What To Bring And How To Organize Tax Documents For Your Accountant: A Complete Checklist

About 60% of American households paid income taxes in 2022. It’s reasonable to say tax season is a busy time for tax preparers, including certified public accountants (CPAs). Having the right documents and personal information handy can make tax filing easier for everyone involved. Your tax preparer may even have you use a tax organizer form to help with this process.

Deanna Robbins, a master tax advisor with over 15 years of tax preparation experience, shared with us some advice for tax time. Let’s take a close look at all the information you’ll need to file your taxes so you can start collecting and organizing tax documents for an accountant or another tax professional of your choosing.

Personal Information

Having your personal information at the ready will prove your identity and help your tax preparer keep track of your information. Keep in mind that identity protection is vital, so be careful when you share this type of info. You’ll likely need to provide the following information:

• Social Security number (SSN) or Individual Taxpayer Identification Number (ITIN)
• Photo ID (for example, your driver’s license) that matches your SSN or ITIN
• Personal information of dependents (SSN or ITIN, photo ID, birth date)
• Your last two tax returns
• Routing and bank account numbers

“Every person that files a tax return needs to have their identification and their Social Security number (SSN) or Individual Taxpayer Identification Number (ITIN),” Robbins says. “All individuals that receive income tax documents need to bring those to their tax preparer.”

If you don’t have an SSN or Social Security card, you’re required to have an ITIN. According to the IRS, the ITIN is a tax processing number for certain nonresident and resident aliens, their spouses and their dependents. It’s a nine-digit number beginning with the number nine and formatted like an SSN. To obtain an ITIN, you must complete IRS Form W-7.

Photo Identification And Household Member Information

You should also have a driver’s license or personal identification card on file with your tax preparer that matches your SSN or ITIN. A photo ID is critical to confirming your identity, and you must present one to your tax preparer. The same goes for any dependents or spouses you’ll include on your taxes. Having their birthdates and personal information on hand is crucial.

Personal Financial Information

Your personal financial information is also important to provide to your tax preparer. If available, your last 2 years of tax returns will help your tax preparer – who may be an accountant – understand your tax history. You should also gather your routing and bank account numbers for direct deposit purposes. No matter whether you’ll ultimately get a refund or owe money, these credentials make receiving or paying easier.

Proof Of Income

Your annual taxes will depend in large part on how much you make over the course of the tax year. You’re required to prove via income statements how you received your pay during the tax year. These days, many of these tax documents are available through online portals. However, some tax preparers – accountants included – like paper documents as well. Common proofs of income include:

• W-2 forms
• 1099 forms (if applicable)

Let’s take a more in-depth look at these forms and why they’re essential to the process.

W-2 Forms

A W-2 form states your wages and withheld taxes. This document provides a complete and top-down summary of your income for the last year. Your employer (or employers) should send you a W-2 prior to January 31. Contact your employer(s) if you don’t receive this form.

1099 Forms

There are various 1099 forms, also called information returns. Whether you’ll receive one or many depends on your situation. According to the IRS, if you make money as a small business or self-employed individual, you’ll likely have to file a 1099 form. If you think this applies to you and you don’t receive a form, the IRS suggests requesting one from your clients or customers.

Tax Deductions And Expenses Documentation

Depending on your situation, you may need additional documentation for tax deductions. These supporting documents may include:

• 1098 forms
• Expense receipts
• Tax deductions, sometimes called write-offs, allow you to reduce your taxable income for various reasons. Some common tax deductions include:
• Self-employed expenses for personal business (such as home office expenses)
• State income tax, property tax and sales tax documentation
• Traditional business expenses (travel, meals, hotels, etc.)
• Education costs and student loan interest
• Charitable contributions
• Medical expenses

Tax Credit Documents

Similar to tax deductions, some taxpayers use tax credits to save money when they file taxes. Unlike deductions, tax credits provide a tax break that reduces your overall tax bill, as opposed to reducing the amount of your income that can be taxed. You can claim tax credits at both the federal and state level. Think of them almost as a “discount” on your bill. They can even be a profitable stipend if your credits add up to more than your overall total.

Here’s a look at some of the most common tax credits:

• Child tax credit: A credit aimed at helping families with children in their home
• Adoption credit: A credit aimed at helping with any adoption costs in the past year
• Earned income tax credit: A credit aimed at helping qualifying taxpayers with earned income (the amount varies based on income level and other factors)
• Mortgage interest credit: A credit that allows homeowners to write off part of their mortgage interest paid in a tax year

Check the IRS website or ask your tax preparer for the specific tax forms you’ll need for certain credits.

Tips for Preparing Your Tax Documents

Now that we know which documents and information we need, let’s take a look at some organization and preparation tips from Robbins that should make this process easier and far less stressful.

Organize And Categorize

Robbins recommends keeping all your tax documents in one place so that important documents don’t get misplaced. You can then organize documents into three categories: income, assets and personal documents.

Be Patient

“People rush in to get their taxes done, which then causes the tax preparer to rush on getting individuals in and out of the office,” Robbins says. “This is a reason why mistakes happen during the peak of the tax season – which is the last week of January and first 2 weeks of February.

“If people wait a little longer, we would not have to amend tax returns as often as we do, due to mistakes or missing documents. Usually, the best time to get your taxes done by a firm or company is in the month of March. The rush is over then, and tax preparers can spend real time with their clients. This is when we usually see our more complex tax returns come in.”

Make Sure You Have All Your Documents

“A very common problem is people usually do not wait to make sure that they receive all of their tax documents,” Robbins says. “They usually receive their W-2s and rush in to get their taxes done. After they leave the office and go home, within a day or two, they will receive another document. They will call us back, and we will have to amend their return – which we charge for – and then they will usually have to pay back some of the refund they received from this original filing.”

To avoid the hassle of amending your return and facing the potential fee, wait for all documents to come in through the mail or electronically. If you’re not sure what documents to expect, you could review your previous filing and note the forms you submitted. But keep in mind that laws and requirements can change year to year.

The Bottom Line

The more organized and patient you can be, the better your experience will be with your tax preparer. If you can find a way to stay organized long-term, you’ll likely find that filing taxes becomes easier and less stressful with each year.

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