How to Organize Your Tax Documents Like a Pro

Preparing for tax season doesn’t have to be chaotic. With a little organization, you can streamline the process for yourself—and your tax preparer. Here are best practices for getting your paperwork in order before filing:

Create a Document Checklist

Start by listing out the documents you’ll need. This typically includes:

• Income forms: W-2s, 1099s, K-1s

• Deduction records: Receipts for charitable donations, medical expenses, education costs, rental property receipts, state and local tax receipts

• Family details: Social Security numbers for dependents, childcare expenses, identification

• Bank and investment info: Interest statements, dividend reports, crypto transactions

If you’re a business owner or freelancer, include:

• Business income records

• Expense and mileage logs

• 1099s you received or issued

Group by Category

Sort your documents by type: income, deductions, expenses, etc. Keep physical copies in labeled folders and digital files in easy-to-access subfolders. If sending documents digitally, consider scanning and converting them to PDFs. You can upload them directly to your portal with Coded Tax Services.

Prioritize Security

Tax documents contain sensitive info. Use secure methods—like encrypted portals or password-protected files—when sharing with your preparer. Avoid emailing documents without added security. 

Track Important Deadlines

Mark key dates for tax filing, quarterly estimates, and extension requests. Having a calendar ensures you stay ahead of any deadlines—and reduces last-minute scrambling.

Final Tip: Communicate Early

Don’t wait until the last moment! Reach out to your preparer in advance with questions, updates, or changes. The better your documents are organized, the faster and more accurately your return can be prepared.