How to Organize Your Tax Documents Before Filing Season
Every year, taxpayers spend hours digging through emails, statements, and receipts — often realizing too late that they’re missing critical documents. Getting organized before filing season isn’t just about convenience — it can save you money by ensuring no deduction or credit slips through the cracks.
Think of it this way: you’re giving your tax professional a clean, labeled package instead of a box of random papers. Additionally, all else being equal, the cleaner your records, the faster and cheaper your return preparation will be. Many tax preparers will send out organization forms to help accumulate the items below. While filling those out may seem monotonous, useless, and meaningless, they help your tax preparer organize and file your return quickly due to clear, easy-to-follow information. Let’s take a look at some of the key matters to organize when preparing for tax filings.
1. Gather Your Personal Information and Note Life or Financial Changes
Start by collecting updated personal details for yourself and your household. If anything changed in 2025, it could affect your tax filing status, deductions, or credits.
Personal & Household Updates
- Legal name changes (marriage, divorce, etc.)
- Changes in filing status (single, HOH, married joint/separate)
- Address or state residency changes
- New dependents or changes in custody
- Updated bank account info for direct deposit
- New retirement or investment accounts
- Selling a home or investment property
- Starting or closing a business
- Significant increase or decrease in income
2. Collect All Income Documents
Gather every document that reports income — even small side jobs or investments. Missing one can trigger IRS notices later.
Common Income Forms
- W-2: For wages and salaries
- 1099-NEC / 1099-MISC: For self-employment or contract work
- 1099-K: For payment platforms (Venmo, PayPal, Cash App, etc.)
- 1099-INT / 1099-DIV: Bank interest and dividends
- 1099-B: Investment and brokerage statements
- 1099-R: Retirement distributions
- SSA-1099: Social Security income
- K-1s: Partnership, S corp, or trust income
Many tax forms (especially from investment or brokerage accounts and K-1s) are issued late — sometimes in February or March. Before filing, confirm you’ve received all final versions to avoid amended returns.
If you operate a small business, also collect:
- Annual sales summaries (POS or accounting system)
- Business bank statements
- Expense summaries and receipts
- Payroll records (W-2s, 941s, 940s)
- Loan statements (PPP, EIDL, SBA, etc., if applicable)
3. Track Deductible Expenses
Now’s the time to round up deductible expenses — whether you itemize or take advantage of business deductions.
For Individuals
- Mortgage interest (Form 1098)
- Property and vehicle taxes
- Medical expenses (if itemizing)
- Charitable contributions
- Education expenses (Form 1098-T)
- Student loan interest (Form 1098-E)
- Energy efficiency improvements
Also check for:
- HSA/FSA contribution forms (5498-SA, 1099-SA)
- 401(k) or IRA contributions (Form 5498)
- Health insurance form (1095-A/B/C)
For Businesses & Side Hustles
- Mileage logs (use an app or spreadsheet)
- Vehicle expenses (fuel, maintenance, insurance)
- Office supplies, software, subscriptions
- Meals and travel (must be business-related)
- Home office expenses (square footage, utilities)
- Professional fees (tax, legal, accounting, marketing)
- And so many more
Pro Tip: Don’t hand over a shoebox of receipts. Instead, group expenses by category and provide summaries with receipts available for backup. Your preparer doesn’t need every coffee receipt — just clear totals with proper documentation if requested. The more time they spend getting total balances, the larger your tax preparation bill will be.
4. Organize Digital & Paper Records
Create a simple “Tax 2025” folder (both digital and paper if needed). Use subfolders for:
- Income
- Deductions
- Business expenses
- Investments
- Credits
- Correspondence
If you scan documents, label files clearly (e.g., “1098T_Tuition_ChildName.pdf” or “2025_Mileage_Log.xlsx”). Clear naming saves time and reduces confusion.
5. Confirm Credits & Advanced Payments
If you received advance payments or credits (like energy or child-related credits), make sure you have those records ready. Missing these forms can throw off your refund or cause IRS delays.
6. Use a Tax Prep Checklist
Use a simple checklist to keep everything organized. Many tax firms provide one, or you can create your own spreadsheet.
Track what’s:
- Received ✅
- Pending ⏳
- Not applicable ❌
This keeps you from forgetting forms and helps your preparer file faster.
7. Stay Secure
Your tax documents contain sensitive information. Protect them by:
- Using password-protected folders or encrypted uploads
- Shredding physical copies you no longer need
- Avoiding email attachments unless securely encrypted
- Uploading through the firm’s secure portals
Final Thoughts
The best way to save time and money during tax season is to prepare early and stay organized.
Bring your tax professional:
- Clear summaries, not piles of paper
- All income and deduction documents
- Notes about major changes
The result: faster filing, fewer errors, and potentially lower prep fees.
Start now, and by the time filing opens in early 2026, you’ll be miles ahead of the crowd — and much less stressed.
– Brendan Tiedeman, CPA