When it comes to working with a Certified Public Accountant (CPA), organization pays—literally. Whether you’re meeting your CPA for the first time or simply prepping for tax season, being ready with the right documents can save you both time and money.
Most CPAs charge by the hour, and the more time they spend tracking down missing info or following up with emails, the higher your invoice climbs. That’s why it’s in your best interest to come prepared—so they can focus on what they do best: optimizing your tax outcome and keeping you compliant.
To help you hit the ground running, here’s a checklist of what to bring to your first meeting with your CPA.
The Must-Have Checklist
✔ Completed Tax Organizer
Think of this as your CPA’s intake form. It captures your basic personal and financial information and helps them understand what forms, deductions, and credits may apply to you. Most CPA firms provide their own organizer, but you can also find general ones online if needed.
✔ Previous Year’s Tax Return
New client? Bring your last year’s return (sometimes the last two). This gives your CPA a baseline to verify accuracy and look for trends, carryovers, or red flags. If you’re a returning client, your CPA likely has this on file already.
✔ W-2s and/or 1099s
These show how much income you earned and from where—whether from an employer, contract work, side gigs, or investment payouts. Don’t wait too long to track these down—employers and clients are required to send them out by January 31.
✔ Brokerage and Investment Statements
If you’ve sold stocks, earned dividends, or received capital gains, your CPA will need documentation (usually Form 1099-B or a year-end statement). This includes cryptocurrency trades, too.
✔ Form 1098 or Real Estate Documents
If you own a home and paid mortgage interest, your lender will send a Form 1098. If you bought, sold, or refinanced real estate this year, bring your closing documents and anything related to property taxes or escrow.
✔ IRS or State Tax Notices
Received a letter from the IRS or your state’s Department of Revenue? Bring it with you. Whether it’s a correction, a notice of balance due, or a refund adjustment, your CPA needs to see it to accurately handle your return.
✔ State-Specific Forms or Requirements
Some states, like Washington, have unique filing obligations. If you’re a business in Seattle or Bellevue, for example, you may need to file Business & Occupation (B&O) taxes. Your CPA can help, but they’ll need the documentation to do so.
✔ Schedule K-1 (For Business Owners or Partners)
If you own an interest in an S-corporation, partnership, or trust, a Schedule K-1 reports your share of income, losses, or distributions. This form is essential for accurate pass-through income reporting.
Supporting (Nice-to-Have) Documents
While the documents above are the essentials, the following items can help paint a fuller picture of your financial life—especially if you’re self-employed or have more complex deductions:
- Charitable donation receipts
- Business-related receipts or expense summaries
- Self-employment income logs (e.g., from platforms like Etsy, eBay, or Stripe)
- Mileage logs or vehicle expenses for business use
- Schedules from prior tax years (such as depreciation or carryforward losses)
- Medical bills (if pursuing itemized deductions)
Even if these aren’t always needed, having them ready makes it easier for your CPA to identify additional deductions and ensure nothing’s overlooked.
Why Being Organized Matters
Aside from the obvious benefit of a lower CPA bill, being organized helps:
- Avoid errors that could trigger an IRS letter or audit
- File faster—especially important if you expect a refund
- Reduce stress during an already hectic time of year
- Maximize your deductions and credits by giving your CPA the full picture
And remember: your CPA isn’t just here for tax season. A well-prepared first meeting sets the tone for year-round financial planning, better business decisions, and fewer surprises at tax time.
Final Thoughts
Meeting with your CPA shouldn’t feel like a scramble. With the right documents in hand, you’ll empower your accountant to work efficiently and advocate for your best financial outcome.
Pro tip: Reach out to your CPA in advance to ask if they have a firm-specific checklist or organizer—they might even offer secure digital portals to upload everything ahead of time.
Ready to make your first CPA meeting count?
Bring this checklist, stay organized, and you’ll already be ahead of the game.
Photo by Glenn Carstens-Peters