Preparing the budget cupboard before visitors arrive

Physical order still matters. Even when ledgers live on screen, visitors ask for the approved budget, the latest variance explanation, and the grant folders in a form a second person can follow.

Label binders or digital folders by financial year, then by fund. Place the approved budget on top, virement minutes next, then monthly variance notes. Keep bank reconciliations for control accounts in a separate sleeve so they are not mixed with petty-cash vouchers.

A pre-inspection readiness check walks this cupboard with you and lists gaps. Doing the same walk yourself a fortnight earlier is cheaper — and often enough if your files are already close.