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Everything You Need to File Your Business Taxes

By Stephanie Peterson | Advanced QuickBooks ProAdvisor, Superior Virtual Bookkeeping LLC

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Tax season doesn’t have to be stressful, if your books and paperwork are in order.

As a business owner in Murrieta, Temecula, Menifee, or Wildomar, the best way to make tax time easy is to know exactly what your bookkeeper and tax preparer need to file your business taxes accurately.


At Superior Virtual Bookkeeping LLC, I help small business owners organize financial records, clean up their books, and stay compliant; all before tax season begins. Here’s your complete guide to the information every business should gather before filing taxes.


🧾 1. Basic Business Information

Make sure you have:


  • Legal business name and DBA (if applicable)

  • Employer Identification Number (EIN)

  • Business address, email, and phone number

  • Entity type (LLC, S Corp, C Corp, Partnership, or Sole Proprietor)

  • State and local business licenses or permits

  • Accounting method (cash or accrual basis)


Having this information ready helps ensure all tax filings are accurate and properly categorized.


💼 2. Income Records

To report your business income correctly, collect:


  • Bank statements for the entire year

  • Invoices issued and payments received

  • Sales reports (POS or e-commerce systems)

  • 1099 forms received

  • Other income such as rent, royalties, or interest


💡 Pro Tip: If you use QuickBooks, I can generate a clean, accurate Profit & Loss Statement that shows total income and expense breakdowns for the year.


💳 3. Expense Documentation

Claiming deductions starts with great documentation. Gather:


  • Receipts for purchases and expenses

  • Vendor invoices

  • Credit card and bank statements

  • Payroll records

  • Rent or lease agreements

  • Office supplies, utilities, insurance, and software subscriptions

  • Vehicle mileage logs and fuel expenses


When every expense is properly categorized, you’ll maximize deductions and minimize your tax bill.


👥 4. Shareholder or Partner Information

If your business is an S corporation, C corporation, or multi-member LLC, you’ll need to provide information for each owner, shareholder, or partner:


For Each Shareholder or Partner:

  • Full legal name

  • Social Security Number or Taxpayer Identification Number (TIN)

  • Ownership percentage in the company

  • Capital contributions made during the year

  • Distributions or draws taken during the year

  • Address, phone number, and email

  • Any loans made to or from the business

  • W-2 or 1099 forms (if applicable)


💡 Tip: Keep these details updated year-round; ownership changes or capital movements can significantly affect your tax reporting and compliance.


🧍‍♀️ 5. Employee & Contractor Information

If you have a team, be sure to gather:


  • W-2 forms for employees

  • 1099-NEC forms for contractors

  • Payroll tax filings and quarterly reports

  • Employee benefit expense records

  • Health insurance or retirement plan contributions


🧮 6. Financial Statements

You’ll need clear financial reports for your CPA or tax preparer:


  • Profit & Loss Statement (Income Statement)

  • Balance Sheet

  • Cash Flow Statement

  • Year-end bank reconciliations


These provide a complete financial snapshot of your business and ensure accurate tax filings.


🏦 7. Asset & Loan Information

If your business purchased or financed assets this year, gather:


  • Vehicle or equipment purchase receipts

  • Loan documents or amortization schedules

  • Depreciation schedules

  • Interest expense summaries


Proper tracking of assets helps claim the correct depreciation and interest deductions.


📅 8. Prior-Year Tax Returns

Provide your previous year’s tax return to confirm carryover deductions, credits, and depreciation. This helps your preparer ensure accuracy and consistency from year to year.


✅ How Superior Virtual Bookkeeping Helps

At Superior Virtual Bookkeeping LLC, I make sure all your financial information is organized, accurate, and ready for your CPA. Whether you’re behind or just want to make tax season stress-free, I offer:


  • Bookkeeping clean-up and catch-up services

  • Monthly bookkeeping to stay organized all year

  • Collaboration with your CPA or tax preparer

  • Customized reporting for partnerships and S corporations


When your books are clean, filing becomes easy; and you get peace of mind knowing it’s all done right.


📞 Ready to get your business tax-ready?Schedule your free consultation with Stephanie Peterson at Superior Virtual Bookkeeping LLC today.Serving Murrieta, Temecula, Menifee, Wildomar, and all of Southern California. https://www.superiorvirtualbookkeeping.com/contact-us

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