Why we often get everything mixed up (and why it’s expensive)
In many VSEs/SMEs, “doing the accounts” mainly means finding invoices, filing them, sending them to the firm, responding to requests for supporting documents, etc.
This is not yet accounting in the legal sense. It’s pre-accounting.
And it is precisely this often overlooked stage that makes the difference between :
- an avoidably stressful closing,
- and smooth management throughout the year, with simpler collaboration with the chartered accountant.
Pre-accounting: a simple definition
Pre-accounting is all the preparatory work prior to the official production of the accounts:
collecting documents, organising them, matching them with bank transactions, preparing the export to the accounting software or to the firm.
It can be carried out in-house (management, administration) or highly automated using tools.
The most common tasks
- Centralising documents (customer/supplier invoices, quotes, vouchers, supporting documents)
- Filing and checking (completeness, duplicates, dates, VAT, etc.)
- Pointing / reconciliation with bank transactions
- Pre-charge (according to your rules or those of the firm)
- Transmit/export cleanly to the accountant
Accounting: the legal framework
Accounting, on the other hand, corresponds to the ‘official’ scope: validated records, standards, closing, declarations, financial statements.
The main results are as follows:
- on the balance sheet and income statement
- tax returns (VAT according to system, tax returns, etc.)
- controls and closing operations (depreciation, adjustments, etc.)
This is the domain of the accountant / chartered accountant, with professional liability.
Pre-accounting vs. accounting: the difference at a glance
| Subject | Pre-accounting | Accounting |
| Objective | Preparing, organising and ensuring reliability | Produce compliant accounts |
| Who can do it? | Non-specialist (with method/tools) | Accountant |
| When? | Over time (weekly/monthly) | According to obligations + closing |
| Deliverables | Classified documents, scoring, exports | Financial statements, declarations |
| Main risk | Forgetting, losing parts, delays | Non-compliance, tax errors |
Why pre-accounting is the “missing link
1) It avoids sending out documents in bulk at the end of the year
The later you collect the data, the more you forget, the more research you do and the more you have to go back and forth with the firm.
2) It improves management visibility
Regular pre-accounting gives a more reliable picture of what’s going on (receipts/disbursements, deadlines, missing documents).
3) It makes the chartered accountant more useful
When parts are clean and centralised, the firm spends less time “repairing” and more time advising.
The most efficient organisation (simply)
Without complicating matters, a realistic pace:
- Each week (10-20 min): deposit/centralise parts received
- Each month (30-60 min): check bank statement + missing documents
- Monthly or quarterly: send/export to the practice
The result: faster closing, fewer emergencies and fewer return trips.
Where Azopio fits in (and why it’s a game-changer)
Azopio has been designed to structure pre-accounting and make it more reliable, while providing better visibility of a company’s financial situation. The aim is not to replace the chartered accountant, but to create a clear and continuous link between day-to-day management and official accounting.
1) Centralisation to ensure secure flows
By grouping all documents together in one place (invoices, supporting documents, supplier and customer vouchers), Azopio puts an end to the dispersal of information.
This centralisation reduces oversights, avoids duplication and ensures that each transaction has its own supporting document.
2) Pre-accounting carried out as and when required
Documents are filed and organised when they arrive, not at the end of the period.
This regularity means that pre-accounting is kept clean and can be used on an ongoing basis, with no “catch-up” effect as deadlines approach.
3) Greater visibility over cash flow
By structuring flows and documents, Azopio provides a clearer picture of the financial situation:
- identified receipts and disbursements,
- better monitoring of expenditure,
- missing elements spotted more quickly.
You’re no longer steering blindly: you have a more reliable vision with which to anticipate and make decisions.
4) Dashboards for better management
Azopio provides dashboards that transform administrative data into useful information.
Without entering into a complex analytical accounting logic, these indicators make it possible to :
- monitor business trends,
- identify areas to watch out for,
- base exchanges with the chartered accountant on clear, shared data.
5) Smoother collaboration with your chartered accountant
With centralised, structured and accessible documents, exchanges with the firm become simpler:
- fewer retries,
- less information lost,
- more time devoted to analysis and advice.
In a nutshell: Azopio helps you to organise your pre-accounting more effectively, gain greater visibility of your cash flow and manage your business with greater peace of mind, while making your chartered accountant’s job easier.
Would you like to see how this can be implemented in your organisation? Request a demo of Azopio and see in just a few minutes how you can make rapid gains in your pre-accounting.
Frequently asked questions about pre-accounting
Is pre-accounting compulsory?
Pre-accounting is not a separate requirement, but it is essential if you are to produce reliable accounts and avoid forgetting any supporting documents.
Who should manage pre-accounting?
Depending on the organisation, it may be carried out by the manager, an administrative assistant or using dedicated tools, in conjunction with the chartered accountant.
Does pre-accounting replace chartered accountancy?
No. It prepares the ground. The chartered accountant remains essential for validating the accounts and meeting legal obligations.
