Taking time to prepare for tax season can make filing easier and help prevent avoidable delays. Instead of waiting until you are ready to submit the return, start by organizing your income documents, personal information and records for deductions or credits.
In addition, wait until you have the tax documents you expect before filing. An incomplete return can create problems when another W-2, 1099 or other information statement arrives later.
Therefore, good tax preparation begins before the return itself. A simple system for gathering documents, reviewing changes and checking important information can make the entire filing process more efficient.
START BEFORE FILING
Don’t Wait Until the Last Minute to Organize Your Taxes
Tax preparation becomes more difficult when an entire year of financial information has to be reconstructed at once.
Instead, start with a dedicated folder for tax documents. You can use a physical folder, a secure digital system or a combination of both.
As Forms W-2, 1099 and other records arrive, add them to the same location. Likewise, keep documents related to deductions, credits, dependents and tax payments together.
Consequently, you can see what you already have and identify information that may still be missing before preparing the return.
A BETTER SYSTEM
One place for everything.
Organized records make it easier to prepare a complete and accurate return.
They can also help you identify tax information that has not arrived yet.
STEP 1
Gather Your Income Documents
Start with the documents that report income received during the year.
However, the forms you need depend on how you earned your income and your financial activities.
Forms W-2
Employees generally receive Form W-2 from their employers. If you worked for more than one employer during the year, make sure you have accounted for each W-2 before filing.
Forms 1099
Different Forms 1099 can report interest, dividends, retirement distributions, independent contractor compensation and other types of income. For example, freelancers may receive Form 1099-NEC, while banks can issue Form 1099-INT.
Other Income Records
Depending on your situation, you may also need records involving Social Security benefits, digital asset transactions, rental activity, gig work or other income.
Importantly, income can still be reportable even when you do not receive an information form. Therefore, compare tax forms with your own financial records.
STEP 2
Verify Your Personal and Dependent Information
Income documents receive a lot of attention during tax season. Nevertheless, incorrect personal information can also cause filing problems. Therefore, verify identifying information before preparing the return.
Check Names and Identification Numbers
Gather the Social Security number or applicable Individual Taxpayer Identification Number for each person included on the return.
In addition, verify that names are accurate. If you changed your legal name, make sure the appropriate records have been updated.
Dependent information also deserves careful attention. A misspelled name or incorrect identification number can create an avoidable filing issue.
Update Your Address When Necessary
If you moved, make sure your current address is used on the return and update relevant records when required.
Additionally, consider whether your move affected your state tax situation. Moving between states can create filing requirements that are different from those on a typical full-year California return.
As a result, tell your tax preparer about address changes rather than simply replacing the address on last year’s return.
STEP 3
Review What Changed During the Year
A prior-year tax return provides useful background, but it does not automatically reflect your current situation.
For example, marriage, divorce, the birth or adoption of a child, retirement, a new job or a second job can affect different parts of the return.
A home purchase or sale may also create new tax records. Meanwhile, starting a business, beginning freelance work or acquiring rental property can introduce additional income and expense reporting.
Therefore, create a short list of important life and financial changes before your tax appointment. This gives your preparer context that may not be obvious from the tax forms alone.
Also mention major changes in income. A significant increase or decrease can affect deductions, credits and other tax calculations.
WHAT CHANGED?
Tell Your Preparer About
✓ Marriage or divorce
✓ A new child or dependent
✓ A move
✓ A new or second job
✓ Self-employment
✓ Retirement
✓ Home purchase or sale
✓ Rental activity
Changes during the year can affect more than one section of your tax return.
STEP 4
Organize Records for Deductions and Credits
Income forms are only one part of a complete tax file.
Depending on your circumstances, additional records can help determine whether you qualify for deductions or credits.
Home and Itemized Deduction Records
Homeowners may need mortgage and property tax information. Likewise, taxpayers who itemize may need records for eligible charitable contributions and qualifying medical expenses.
Education and Retirement Records
Students and families may receive education-related documents. In addition, IRA, HSA and other contribution records can be relevant when determining available tax benefits.
