If you’re a small business owner, you’ve probably found yourself wondering, “What documents do I need to file my small business taxes?” Tax prep can be one of the most stressful parts of running a business; you’re focused on serving clients or making sales, and suddenly you’re expected to pull together an entire year’s worth of financial information.

Think of this as a simple gathering checklist, not tax advice. The goal is to help you get organized before sending everything to your CPA; clean, organized records save time, money, and a lot of unnecessary stress during tax season.

If you’re not sure who handles what during tax season, this guide on hiring a bookkeeper vs an accountant can help.

Financial Reports Your CPA Will Ask For

Every CPA has different preferences on what documents they require for filing your taxes. These are the common ones among most CPAs:

If these reports are not sent in the format that the CPA requests, your CPA will likely request revisions, which will slow down the process. Reach out to your CPA to find out exactly what they will need to file your taxes.

Bank Statements and Reconciliation Reports

These documents are important for your CPA to confirm that your books match your actual bank activity:

• December business bank statements
• December credit card statements
• Reconciliation reports for December

If you want help organizing your expenses, my free business expense organizer is a great place to start.

Loan and Debt Information

Documents related to your loans and debt are often ones that can be easily forgotten. Make sure you’re sending these to your CPA:

• December loan statements
• Loan paperwork for any loans started during the tax year
  • Includes terms, start dates, and balances

Asset Purchases and Equipment Documents

Some business purchases are considered assets, which generally means items that cost $2,500 or more and are used in your business for more than one year. If you made any of these purchases, your CPA will typically ask for documentation so they can be handled correctly.

• Receipts or bills of sale for:
  • Computers
  • Equipment
  • Vehicles
  • Other large purchases
    
• Purchase dates and amounts

Payroll and Contractor Tax Forms

Any payments made to employees or contractors should be documented. Your CPA will typically request copies of these forms so they can verify totals and make sure everything lines up with your bookkeeping: 

• Copies of 1099s your business sent
• Copies of W-2s and W-3 (if you have employees)
• Contractor payment summaries (if requested)

Wondering if your contractor needs a 1099? Find out in my post, Does My Contractor Need A 1099?

Tax Forms You Personally Received

You might receive tax forms from platforms, clients, or payment processors throughout the year. It’s important to gather these and double-check that they line up with your records before sending everything to your CPA.

• 1099s you received (compare them to your books  to make sure amounts match)
• Any corrected 1099s
• Forms from platforms or payment processors

IRS Letters or Tax Documents Received During the Year

If you received any letters or notices from the IRS or your state during the year, gather those as well. Even if they didn’t seem urgent at the time, your CPA will usually want to review them.

Include:

• Any IRS or state tax letters
• Notices, adjustments, or other correspondence
• Prior-year carryover documents 

Why Clean, Organized Books Make Tax Season Easier

When your books are clean and organized, tax season feels very different. Instead of scrambling to track things down or answering last-minute questions, you can hand everything off knowing it’s accurate. Having everything ready ahead of time makes the process smoother for you and your CPA.

This is exactly where monthly bookkeeping services or catch-up support can make a big difference.

You don’t need perfection to be ready for tax season; you just need preparation. Getting organized ahead of time helps you avoid last-minute panic and makes the entire process much easier.

If your books aren’t up to date or gathering all of this feels overwhelming, you don’t have to do it alone. Schedule a free call, and I’ll help you get everything organized before it’s too late.

Disclaimer:

Ever Leslie Bookkeeping provides bookkeeping and financial organization services. We are not CPAs and do not provide tax advice or file taxes. The information shared in this post is for educational purposes only and should not be taken as tax, legal, or financial advice. Please consult with a licensed CPA or tax professional for guidance specific to your situation.