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Learn which tax forms and business records your accountant needs to prepare your small business tax return.
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Preparing your small business taxes is easier when you have the right information ready. Providing your accountant with complete and accurate records upfront can help reduce delays, lower preparation costs, and avoid follow-up requests.
In this guide, we’ll outline the key documents and information your accountant needs to prepare your small business tax return, along with practical tips to help streamline the process.
Table of Contents
When preparing your business tax return, your accountant will need a complete set of records that verify your income, expenses, assets, and obligations. Gathering these items in advance can reduce preparation time, limit follow-up requests, and help ensure accurate filing.
Provide the identifying information used to file your return:
Note: The information you provide must match what’s on file with the IRS to avoid processing delays.
Bring a copy of your most recent business tax return. This helps your accountant:
Your accountant will need year-end financial reports, typically generated from your accounting software.
| Report | Purpose |
|---|---|
| Profit & Loss Statement | Verifies total income and expenses |
| Balance Sheet | Confirms assets, liabilities, and equity |
| Statement of Cash Flows | Tracks how cash moved through the business |
Some businesses may need additional reports based on industry or structure.
The forms your accountant files depend on your business structure.
| Business Type | Common Forms |
|---|---|
| Sole Proprietor/Freelancer | Form 1040, Schedule C |
| Partnership | Form 1065 |
| S Corporation | Form 1120S, Schedule K-1 |
| LLC | Varies based on tax classification |
Filing deadlines may vary by entity type.
Provide documentation that supports the income reported on your financial statements, including:
Your accountant will use these records to verify deductible expenses:
Some deductions require additional detail beyond standard receipts.
| Deduction Type | Required Information |
|---|---|
| Home Office | Square footage and related expense records |
| Vehicle Use | Mileage log and vehicle expense receipts |
| Travel & Meals | Receipts and travel documentation |
| Charitable Contributions | Donation receipts and acknowledgments |
Provide records for assets bought, sold, or depreciated during the year, including:
If you obtained or repaid loans during the year, bring:
This helps confirm liabilities and interest deductions.
If you have employees or contractors, your accountant will need payroll documentation, such as:
Payroll software can usually generate these reports quickly.
If your business reports Cost of Goods Sold (COGS), provide:
These figures are required to calculate COGS accurately.
Bring records related to:
You’re not required to hire an accountant to file business taxes, but working with a tax professional can reduce errors, save time, and help ensure your filings are accurate, especially as your business becomes more complex.
Beyond tax preparation, an accountant can support ongoing financial management, reporting, and planning decisions that impact your business’s long-term health.
Consider working with an accountant if your business is:
Referrals from trusted business contacts are often the best place to start.
You can also search professional directories, such as those provided by the American Institute of Certified Public Accountants or the IRS Directory of Federal Tax Return Preparers.
Some accounting software providers also offer accountant referral programs.
Gathering and organizing the right information ahead of time can help your accountant prepare your business tax return more efficiently and reduce follow-up requests or delays.
To stay organized, use our free small business tax preparation checklist to confirm you have everything needed before your tax appointment.
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