Clients often ask whether quarterly reconciliation is worth maintaining when they only move assets a few times per year. The answer depends on how painful an annual catch-up would be—and whether anyone besides you understands your records.
Opening the Session
We begin by comparing your master ledger’s last entry date against the current date. Any transfer you conducted since that date should have a corresponding paper memo, even if it is incomplete. Incomplete memos are normal; missing memos are a problem.
The Review Pass
For each new transfer we verify:
- Ledger entry exists and is dated
- Companion document is filed (exchange email, explorer printout, or co-signer memo)
- Vault labels match your current naming scheme
- Amounts agree across all sources
Discrepancies are flagged in red pencil on a working copy. We resolve them together—you explain the transfer, we update the master document.
The Archival Packet
At session end you receive a quarter summary: a one-page index of all transfers, amended entries, and outstanding items requiring follow-up. This summary is designed for filing in a separate archival folder so your working ledger stays uncluttered.
When Quarterly Is Not Enough
If you are moving assets weekly—perhaps rebalancing between vaults—a quarterly cadence will feel cramped. In those cases we recommend monthly 30-minute check-ins or adopting a stricter same-day logging habit.
When Annual Suffices
Holders with one or two vaults and fewer than six transfers per year can often manage with an annual ledger review. We are honest about this during intake; we would rather recommend a lighter schedule than sell unnecessary sessions.