Dependent Care Information
If you paid for qualifying care so you could work or look for work, organize the applicable provider and expense information. The tax rules determine whether the expenses qualify for a benefit.
Consequently, save supporting records even when you are unsure whether a particular deduction or credit will apply.
STEP 5
Self-Employed? Prepare Your Business Records Before Tax Season
Business owners and freelancers generally need more than Forms 1099 to prepare an accurate return. Therefore, organize complete business income and expense records rather than relying only on information forms received from customers or payment platforms.
Reconcile Your Income
Compare invoices, deposits, payment processor reports and Forms 1099 with your accounting records.
Importantly, a Form 1099 is not necessarily a complete record of your business income. Consequently, your books should reflect the full business activity for the year.
Investigate discrepancies before tax preparation rather than waiting for your preparer to discover them.
Organize Business Expenses
Review business expenses by category and maintain records that support the amounts claimed.
In addition, separate personal expenses from business activity. Mixed personal and business costs may require allocation under the applicable rules.
Consistent bookkeeping throughout the year can make this process much easier.
STEP 6
Don’t File Before Your Records Are Complete
Filing as early as possible is not always the same as filing at the right time.
Instead, make sure you have the information needed to prepare a complete and accurate return.
Watch for Expected Forms
Employers, financial institutions and other payers commonly issue tax documents in January and February. Therefore, compare what has arrived with the income sources you had during the year.
If you know another tax document should arrive, consider waiting for it rather than filing an incomplete return.
Review Unexpected Information
When a tax form contains information that appears incorrect, investigate the issue. Depending on the circumstances, you may need to contact the issuer about a corrected document.
Most importantly, do not simply ignore a form because you disagree with it. The payer may also have reported that information to the IRS.
STEP 7
Use Your IRS Online Account as a Preparation Tool
An IRS Individual Online Account can provide access to useful federal tax information before and after filing.
For example, taxpayers can view certain tax records and transcripts, payments and balances. Available Forms W-2 and certain 1099 information can also be accessed through the account.
In addition, taxpayers can view or obtain an Identity Protection PIN when applicable and access IRS digital notices.
However, an online account should complement your own records rather than replace careful document collection.
IRS ONLINE ACCOUNT
Useful Information in One Place
✓ Tax records and transcripts
✓ Certain W-2 and 1099 information
✓ Payment history
✓ Account balance
✓ IP PIN information
✓ Digital IRS notices
Use the official IRS website when accessing federal tax account information.
STEP 8
Have Your IP PIN Ready if You Use One
An Identity Protection PIN, or IP PIN, is a six-digit number that helps prevent someone else from filing a federal tax return using your Social Security number or ITIN.
If the IRS has issued or assigned an IP PIN for your filing, make sure the correct current PIN is available when the return is prepared.
A Missing or Incorrect IP PIN Can Cause Problems
The applicable IP PIN needs to be entered correctly on an electronic or paper return when required.
Therefore, do not rely on an old IP PIN from a previous tax year. Confirm the current information before filing.
Keep the Number Secure
Treat an IP PIN as sensitive tax information. Share it only when necessary for filing, including with a trusted tax professional preparing your return.
In addition, taxpayers can use their IRS Online Account to access IP PIN information.
STEP 9
Verify Your Bank Information Before Filing
If you expect a refund and plan to use direct deposit, have the correct routing and account numbers ready. Likewise, accurate banking information is important when making an electronic tax payment.
Check the Numbers Carefully
Verify both the routing number and account number with your financial institution before submitting the return.
Additionally, confirm whether the account is checking or savings when that information is required.
A single incorrect digit can create unnecessary complications. Therefore, review the banking section separately during the final return check.
Don’t Use Unverified Account Information
If you use a bank account, prepaid card, digital wallet or another eligible option for direct deposit, confirm that it provides valid routing and account information for that purpose.
Meanwhile, taxpayers working with a paid preparer should review the refund information appearing on the completed return before filing.
Ultimately, know where your refund is being directed.
STEP 10
Review the Completed Return Before You File
Even when a tax professional prepares your return, you should review it before authorizing submission.
