How do I get my CPA the reports they need?
Most CPAs need the same core reports for tax preparation. A Profit & Loss statement for the full tax year shows your revenue and expenses. A Balance Sheet as of December 31st shows what you own and owe. A General Ledger gives them transaction-level detail to verify the numbers make sense.
Beyond those three, your CPA may want bank and credit card statements to confirm reconciliation, a list of contractors you paid $600 or more for 1099 purposes, fixed asset additions if you bought equipment, and loan documents if you took on new debt. If you run payroll, they’ll need W-2 and payroll tax summaries.
Ask your CPA what format works best before sending anything. Some want PDF exports they can review and file. Others prefer QuickBooks access or an Accountant’s Copy so they can dig into specific transactions. The wrong format just creates extra back-and-forth.
Timing matters more than most business owners realize. Don’t wait until March to pull reports for the prior year. Getting everything to your CPA in January or early February gives them time to review, ask questions, and request clarification before the deadline crunch. CPAs remember who makes their life easy and who shows up in April with a shoebox.
The reports themselves take five minutes to pull if your books are in order. The hard part is having books worth pulling reports from. If your accounts aren’t reconciled, categories are inconsistent, or you have unidentified transactions sitting in “Ask My Accountant,” the reports will reflect that mess and your CPA will charge you to sort it out.
Clean books mean every transaction is categorized correctly, bank and credit card accounts are reconciled monthly, and there are no surprises hiding in the numbers. Your CPA should be reviewing final numbers and applying tax strategy, not fixing data entry errors or asking why your balance sheet doesn’t balance.
If your books are behind or you’re not confident in their accuracy, get them cleaned up before sending anything to your CPA. Catch-up bookkeeping takes time, so don’t assume you can fix six months of backlog in a weekend. Starting in November or December gives you enough runway to have everything ready by January.
The easiest path to painless tax seasons is keeping your books current throughout the year. When business bookkeeping happens monthly with proper reconciliation and categorization, year-end is just pulling reports and sending them over. No scramble, no cleanup project, no premium CPA fees for sorting through chaos.
Your CPA’s job is tax strategy and compliance. Your job, or your bookkeeper’s job, is giving them accurate data to work with. The cleaner your books, the more time your CPA can spend on things that actually save you money.
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