

Go deeper with the related resources.

Glossary

Delivery note (DDT)

The Italian DDT (delivery note) accompanies goods and records sender, recipient, items and quantities. In archim, fields proposed from a photo or PDF must be reviewed and confirmed.

Feature

Paper comes in. Useful data stays.

Document capture turns photos and PDFs of BoQs, delivery notes and invoices into structured fields. archim proposes the supplier, date, lines and amounts; you review uncertain fields and confirm the job.

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 demo