What to Keep for Taxes (Simple Record Keeping for Small Businesses)

Keeping tax records doesn’t have to mean saving every scrap of paper forever. Most business owners either save nothing (stress later) or save everything (still stress later). The goal is a simple system that makes it easy to prove income and expenses if needed, and makes your CPA’s job smoother. You’re not alone if you’ve got receipts in your glove box and PDFs in random folders.
 

Quick Answer

• What to keep and why

• A simple folder system

• What to track monthly

• When to get help setting it up
   

The Real Problem

Records become messy when there’s no “home” for:

• Receipts

• Statements

• Sales reports

• Contractor records
   

Why It Matters

• Proof for deductions

• Cleaner tax prep

• Less back-and-forth with your CPA

• Faster cleanup if something gets off-track
   

Simple Framework
 

Capture → Store → Summarize
 

1. Capture receipts/invoices

2. Store consistently

3. Summarize in bookkeeping monthly
    

DIY Action Plan

Today: Create folders to stay organized
 

• 2026 Taxes → Income → Expenses → Statements → Contractors → Payroll (if any)
   

This week:

• Add statements monthly

• Save key receipts (especially larger purchases)
   

Monthly:

• Reconcile accounts

• Export sales summaries if you use processors
   

Common Mistakes

• No separation between personal and business

• Not saving sales reports (Stripe/PayPal)

• Losing contractor W-9s

• “I’ll find it later” (you won’t)
   

Tools + Templates

• “What to send your CPA” checklist

• Contractor packet checklist (W-9 + totals)
   

When to Get Help

• You don’t have a system at all

• You’re behind and missing docs

• You want audit-ready organization
  
  If you’re behind and missing documents, a bookkeeping cleanup can help you rebuild a clean, tax-ready system.
   

Working With Us

• We help create a tax-ready bookkeeping + records flow that stays clean.
   

If receipts, statements, and tax documents feel scattered, we can help you build a simple record-keeping system that makes tax time easier. If you’d like clean, accurate numbers you can trust, we can help. Book a quick call and we’ll tell you whether you need a cleanup, monthly bookkeeping, or just a simple system.



 

FAQ

Do I need to keep physical receipts? Often digital is fine—confirm with your CPA.
How long should I keep records? Ask your CPA based on your situation.
What’s most important? Statements, reconciled books, and clear support for big expenses.
 

Summary

• Keep what matters, in one place

• Monthly habits prevent year-end chaos

• Your future self will thank you