Better records start with one checklist.
Practical, printable guides from MST Multiple Services, your professional tax-preparation provider. Gather the right records before discussing your personalized tax-preparation and bookkeeping needs with us.
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Small Business Tax-Ready Checklist
Know what to gather for professional tax preparation with MST, without the last-minute scramble.
- Income and expense records
- Payroll, contractor and asset records
- Questions to discuss with MST
Truck Driver Expense Checklist
Organize trucking expenses and records before discussing professional tax preparation with MST.
- Fuel, mileage and vehicle costs
- Settlement statements and business expenses
- A simple month-end recordkeeping routine
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Small Business Tax-Ready Checklist
Start with the basics
- Confirm your legal business name, entity type and tax year.
- If available, gather your most recent filed return and any carryforward schedules.
- Collect current bookkeeping reports and reconcile bank accounts.
- Separate business and personal activity; flag mixed-use items.
Income & expenses
- Gather sales reports, invoices, payment-platform summaries and 1099s.
- Organize receipts for supplies, software, rent, insurance and travel.
- Collect bank and credit-card statements for every business account.
- Review unpaid invoices and vendor bills at year-end.
- List equipment, vehicles and other assets purchased or sold.
- Document business mileage with dates, destinations and purpose.
People & payroll
- Collect payroll reports, payroll tax filings and year-end forms.
- Gather contractor payment records, W-9s and any 1099 forms issued or received.
- Confirm worker information and year-end totals with your payroll provider.
Before your preparation meeting
- List estimated tax payments and notices received during the year.
- Note major changes: new location, vehicle, equipment or ownership.
- Write down questions and anything unusual that needs explaining.
- Share records through an agreed secure channel, not a public form.
Truck Driver Expense Checklist
Trip & revenue records
- Save rate confirmations, broker agreements and load details.
- Keep settlement statements and match them to deposits received.
- Track accessorial pay, detention, layover and other adjustments.
- Keep monthly dispatch or load summaries with dates and routes.
Fuel, miles & vehicle
- Save fuel receipts and card statements; note truck and trip when possible.
- Record business miles by date, state, route and vehicle.
- Keep odometer readings and personal-use mileage separately.
- File repair, tire, parts, wash, toll and parking receipts.
- Keep insurance, registration, permits and inspection records.
- Track truck or trailer purchases, sales, leases and loan statements.
Business & driver costs
- Organize lodging and meal receipts with dates and trip purpose.
- Save dispatch, factoring, ELD, phone and bookkeeping fees.
- Keep license, medical-card, training and compliance records; save related receipts when applicable.
- Keep contractor or employee pay records and related forms.
- Save business bank, credit-card and factoring statements.
Month-end check-in
- Match each settlement to deposits and note deductions or advances.
- Reconcile fuel-card and business-account statements.
- Separate personal spending from business costs.
- Flag missing receipts and unusual charges while details are fresh.
- Back up records and keep a consistent folder by month or trip.
General information only — not personalized tax, legal or accounting advice. Recordkeeping requirements and deductibility depend on your circumstances. Contact MST for personalized tax-preparation and recordkeeping guidance.