As the year winds down, it’s not just holiday prep you should be thinking about—it’s also time to get your financial house in order. One of the most important steps? Getting ready for your CPA (Certified Public Accountant) to handle year-end filings.
Whether you’re a small business owner in Richmond, Hopewell, Colonial Heights, or Petersburg, having your documents clean and ready in Q4 means you’ll beat the tax-season rush and avoid costly delays. At Sqeaky Clean Books, we guide clients every year through smooth, organized CPA prep.
Here’s your complete guide to what your CPA needs—and how to organize it.
Why Q4 Is the Ideal Time to Prepare for Your CPA
Waiting until January or February means:
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○You’re one of thousands emailing your CPA
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○Bookkeepers and accountants are slammed
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○You’re under pressure with deadlines
By getting everything in order now—before December 31—you give your CPA time to plan your return, maximize deductions, and reduce your stress.
The Core Items Your CPA Needs
1. Financial Reports
Make sure your bookkeeping is caught up through the end of Q4. Then export or print:
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○Profit & Loss Statement (year-to-date)
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○Balance Sheet
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○Cash Flow Statement
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○General Ledger
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○Trial Balance
Tip: We generate these for our clients monthly, so Q4 prep is simply a matter of sending clean, final versions.
2. Bank and Credit Card Statements
Your CPA will need access to:
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○All business checking and savings accounts
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○Business credit card statements
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○Loan accounts
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○Any reconciliations performed
Pro Tip: If you’re using software like QuickBooks, give “Accountant Access” directly.
3. 1099 and W-2 Information
If you paid contractors or employees, collect:
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○W-9 forms from contractors
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○EINs and addresses for W-2 employees
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○Year-to-date gross wages, withholdings, and reimbursements
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○Any issued bonuses or fringe benefits
We help clients organize their 1099/contractor files and handle e-filing on their behalf.
4. Asset Purchases and Depreciation
Did you purchase computers, vehicles, or large equipment this year?
Send your CPA:
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○Purchase invoices
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○Date of use
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○Cost
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○Depreciation schedules (if any)
These qualify for Section 179 deductions—but only if properly documented.
5. Inventory Records (If Applicable)
If you carry inventory:
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○Perform a year-end physical count
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○Provide inventory valuation report
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○Share COGS (Cost of Goods Sold) for the year
Correct inventory data helps ensure an accurate tax return.
6. Loan Documents and Interest
If your business holds debt, gather:
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○Loan balance as of Dec 31
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○Interest paid throughout the year
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○Any new loan documents
Your CPA may be able to deduct interest as a business expense.
7. Receipts for Deductions
Examples include:
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○Charitable donations
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○Meals and entertainment
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○Education/training expenses
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○Business travel
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○Subscriptions and dues
Digital copies are fine—just ensure they’re categorized and dated.
What Sqeaky Clean Books Provides to CPAs
When you work with us, we provide your CPA:
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○Fully reconciled financials
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○Correctly categorized expenses
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○Payroll summary reports
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○A year-end summary PDF
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○Optional CPA call for coordination
This not only saves you time—it reduces billing hours on the CPA side.
Don’t forget to include:
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○Prior year tax return (if new CPA)
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○Legal documents if your entity structure changed
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○Mileage logs (if claiming vehicle use)
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○Home office info (square footage breakdown)
The more complete your package, the faster and more accurately your CPA can file. Get ahead of the crowd by working on this now.
And if your books aren’t ready? Sqeaky Clean Books will clean, organize, and prep everything for you—judgment free.