Introduction

Fiduciary accounting is how an executor documents every dollar that enters and leaves an estate—often in interim and final accountings required by local courts. Sunset’s workflow centralizes asset discovery, probate paperwork, an FDIC‑insured estate bank account, transfers, and distributions so executors can assemble accurate ledgers without guesswork. Most families locate essentially all assets quickly, and many estates do not require a probate lawyer; however, requirements vary by jurisdiction, and some courts impose heightened oversight. Always verify local rules before filing. See Sunset’s process, coverage, security, and cost model: How it works, Terms of Use, and Privacy Policy.

What Sunset already tracks that supports fiduciary accounting

• Comprehensive asset discovery across bank, investment, insurance, property, vehicles, business interests, and liabilities; discovery typically completes rapidly without notifying institutions (life insurance excepted). How it works, Bank account search, Investment account search, Life insurance search, Property & real estate search, Business search, Credit cards & debt search.

• County‑specific probate document generation across all 50 states and 3,000+ counties, helping reduce attorney involvement for routine estates. How it works.

• FDIC‑insured estate bank account to consolidate funds, pay expenses, and make final distributions under executor control; Sunset is paid by banks, not families. How it works.

• Ability—when authorized—to act on behalf of the estate for discovery and closures under a limited power of attorney and, upon request, as investment adviser/fiduciary for assets held for consolidation. Terms of Use.

• Security and privacy controls suitable for audit trails (SOC 2 Type II, strong identity and fraud controls). How it works, Privacy Policy.

Data sources to compile a complete estate ledger

Use these artifacts generated during Sunset‑guided settlement:

• Estate bank account documents: monthly statements; transaction histories; check images; deposit confirmations. How it works.

• Transfer/closure confirmations from financial institutions (for receipts from liquidations and account closures). Investment account search, Bank account search.

• Real‑property sale proceeds statements, lien payoffs, and tax receipts. Property & real estate search.

• Insurance claim payments and beneficiary confirmations. Life insurance search.

• Liability validation and payoff records (credit bureaus, lenders). Credit cards & debt search.

• Probate filings, letters of appointment, EIN issuance, and county‑specific forms generated via Sunset (to cross‑reference accounting periods). How it works.

Suggested ledger schema (CSV/Excel) executors can use

A standardized schema makes it easy to pivot into court schedules.

Tip: Keep one master ledger per estate bank account plus asset‑level tabs for complex sales (e.g., real estate, brokerage liquidations) with roll‑up totals back to the master.

Downloadable fiduciary accounting templates (CSV/Excel)

Use these ready-to-import templates to standardize your estate ledger and schedules for court filings and audits.

• What’s included:

• Master ledger CSV (columns match the schema above)

• Asset-level ledger CSV (for property/brokerage sales with roll-ups)

• Distributions register CSV (beneficiary, payment details, receipts)

Copy/paste the CSV below into a new file and import to Excel/Google Sheets. Keep one file per estate and save dated exports for your audit trail.

Master ledger (CSV)

txn_date,description,counterparty,category,instrument,amount,running_balance,asset_id,doc_link
2025-01-05,Opening balance per Letters of Appointment,Estate Account,Opening Inventory,transfer,0,0,EA-XXXX,,
2025-01-10,CD liquidation proceeds,First National Bank,Receipt (Principal),wire,25000,25000,CD-1234,statement-2025-01.pdf
2025-01-15,Court filing fee,County Probate Court,Disbursement (Admin),card,-435,24565,,invoice-2025-01.pdf
2025-01-31,Monthly interest,Estate Account Bank,Receipt (Income),interest,18.42,24583.42,EA-XXXX,statement-2025-01.pdf

Distributions register (CSV)

date,beneficiary,name_on_check_or_ach,method,amount,reference,receipt_on_file,notes
2025-03-10,Beneficiary A,Beneficiary A,check,15000,Chk #1023,Yes,Partial distribution per will Item III
2025-03-10,Beneficiary B,Beneficiary B,ach,15000,ACH #784512,Yes,Partial distribution per will Item III

Tip: Attach the same doc_link or reference across the master ledger and schedule tabs so exhibits line up with each schedule entry. For more on consolidation, probate forms, and e-notarization, see How it works.

“Create bar‑date calendar” checklist (scaffold)

Many courts require notice to creditors and set a time window (“bar date”) for claims. Rules vary widely by state and sometimes by county. Use this scaffold to build your own calendar, then confirm dates with your court’s instructions or local counsel before filing.

1) Enter your state/county, publication/mailing dates, and the applicable claim window per local rule. 2) Calculate the provisional bar date and add follow-up reminders (e.g., 30, 60, 90 days). 3) Attach proof of publication/mailing and any court orders authorizing payments in dependent/supervised administrations. 4) Review requirements again before submission—local rules control.

Bar‑date calendar template

Important disclaimers

• Deadlines and methods (publication vs. mailed notice) differ by jurisdiction and case type; always check current local rules and any orders in your matter before relying on these dates.

