Tax season is easier when your restaurant’s financial records tell a clear, consistent story. Before sending anything to a tax professional, gather the documents that support your income, expenses, payroll, inventory, and major purchases. Then review your books for missing transactions or balances that do not match your statements. A little preparation helps your tax professional ask focused questions and can reduce the risk of delays. Use this checklist to organize the work and identify issues to resolve.
Gather Essential Records
Start with monthly bank and credit card statements, loan statements, and the year-end balance for each account. Collect point-of-sale reports showing sales by payment type, refunds, discounts, gift card activity, and sales tax collected. Include delivery-platform statements and payment processor reports so deposits can be compared with recorded sales after fees, refunds, and timing differences.
Pull together receipts and invoices for food, beverages, paper goods, repairs, utilities, rent, insurance, advertising, and other operating costs. Gather payroll reports, employee tax filings, contractor payment records, and records of benefits or tips. Also include lease documents, loan agreements, equipment purchases, and any tax notices. Keep digital copies organized by category and month, and retain originals when required.
Review Sales and Inventory
Compare sales in your bookkeeping system with POS summaries and deposits. Deposits may not equal gross sales because processors deduct fees, platforms may remit funds on a different schedule, and refunds can cross reporting periods. Record fees and refunds separately rather than reducing sales without explanation. Confirm that sales tax collected is tracked as a liability, not restaurant revenue.
Check that inventory records support the amounts used for food and beverage costs. Gather beginning and ending inventory counts, purchase records, and notes about spoilage, staff meals, or other product use. If counts are missing or inconsistent, document what you know and how you estimated the figures. Do not change past entries simply to make costs look more consistent; flag uncertain amounts for review.
Close Common Bookkeeping Gaps
Reconcile every bank and credit card account through the end of the tax year. Investigate duplicate charges, uncategorized transactions, unexplained transfers, and deposits that do not match sales records. Verify that loan payments are split between principal and interest, and that large equipment or build-out costs are recorded with supporting invoices. Personal purchases made with a business account should be identified and handled consistently.
Review payroll liabilities, sales tax balances, accounts payable, and accounts receivable, if applicable. Confirm that payroll reports agree with the books and that year-end balances have been addressed. Look for outstanding checks, unrecorded vendor bills, and old balances that no longer reflect what is owed. Keep a short list of unresolved items with dates, amounts, and relevant documents so your tax professional can assess them efficiently.
Coordinate With Your Tax Professional
Ask your tax professional for a document checklist and preferred file format before sending records. Share the completed year-end reports, such as the profit and loss statement, balance sheet, general ledger, and reconciliation details, along with supporting documents they request. Explain how your POS, delivery services, payroll provider, and bookkeeping system handle reporting so the professional understands where each total comes from.
Raise questions early about unusual transactions, ownership changes, loans, equipment purchases, tips, or notices from tax agencies. Be direct about estimates and missing records rather than presenting them as confirmed figures. Agree on who will prepare any outstanding reconciliations, respond to follow-up questions, and review the return before filing. Keep a copy of the final return and supporting work with your year-end books.
Organized records, reconciled accounts, and a clear list of open questions give your tax professional a stronger starting point. Set aside time to gather documents and review gaps before filing deadlines approach. Juniper Restaurant Books helps Austin restaurant owners organize their books and prepare for tax-season conversations; reach out to discuss the support that fits your needs.