What Does a Bookkeeper Need for Taxes? Your Stress-Free Checklist

As a small business owner, the question isn’t if you should get your books in order for tax season, but how. The single most effective way to reduce stress, maximize deductions, and ensure accuracy is to partner with a professional bookkeeper. But once you’ve hired one, what exactly do you need to provide?

A common point of confusion is, “What does my bookkeeper need from me to get my taxes done?”

Think of your bookkeeper as a navigator. They can guide you to your destination (accurate, on-time tax filing), but they need you to provide the vehicle and the fuel – your financial data.

Providing the right documents from the start is the key to a smooth, efficient, and affordable bookkeeping for taxes experience. This checklist will ensure you have everything ready for a seamless handoff.

The Goal: Tax-Ready Books

Before we dive into the checklist, it’s important to understand the goal. When we talk about tax-ready bookkeeping, we mean a complete and accurate set of financial records that clearly shows your business’s:

  • Total Income
  • Allowable Business Expenses
  • Profitability (which determines your tax liability)

With that in mind, here is the essential information and documents your bookkeeper needs.

Your Complete Bookkeeper Tax Prep Checklist

Organize these items by category to make the process even smoother.

1. Income & Revenue Documents

Your bookkeeper needs a complete picture of all the money that came into your business.

Bank and Credit Card Statements: Full-year statements for all business accounts (checking, savings, credit cards, PayPal, etc.).

Income Summaries: A summary of all sales, whether from your point-of-sale system, e-commerce platform (like Shopify), or invoicing software (like QuickBooks, Xero, or Wave).

Invoices Issued: A list of all invoices sent to customers.

1099-MISC or 1099-NEC Forms: If you paid any independent contractors over $600, you will need to provide them with a 1099. Your bookkeeper can help prepare these, and will also need the copies you receive from others who paid your business.

2. Expense & Purchase Records

This is where you capture all your tax-deductible expenses. Accuracy here is crucial for minimizing your tax bill.

Receipts for All Business Purchases: Digital or physical receipts for office supplies, software subscriptions, marketing costs, and meals.

Utility Bills: For your business premises (electricity, internet, phone).

Proof of Rent or Mortgage Interest: For your office space.

Vehicle and Mileage Logs: Track business-related travel. Provide a log or use an app. Don’t forget receipts for gas, maintenance, and insurance.

Payroll Records: If you have employees, provide detailed payroll summaries, including wages paid, taxes withheld, and any contractor payments.

Asset Purchase Receipts: For any equipment, furniture, or vehicles purchased for the business (this affects depreciation).

3. Key Financial Reports & Balances

These reports are the final product of good bookkeeping for taxes and are essential for filing.

Profit & Loss (P&L) Statement: Also known as an Income Statement.

Balance Sheet: Showing your assets, liabilities, and equity as of the end of the tax year.

Year-End Bank and Credit Card Balances: The closing balance on the last day of the fiscal year, which is typically December 31st for calendar-year filers.

Accounts Receivable & Payable Summaries: A list of money owed to you and money you owe to others.

4. Business Structure & Specific Details

Prior Year Tax Return: This provides invaluable context and helps identify carryover items.

Loan Statements: For any business loans, including the balance and interest paid.

Home Office Details: If you use part of your home exclusively for business, provide your home’s square footage and the square footage of your office.

Why Providing This Information Matters for “Tax Preparation Help”

You might be wondering why all this is necessary. The reason is threefold:

  1. Accuracy: Complete records prevent errors that could lead to IRS audits or penalties.
  2. Maximized Deductions: Without proper documentation, you could miss out on legitimate deductions, causing you to overpay.
  3. Efficiency: When you provide organized information, your bookkeeper spends less time searching and more time optimizing. This can often reduce your bookkeeping cost.

Feeling Overwhelmed? You’re Not Alone.

If looking at this list makes you realize your records aren’t as organized as they could be, don’t panic. This is exactly where a professional bookkeeping cleanup service comes in.

At House of Bookkeepers, we specialize in transforming disorganized records into tax-ready books. We’ll handle the messy work of categorizing transactions, reconciling accounts, and preparing all the necessary financial reports for your accountant.

Let Us Help You Find Peace of Mind This Tax Season

Stop stressing about what you need for taxes. Our certified professionals will guide you through the entire process.

Schedule Your Free Tax-Prep Consultation Today – Let’s get your books in order so you can face tax season with confidence.