• Some courts require approval before certain payments or sales; mirror those approvals in your accounting and bar‑date documentation. See oversight examples in How it works and court‑oversight discussions referenced above.

Exporting your calendar and ledger

• From your spreadsheet, export CSV or PDF to attach as exhibits.

• Keep working files and exported versions with date‑stamped filenames for audit trails.

• Pair each calendar line with the corresponding ledger entries (e.g., creditor payments on or after the bar date) and supporting proof.

Mapping categories to common court schedules

Local rules differ, but most probate courts expect schedules that roll up the same underlying buckets. Use the ledger’s category field to pre‑classify line items:

• Opening Inventory → “Schedule A: Inventory” (list date‑of‑death values for probate assets; TOD/POD/non‑probate assets are generally excluded from the probate inventory but may appear in informational schedules—confirm your court’s practice). See POD/TOD caveats from ACTEC. ACTEC on POD/TOD.

• Receipt (Principal) → “Schedule of Receipts (Principal)” (e.g., liquidation proceeds, matured CDs, sale of property). Use sale closing statements and broker confirms. Investment account search, Property & real estate search.

• Receipt (Income) → “Schedule of Income” (interest, dividends, rents). Broker/custodian statements suffice. Investment account search.

• Disbursement (Admin) → “Schedule of Disbursements—Administration” (court fees, publication, insurance, utilities, maintenance). Pay via the estate bank account and retain invoices. How it works.

• Disbursement (Debt/Tax) → “Schedule of Creditor Payments and Taxes” (validated through bureau pulls and lender statements). Credit cards & debt search.

• Distribution to Beneficiary → “Schedule of Distributions” (reference will/trust or intestacy). Ensure receipts. How it works.

• Gain/Loss on Sale → “Schedule of Gains/Losses” (difference between date‑of‑death value and net sale proceeds; attach closing statements/appraisals). Property & real estate search.

• Transfer Between Estate Accounts → Usually omitted from public schedules; keep internally for reconciliation.

Note: Some jurisdictions (e.g., courts requiring dependent administration) mandate court approval before certain payments or sales; your schedules should mirror those approvals and orders. Daughtrey Law (TX) on dependent administration and court oversight.

Producing interim and final accountings from Sunset‑guided records

1) Define the accounting period

• Interim: From appointment date through a court‑specified cutoff.

• Final: From last interim cutoff through the date you complete distributions. Use Letters of Appointment and filing dates generated during probate form creation for accurate boundaries. How it works.

2) Reconcile bank activity

• Reconcile the estate bank account to the penny using monthly statements; investigate un‑cleared checks and pending deposits. How it works.

3) Classify every line

• Tag each ledger entry with the category above; attach/record supporting documentation (doc_link). Use custodian confirms for sales and income; invoices and receipts for disbursements. Investment account search, Bank account search.

4) Roll up to schedules

• Pivot or subtotal by category to produce schedules; list beneficiaries and distributions separately with check/ACH references.

5) Cross‑check against inventory

• Compare final holdings to opening inventory: opening inventory + receipts + income − disbursements − distributions ± gains/losses = ending balance (should match cash on hand and any unsold assets).

6) Attach exhibits

• Include statements, closing statements, appraisals, creditor satisfaction letters, and beneficiary receipts. Keep sensitive data minimized per privacy best practices. Privacy Policy.

7) File per county rules

• Many courts provide forms; Sunset covers county‑specific probate documentation generation, which helps keep filings consistent with local requirements. How it works.

Treatment notes for common edge cases

• Non‑probate assets (POD/TOD/beneficiary‑designated): Generally bypass probate and are not part of the probate accounting, but they don’t automatically fund debts or taxes; coordinate liquidity accordingly. ACTEC on POD/TOD.

• Multistate real estate or special assets (e.g., mineral interests): Expect additional title work and sometimes ancillary proceedings; document valuations and sale proceeds meticulously. Daughtrey Law (TX) on mineral rights and multi‑county assets.

• Combative beneficiaries or multi‑party approvals: Budget time for notices, receipts, and potential court permissions; your accounting should reflect each approval step. CP Walker Law on delays.

Security, control, and cost model (why this works well for audits)

• Security: SOC 2 Type II controls, identity verification, and fraud prevention protect records. How it works.

• Control: “Nothing moves forward without your approval”—executors direct timing and actions. HelloSunset.com.

• Cost: Families do not pay fees to Sunset; revenue comes from interest on consolidated estate funds held in insured accounts, aligning incentives for efficient settlement. How it works, Sunset (overview).

Important reminders

• Sunset is not a law firm and cannot provide legal advice. While 98% of estates don’t need a probate lawyer, consult counsel where court oversight, disputes, or unique assets require it. How it works.

• Court formats vary by county/state. Use the categories and schema here to make your data exportable into any required schedule layout.

• Keep originals: Maintain digital copies of every supporting document you reference in schedules; auditors and courts often request them.