Small Business Tax Prep: Must-Have Info for Your Accountant


As a small business owner, taxes can be a daunting task. However, the process can be smoother and less stressful with the right preparation and organization.

Hiring an accountant is an excellent way to ensure that your business taxes are done correctly and on time. In this article, we will discuss what your accountant needs to prepare and file your small business taxes.

Gather Financial Records

To ensure that your accountant can accurately prepare your business taxes, you must provide them with all the necessary financial records. These records include your income statements, balance sheets, and cash flow statements. You should also include receipts, invoices, and other financial documents supporting your income and expenses. These documents will help your accountant calculate your revenue and expenses for the year.

Provide Payroll Information

If you have employees, you need to provide your accountant with payroll information. This includes the number of employees, their salaries, and the taxes you withheld from their paychecks. You should also include any benefits you provided to your employees, such as health insurance or retirement plans. Your accountant will use this information to calculate your payroll taxes.

Report Business Expenses

Your accountant needs to know your business expenses to calculate your tax liability. These expenses include rent, utilities, supplies, and other expenses related to running your business. You should organize these expenses by category so your accountant can easily determine which are tax-deductible.

Track Vehicle Expenses

You need to track your vehicle expenses if you used a vehicle for business purposes. This includes gas, maintenance, repairs, and insurance. You should also track the number of miles you drove for business purposes. Your accountant will use this information to determine your vehicle expenses and calculate your tax deductions.

Provide 1099 Forms

You must provide your accountant with their 1099 forms if you worked with independent contractors. These forms report the income you paid to the contractors. Your accountant will use this information to calculate your tax liability and ensure you have properly reported your payments to the contractors.

Provide Tax ID Numbers

Your accountant needs your business tax ID number to file your taxes. If you don’t have a tax ID number, your accountant can help you obtain one. Additionally, if you have employees, you need to provide their Social Security numbers to your accountant. Your accountant will use this information to ensure that your payroll taxes are accurately calculated and reported.

Determine Tax Filing Deadlines

It’s essential to know the tax filing deadlines for your small business to avoid penalties and interest charges. Your accountant can help you determine the filing deadlines for federal and state taxes. The deadlines depend on the type of business entity you have and the filing method you use. For instance, if you have a sole proprietorship, you must file your federal tax return by April 15th. However, if you have a partnership or an S-Corporation, the deadline is March 15th.

Discuss Tax Planning Strategies

Tax planning is an essential aspect of running a small business. Your accountant can help you identify tax-saving strategies to reduce your tax liability. For instance, you can lower your tax bill by using business tax credits, deductions, and exemptions. Your accountant can also help you plan your estimated tax payments and avoid underpayment penalties. Discussing tax planning strategies with your accountant can save money and improve your financial position.


Preparing and filing small business taxes can be challenging, but it doesn’t have to be. By hiring an accountant and providing them with the necessary information, you can ensure that your taxes are done correctly and on time. With the right preparation, you can make tax season less stressful and focus on growing your business.

Looking for reliable accountants in Framingham, MA? Look no further than Ash CPA! Our team of experienced CPAs provides top-notch accounting and tax services that will help you save money and achieve your financial goals. Contact us today to learn more about how we can assist you.