If you want your accountant to work effectively, the information you provide needs to be complete, accurate and up to date. Whether they are preparing your year‑end accounts, managing VAT or helping with planning, the quality of their advice relies on the records you share. Good information means better decisions, smoother compliance and fewer surprises.
This guide explains the key information your accountant will usually need, why it matters and how to keep everything organised.
Accountants help you meet HMRC requirements, keep records consistent and make sure submissions are correct. This includes income, expenses, payroll and VAT information. They can only do this if the underlying records are reliable. Incomplete or disorganised data makes compliance harder and increases the risk of errors or penalties.
Well‑kept records also help your accountant produce financial reports, cash flow forecasts and other insights that support business planning and decision‑making.
Your accountant will need full details of all money coming into the business. This includes:
Sales invoices.
Till receipts or point‑of‑sale reports.
Income from other sources, such as rental income or commissions.
Accurate sales records are essential for VAT, tax and financial reporting. Keeping these digitally is required under Making Tax Digital rules for many businesses.
Your accountant needs clear evidence of what the business spends. Provide:
Supplier invoices.
Receipts for purchases.
Direct debit and subscription listings.
Mileage records if relevant.
These help ensure expenses are claimed correctly and your profit is calculated accurately.
Your accountant will need statements for all business accounts, including:
Business bank accounts.
Business credit cards.
Loans, finance agreements or overdrafts.
They use these to reconcile your accounts, check for missing transactions and confirm your financial position.
If you employ staff, your accountant will need:
Employee details.
Payroll reports.
Pension contributions.
Staff expenses or benefits.
Accurate payroll records support legal compliance and avoid issues with PAYE and HMRC reporting.
If your business is VAT‑registered, provide:
VAT returns already filed.
VAT reports from your accounting software.
Records of VAT charged and VAT paid.
Digital VAT records are required under HMRC’s Making Tax Digital rules, and your accountant needs them to prepare accurate VAT submissions.
Share any documents that could affect your finances, such as:
Finance or hire purchase agreements.
Lease or rental agreements.
Large customer or supplier contracts.
Insurance policies.
These help your accountant understand long‑term commitments and plan your finances correctly.
If you have an accountant already or have prepared accounts in the past, provide:
Last year’s accounts.
Previous tax returns.
Access to your accounting software.
This gives continuity and helps your accountant spot changes or potential issues early.
Many businesses unintentionally make their accountant’s job harder by:
Providing records too late.
Mixing personal and business spending.
Keeping incomplete or inconsistent digital records.
Forgetting to pass on contract changes or new finance agreements.
Using software incorrectly and assuming the figures are complete.
Mistakes like these can lead to compliance problems, cash flow issues or higher fees due to extra work.
Keep your accountant informed by:
Updating your digital records regularly.
Using software to store invoices and receipts.
Reconciling your bank account frequently.
Sharing updates when your business changes direction or grows.
Good bookkeeping practices create a solid foundation and make collaboration with your accountant much smoother.
If you are unsure whether you are providing the right information, ask your accountant for a simple checklist. Every business is different, so your accountant may request additional records depending on your structure, VAT status or industry.
For extra support, you can also review related guidance on bookkeeping, VAT returns, Making Tax Digital and management accounts.