What Documents Do I Need to File My Small Business Taxes?

Start with a folder for the tax year

Make separate folders for income, spending, accounts, assets, and prior filings. Give each file a name that includes the year, month, and account or vendor. Keep the originals; a total on a spreadsheet is much more useful when you can find the paperwork behind it.

Gather the business records

• Bank and credit card statements for every month of the year, including closed accounts.
• Sales and invoicing reports, payment processor reports, refunds, and tax information forms received.
• Expense receipts and vendor invoices, with notes for transactions whose business purpose is unclear.
• Loan statements and paperwork for equipment purchased, sold, or financed.
• Payroll reports and contractor payment records, if applicable.
• The prior return, relevant notices, entity documents, and records of estimated payments.

Check what the totals actually represent

A bank deposit may combine several customer payments, processing fees, and a refund. Give your preparer the detail behind the deposit. Likewise, list transfers between your own accounts so they can be distinguished from sales. If you have bookkeeping software, include the reporting period and accounting basis with exported reports.

Identify the gaps before your appointment

Write a short list of missing months, disputed charges, unreconciled balances, and business expenses paid personally. Do not replace missing information with a guessed number. For example, a Mesquite cleaning owner may need both the appointment-system report and the bank statement to explain a month of card payments.

Share documents through the agreed process

The consultation form is for a short description of your needs. Ask how to provide financial records securely before sending statements, identification, or tax documents. This checklist is a starting point; the required records depend on your business and return.