What 8 Documents Does Your CPA Need to Cut Your Taxes Fast?
Tax savings aren’t magic — they’re organized. These 8 documents turn prep from detective work into a speed run so your CPA can cut your taxes fast and clean.
Summary of What This Blog Covers
- The eight files that turn tax prep into a speed run
- Where each hides, what proof your CPA needs, how to label it
- Filing architecture, filename formulas, mini SOPs, annual handoff checklist
1. Bank/Card/Merchant Statements (PDFs)
Full-year statements (PDFs) for reconciliation, deductions, and proof of payment. Download from portals; label YYYY-MM_BankName_Statement.pdf.
2. Cap Table & Equity Records
Current cap table, stock ledger, option grants, exercise confirmations. Shows ownership, basis, and QSBS eligibility. Keep in CapTable_YYYY folder.
3. Loan Notes with Amortization Schedules
Loan agreements, promissory notes, amortization tables. Proves interest deduction. Label LoanName_YYYY_Amortization.pdf.
4. Payroll Filings & W-2s/1099s
941s, 940, W-2s, 1099s issued/received. Supports payroll deductions and compliance. Payroll_YYYY folder with subfolders per quarter.
5. Fixed Asset Register & Depreciation
Asset list: purchase date, cost, placed-in-service date, depreciation method. Supports Section 179/bonus. FixedAssets_YYYY.xlsx + receipts.
6. Equity Grants & Option Agreements
Grant letters, option agreements, exercise notices, 83(b) elections. Critical for basis and AMT. EquityGrants_YYYY folder.
7. Prior-Year Returns & Extensions
Last 3–7 years returns (1040, 1120S, 1065, etc.), extensions, abatements. Shows carryovers and history. PriorReturns folder.
8. State Filings & Nexus Documentation
State returns, nexus memos, sales tax filings, apportionment schedules. Multi-state proof. States_YYYY folder.
Filing Architecture & Naming System
Root: Tax_YYYY → subfolders: BankStatements, CapTable, Loans, Payroll, FixedAssets, EquityGrants, PriorReturns, States. Naming: YYYY-MM-DD_Description_Source.pdf.
CPA-Ready Handoff Checklist (copy-paste)
☐ Bank/card/merchant statements complete
☐ Cap table current
☐ Loan notes + amortization saved
☐ Payroll filings & forms collected
☐ Fixed asset register updated
☐ Equity grants & agreements filed
☐ Prior-year returns accessible
☐ State filings & nexus docs ready
Book an Accounting & Bookkeeping Clean-Up + Close Review
Insogna delivers a CPA-ready packet: bank/card/merchant PDFs, cap table, loan notes with amortization, payroll filings, fixed asset register, equity grants, prior-year returns, and state filings. We add capitalization policies, prepaid amortization, and filing architecture so your return is fast and defensible. Whether you searched “tax preparer near me,” “Austin Texas CPA,” or “tax accountant near me,” book a cleanup and walk into tax season confident, organized, and done.
Frequently Asked Questions
1) Why does my CPA need prior-year returns?
Carryovers (losses, credits), basis tracking, and history to spot changes or errors.
2) Cap table — what if I don’t have one?
Build it now: ownership %, issuance dates, exercises. Essential for S Corp and QSBS.
3) Fixed asset register — do I need it?
Yes — tracks depreciation, 179/bonus elections, and asset basis for future sales.
4) State filings — which ones matter?
State income/franchise returns, sales tax, nexus memos. Multi-state = multi-risk.
5) Naming system — why bother?
Quick retrieval, audit defense, handoff ease. Consistent = faster prep & lower fees.
