Small business records checklist (Australia)
Start with the records that prove and reconcile your numbers. Your accountant or bookkeeper will use these to prepare BAS, payroll and year‑end tax with fewer questions and faster turnaround.
- Banking and payments
- Bank and credit card statements for the full period (including merchant, PayPal/Stripe, Afterpay).
- Bank feed access or exported CSV/OFX files from your accounting software.
- Details of cash takings and how you bank them.
- Sales and income
- Customer invoices and POS/Z‑read summaries by day/week/month.
- Contracts, quotes and variations for larger jobs or progress claims.
- Evidence for exports or GST‑free sales if relevant.
- Expenses and suppliers
- Tax invoices and receipts (showing supplier ABN and GST where applicable).
- Recurring bills (rent, utilities, subscriptions) and loan/lease statements.
- Motor vehicle records: logbook, odometer, fuel receipts and finance documents.
- Payroll and super
- STP reports, employee details, timesheets/rosters, leave approvals.
- Superannuation clearing house payment confirmations and due dates.
- PAYG withholding setup, awards/agreements and any salary sacrifice paperwork.
- BAS/GST and ATO
- Previous BAS returns, IAS/PAYG instalments and payment plans.
- Workpapers showing GST coding decisions and any adjustments/credits.
- ATO correspondence and account statements.
- Assets, stock and finance
- Asset purchase/sale invoices, finance/lease contracts and settlement statements.
- Inventory/stock counts at period end and valuation method.
- Hire purchase, chattel mortgage and loan schedules with interest split.
- Structure and registrations
- ABN/TFN, GST and PAYG registrations, state payroll tax (if applicable).
- Company ASIC extract, constitution or shareholder changes.
- Trust deed and variations, partnership agreement, business name registration.
Using software like Xero, MYOB or QuickBooks? Connect bank feeds, use a receipt capture app (e.g. Dext/Hubdoc) and share accountant access to cut admin time and reduce errors.
Australian record‑keeping rules to keep in view
- Retention periods
- Tax records: keep for at least 5 years from lodgement.
- Employee/payroll records: generally 7 years (wages, time, leave, super).
- Format and quality
- Digital is fine if accurate, complete, readable and accessible on request.
- Tax invoices should show supplier name, ABN, date, description, price and GST amount/included statement.
- Payroll compliance
- Report each pay run via Single Touch Payroll and pay super on time to avoid penalties.
- Provide STP finalisation at year‑end; keep award/contract evidence for rates and allowances.
- Cash vs accrual
- Match your BAS and tax method to your registrations and software settings; keep consistent documentation.
- Industry specifics
- Construction, medical, hospitality and eCommerce often need extra evidence (progress claims, private use, delivery/fulfilment data). Ask early if unsure.
What to compare before you commit
Scope
Confirm what’s included: catch‑ups, cleanup, monthly bookkeeping, BAS preparation/lodgement, payroll processing/STP/super, year‑end tax, and advisory. Make sure the scope actually covers the records behind what records do accountants need for your business.
Software fit
Check experience with your stack (Xero/MYOB/QB, POS, inventory, ecommerce, receipt capture). Clarify how documents will be shared and approved, not just which app names are listed.
Turnaround and communication
Agree on timing (monthly vs quarterly), how queries are raised, who chases missing documents, and escalation during deadlines like BAS and year‑end.
Commercial fit
Compare fixed vs hourly pricing, meeting rhythm, reporting depth and whether you need small business accountant support only or broader advisory.
Best next steps
Decide the immediate outcome: clean books, on‑time BAS, stress‑free payroll, or year‑end tax. Then choose the right pathway below and include this checklist when you make contact.
- Bookkeeping services if you need monthly reconciliations, bill/receipt capture and management reports.
- BAS agent services if GST coding, BAS/IAS lodgements or ATO correspondence are priority.
- Payroll services for STP, super, awards and leave compliance.
- Tax accountant for year‑end financials, tax returns and structuring questions.
- New business accountant if you’re setting up software, payroll and registrations from day one.
Frequently asked questions
What records do accountants need from a small business?
At a minimum: bank and credit card statements, sales invoices and POS summaries, expense receipts and supplier bills, payroll/STP and super reports, BAS/ATO notices, loan/lease statements, asset purchase documents, inventory counts (if relevant), and any company/trust documents. These prove and reconcile income, expenses, assets, liabilities and payroll.
What records are needed for BAS and GST?
Tax invoices and receipts (supplier ABN and GST shown or GST‑included statement), sales summaries, export evidence (if applicable), bank and merchant statements, adjustment notes for returns/credits, and workpapers that explain GST coding decisions. Keep them for 5 years.
What do I need at year‑end for tax and financial statements?
General ledger and trial balance, unreconciled items, bank/loan statements for the full year, asset purchase/sale documents and finance schedules, stock take at year‑end, debtors/creditors listings, payroll YTD and STP finalisation, super payment confirmations, and ATO account statements. Company/trusts should include ASIC extract and trust deed/variations.
How long do I keep records and can they be digital?
Keep tax records for at least 5 years after lodgement. Keep most employee/payroll records for 7 years. Digital copies are acceptable if they are complete, accurate, readable and accessible on request. Keep key originals for assets, contracts and finance agreements.
What should I send monthly vs quarterly?
Monthly: bank/credit statements, sales summaries, bills/receipts not auto‑captured, payroll/STP and super confirmations, loan statements. Quarterly: the monthly pack plus BAS workpapers, adjustment notes and any ATO correspondence. Year‑end adds asset docs, finance schedules and inventory counts.
What if I’m missing receipts or statements?
Request copies from suppliers, download statements from your bank or merchant portal, and document the business purpose of each expense. Maintain a vehicle logbook where needed. You can only claim what you can substantiate; your accountant can help you rebuild reasonable evidence for genuine business costs.