Business Client Documents & Information Needed:

Please provide the following documents/information for preparing a business tax return:

  • The following payroll tax returns:

    • Annual Forms W-3 & 940

    • W-2(s) for shareholders & officers (if applicable)

  • Backup copy of QuickBooks and password for QuickBooks file (if applicable). 

    • If not using QuickBooks, please provide:

      • Balance Sheet for the tax year ended.

      • Profit and Loss (aka Income Statement) for the tax year ended.

      • General ledger for the tax year ended (ideally in PDF or Excel format).

    • I have a video on how to create a QuickBooks backup on my site -

    • If using QuickBooks online here are visual steps to add an accountant user -

  • Source documents received such as Forms 1099-MISC, K-1's & 1099-K (if applicable).


  • Copies of year end statements (generally December 31st) for:

    • Bank accounts

    • Business credit cards (the statement should have activity through year end.  It will most likely have some of the following month's activity on it)

    • Loan statements showing year end balances. 

  • Copies of current year's Forms 1099 that your business issued to independent contractors and landlords (required when paying over $600 for services or rents - see my Form 1099 page for more information).

  • Copies of any notices received from IRS or Franchise Tax Board (or other state agency)

  • Amount of retirement plan liability at tax year end (amount of contributions for prior year that will be or have been made in the current year) 

  • Amount of health, dental, vision & long term care insurance paid on behalf of owners.  Please also note if these were paid from the business account.

  • Copies of invoice or purchase document for equipment (including vehicles) that were purchased with financing in the tax year.

  • Copies of capital leases entered into in the tax year.

  • Please note that if you have a solo 401K retirement plan for your business you may have a Form 5500 or 5500-ez filing requirement if the plan assets exceed $250,000 or if you close the plan (see information on this at the IRS's site -

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