# Accountant, Sales Tax, Estimated Tax and Recordkeeping Questions

Accountant, Sales Tax, Estimated Tax and Recordkeeping Questions: plain answers to 6 common small business owner questions, with official sources checked October 2026 and links to deeper guides.

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Updated: October 6, 2026

Give your accountant categorized statements and receipts. Ask your state revenue department or a tax professional about sales tax, and check IRS guidance on estimated taxes. Record retention periods depend on the record and the rules that apply, so follow IRS guidance and your accountant’s advice. Rules vary by state and city, so confirm requirements with the official agency.

## How do I prepare records for an accountant?

Send organized bank and card statements, categorized income and expenses, receipts for larger purchases, payroll records, prior returns and questions you want answered. Ask your accountant early in the year what they need and in what format, and set a monthly reminder to keep records current.

## What questions should I ask about sales tax?

Do my products or services require sales tax here? How do I register? Which rate applies and where? How often do I file? Are any items exempt? Ask your state revenue department or a tax professional. Write down the answers and the date you received them, and recheck if your products, services or locations change.

## What questions should I ask about estimated taxes?

Do I need to pay estimated taxes? How much and when? Which records should I keep? The IRS explains estimated taxes; a tax professional can apply it to you. Set aside a portion of each payment in a separate account so estimated payments do not surprise you.

## How do I choose bookkeeping software?

Compare how it connects to your bank, invoicing, payroll needs, ease of use, the format your accountant prefers and monthly cost. Ask your accountant which software they work with; shared access makes year-end much easier.

## How do I track profit by service?

Tag each sale and its direct costs by service, then compare revenue minus direct cost per service each month. Even a simple spreadsheet works: date, service, revenue, materials and labor time. Patterns appear within a few months.

## How long should I retain records according to applicable rules?

Retention periods depend on the record type and the rules that apply. The IRS publishes guidance on how long to keep tax records; ask your accountant about other records. Store records securely and back them up; ask your accountant for a retention schedule tailored to your business.

## Common questions

### How do I prepare records for an accountant?

Send organized bank and card statements, categorized income and expenses, receipts for larger purchases, payroll records, prior returns and questions you want answered.

### What questions should I ask about sales tax?

Do my products or services require sales tax here? How do I register? Which rate applies and where? How often do I file? Are any items exempt? Ask your state revenue department or a tax professional.

### What questions should I ask about estimated taxes?

Do I need to pay estimated taxes? How much and when? Which records should I keep? The IRS explains estimated taxes; a tax professional can apply it to you.

## Sources

- SBA: Pay taxes: https://www.sba.gov/business-guide/manage-your-business/pay-taxes
- IRS: Estimated taxes: https://www.irs.gov/businesses/small-businesses-self-employed/estimated-taxes
- IRS: How long should I keep records?: https://www.irs.gov/businesses/small-businesses-self-employed/how-long-should-i-keep-records
- IRS: Recordkeeping: https://www.irs.gov/businesses/small-businesses-self-employed/recordkeeping

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