Year-End Tax Checklist: How to Prepare for the New Year
The end of the year is the perfect time to get organized for a smoother tax season. A little planning now can save you time, stress, and last-minute scrambling later—whether you’re filing a straightforward return, juggling multiple income sources, or running a small business.
Below is a practical, friendly checklist to help you start the new year in a great spot.
1) Set up one place for all tax documents
The easiest way to stay calm during tax season is to have a single “home” for all your documents.
Create a simple system now:
A folder on your computer (example: “Taxes – 2025”)
A physical folder for paper documents
Or, even better, a secure online portal where you can upload documents as they come in
If you work with White Sands Tax Services, you can start uploading documents securely as soon as you receive them (or upload everything all at once). This is especially helpful if your documents arrive over several weeks. Find new client instructions here.
2) Make a quick list of your income sources
Tax documents tend to arrive in waves, and it’s easy to forget something if you don’t write it down.
Take five minutes and list your income sources for the year, such as:
W-2 income from employers
1099 income (contract work, interest, dividends, retirement, etc.)
Side-gig or freelance income
Investment activity
Rental income
Business income (if you own a business)
This list becomes your personal “document tracker” so you can confirm that everything you expect has arrived.
3) Note any major life changes
Life changes can affect your filing situation and what you may qualify for. Make a quick note if any of these happened this year:
You moved (especially to or from California, or you moved within the state)
You got married or divorced
You had a child or changed dependents
You bought or sold a home
You started a business or took on a side gig
You received a tax notice
You started school or paid student loan interest
Even if you’re not sure what matters, having the information written down makes your tax prep process faster and more accurate.
4) If you’re self-employed or a small business owner: clean up your books now
If you own a business (or have meaningful self-employment income), year-end is a great moment for a bookkeeping tune-up. Clean books help you understand your business and help avoid delays when it’s time to file.
A simple year-end bookkeeping checklist:
Reconcile bank and credit card accounts
Categorize uncategorized transactions
Separate business and personal spending (as much as possible)
Make sure major categories make sense (supplies, advertising, meals, travel, etc.)
Save receipts for larger purchases
Confirm totals for income sources (deposits and payment platforms)
If you’re in Southern California (including Long Beach and the surrounding area), White Sands Tax Services can help you get organized—and we also work with clients remotely anywhere in the U.S.
5) Start gathering common deduction and credit documents
You don’t need to calculate anything right now. Just start collecting paperwork you’re likely to need.
Typical examples (depending on your situation):
Mortgage interest and property tax statements
Charitable donation receipts
Childcare expenses
Education expenses and student loan interest
Health-related account contributions (if applicable)
Medical expenses (if significant)
Business expenses and mileage records (if self-employed)
If you’re unsure whether something is important, it’s usually better to keep it and ask.
6) Plan ahead for withholding or estimated taxes
This is one of the best ways to avoid surprises.
If you’re a W-2 employee, check your year-to-date withholding and consider whether you need to adjust for the new year.
If you’re self-employed, plan for estimated taxes and set aside money consistently. Many people find it helpful to use a separate account for taxes.
A small change early in the year can make a big difference at filing time.
7) Use secure document sharing—especially for tax information
Tax documents contain sensitive personal information. For your privacy and security:
Avoid emailing documents with Social Security numbers or full account numbers
Don’t text photos of tax documents
Use a secure portal whenever possible
With White Sands Tax Services, you can upload your documents securely as soon as you get them—one by one—or you can wait and upload everything all at once. Either way, it keeps your information protected and helps us work efficiently once you’re ready to proceed.
A simple “New Year Tax Prep” checklist you can copy
Make one folder for tax documents (digital or paper)
List your income sources
Note any major life changes
Clean up bookkeeping (if self-employed or a business owner)
Gather documents for deductions and credits
Check withholding or estimated taxes for the new year
Use secure document sharing for tax documents
Schedule early if you want a smoother, less rushed experience
Ready to get organized?
If you’d like help getting ready for tax season, White Sands Tax Services offers tax preparation and bookkeeping for individuals and small businesses. We’re based in Long Beach, CA, and work with clients throughout Southern California, and we also support remote clients anywhere in the United States.
You can start by uploading your documents securely right away—either as you receive them or all at once when you’re ready. If you’d like to talk through your situation first, you can also schedule a consultation.