After all, you are responsible for the information reported on your tax return.
Compare the Return With Your Records
First, review names, identification numbers, filing status and dependents. Next, compare wages and other income with the documents you provided.
Then, review major deductions and credits. Ask questions if something appears unfamiliar or significantly different from what you expected.
Review the Final Result
Finally, understand whether you are receiving a refund or have a balance due. If you owe tax, review the payment instructions and applicable deadline.
Likewise, if you expect a refund, verify the direct-deposit information before filing.
THINK BEYOND APRIL
The Best Tax Preparation Happens Throughout the Year
Tax season is easier when recordkeeping does not begin in January. Instead, organize important tax documents as financial events occur.
For example, save records when you make a retirement contribution, pay an eligible business expense or receive an important tax document. Business owners should also reconcile their books regularly rather than waiting until year-end.
In addition, review federal tax withholding when your income or family situation changes. A marriage, second job, retirement or other significant event can affect the amount of tax that should be withheld.
The IRS provides a Tax Withholding Estimator for taxpayers with eligible wage, pension or annuity withholding. Consequently, a midyear review can help identify whether an adjustment may be appropriate before the year is over.
Planning throughout the year will not eliminate every tax issue. However, it can reduce the amount of information that needs to be reconstructed when filing season begins.
YEAR-ROUND HABITS
Make Next Tax Season Easier
✓ Keep tax records together
✓ Save business receipts
✓ Reconcile bookkeeping
✓ Track estimated payments
✓ Review major life changes
✓ Check withholding when needed
Small steps during the year can reduce tax-season surprises.
FINAL CHECKLIST
Are You Ready to File?
Before preparing your return, use a final checklist to confirm that your tax file is reasonably complete.
Most importantly, investigate anything you know is missing rather than hoping it will not matter.
Personal Information
Confirm names, identification numbers, address, dependent information and your current IP PIN when applicable.
Income
Account for W-2s, applicable Forms 1099 and other income sources. Additionally, compare tax forms with your own records.
Deductions and Credits
Gather supporting records for potential tax benefits that apply to your situation.
Business Activity
Organize business income, expenses, estimated tax payments and bookkeeping records when applicable.
Banking and Final Review
Finally, verify direct-deposit or payment information and review the completed return before authorizing filing.
COMMON QUESTIONS
FAQ About Preparing for Tax Season
These answers cover common questions about getting documents and information ready before filing.
You can organize tax records throughout the year. As filing season approaches, gather Forms W-2, 1099 and other applicable documents as they arrive. Therefore, you do not need to wait until the filing deadline to begin preparing.
The documents depend on your situation. Common records include Forms W-2 and 1099, identification information, deduction and credit records, estimated tax payments, business records and bank information. In addition, taxpayers with an IP PIN should have the current number available.
Generally, you should have the information needed to prepare a complete and accurate return before filing. If you know an additional tax document is expected, filing without it can create an incomplete return that may later need attention.
A prior-year return can provide useful information and help identify changes. However, do not assume that everything on the previous return still applies. Income, dependents, filing status, deductions, credits and other circumstances can change.
Self-employed taxpayers should organize complete business income and expense records, not only Forms 1099. In addition, review estimated tax payments and reconcile bookkeeping records so the return reflects the business activity for the year.
Start with complete records, verify names and taxpayer identification numbers, use the current IP PIN when applicable, check banking information and review the completed return before filing. Most importantly, do not knowingly file while important tax information is still missing.
Get Organized Before Tax Season Gets Busy
Taking time to prepare for tax season can make it easier to identify missing information, review potential tax benefits and prepare an accurate return.
ASB Tax & Accounting can help you organize your tax information and prepare your federal and state income tax returns.
We serve individuals, families and businesses in Oxnard and surrounding Ventura County communities. In addition, assistance is available in English and Spanish.
Last reviewed: October 2026. Tax forms, filing procedures, deductions and credits can change by tax year. Therefore, verify the requirements that apply to the return you are preparing. This article provides general federal tax information and does not replace individualized tax advice.
