AA01 - Synco | Digital Accountants

SYNC Monthly Accounts Upload Guidelines

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Internal handbook

Monthly Accounts Upload Guidelines

A standard structure for Google Drive folders, file naming and monthly upload discipline.

Version date: — Internal use only Standardised naming rules

Purpose

This handbook defines the standard Google Drive folder structure and file naming conventions for monthly accounting. The goal is to reduce back-and-forth, minimise missing documents and speed up monthly closing.

What good looks like

Best practice

Done properly

Organised uploads help the team review faster, reduce clarification work and keep month-end closing smooth.

Learn more ›

Common issues

What slows us down

Inconsistent uploads create delay, extra checking and avoidable follow-up with the client or internal team.

See examples ›

File naming

All uploaded documents should follow a clear naming format so the team can identify the file immediately without opening it.

Document type	Recommended format	Example
Sales / Purchase / Receipt / Voucher	`[Category]_[MM]_[YYYY]`	`SalesInvoice_07_2025`
Bank Statement	`[Bank]_[Last4]_[MM]_[YYYY]`	`MBB_1234_07_2025`
Utilities	`[Utility]_[MM]_[YYYY]`	`Electricity_07_2025`

Rule of thumb: a new team member should understand what the file is just by reading the file name.

File format

Please upload documents in PDF, Word or Excel. Avoid JPG or PNG where possible because image files are harder to review, rename and archive properly.

Folder categories and rules

A. Bank Statement

Inside the Bank Statement folder, default folders such as Bank 1 and Bank 2 should be renamed clearly.

Rename folders to [Bank] [Last4] such as MBB 1234 or CIMB 5678
Name statement files as [Bank]_[Last4]_[MM]_[YYYY]

B. Bills (Utilities)

Create separate folders for each utility type as applicable.

Electricity
Water
Sewerage
Internet
Telephone

Within each utility folder, organise files by month using the same MM_YYYY format.

C. Official Receipt / Payment Voucher / Purchase Invoice / Sales Invoice

Create separate folders for each document category and organise files by month using the same naming logic for consistency.

D. Salary

The Salary folder should contain five standard subfolders. All documents should be organised by month and year.

Subfolder	What to upload
EPF Statement	Monthly EPF statement or payment confirmation
Payslip	Payslips for the month or consolidated payroll report
SIP Statement	Monthly SIP / EIS related statement if applicable
SOCSO Statement	Monthly SOCSO statement or contribution record
Salary Summary	Monthly salary summary, preferably in Excel

Monthly checklist

Use this checklist before month-end submission to reduce delay during review and closing.

Bank statements uploaded and named correctly for all accounts

Utility bills uploaded into the correct utility folders

Official receipts organised by month

Payment vouchers organised by month

Purchase invoices organised by month

Sales invoices organised by month

Salary documents uploaded: EPF, SOCSO, SIP, Payslips and Salary Summary

Files are in PDF, Word or Excel format, not JPG or PNG

Team note: if anything is missing, flag it in the first week of the following month so month-end closing can proceed without unnecessary delay.