Purpose: Keep your financial records complete, organized, and ready for accurate bookkeeping, financial reporting, and tax preparation.
Please upload relevant documents to the Stable Exchange document repository on a timely basis. Do not wait until year-end or tax season.
1. BANKING & CREDIT CARDS
Bank statements for all business accounts
Credit card statements
Loan and line-of-credit statements
Merchant processor reports
Bank transaction records, when requested
2. SALES & INCOME
Customer invoices
Sales and POS reports
Payment processor reports
1099-K forms
Other business income documentation
3. EXPENSES
Vendor invoices and bills
Receipts for business purchases
Rent and utilities
Insurance
Advertising and marketing
Software and subscriptions
Travel, meals, and other business expenses
Supporting documentation should identify the date, vendor, amount, and business purpose whenever applicable.
4. PAYROLL & CONTRACTORS
Payroll reports
Payroll tax filings
Employee W-2 information
Contractor payment records
W-9s
1099 information
5. ASSETS, VEHICLES & EQUIPMENT
Purchase and sale documents
Equipment and vehicle invoices
Lease documents
Major asset purchases
Asset disposals or sales
Mileage records, when applicable
6. LOANS & FINANCING
New loan and financing agreements
Loan statements
Principal and interest information
Equipment financing documents
Refinancing or debt modification documents
7. TAX & GOVERNMENT DOCUMENTS
Prior-year tax returns
Sales tax filings
Property tax records
IRS or state notices
Estimated tax payment confirmations
8. MATERIAL FINANCIAL EVENTS
The 10% Wealth Rule
If an event, transaction, or change increases or decreases your wealth by approximately 10% or more, provide the related documentation to Stable Exchange.
This may include:
Purchase or sale of real estate
Purchase or sale of a business
Significant investments or withdrawals
Major loans or changes in debt
Ownership changes
Large distributions or contributions
Inheritances, gifts, or substantial transfers
Other events that materially change your financial position
When in doubt, upload it. We will determine whether it needs to be included in your records.
DOCUMENT SUBMISSION STANDARDS
Upload documents promptly; do not wait until tax season.
Upload complete documents rather than screenshots whenever possible.
Keep business and personal expenses separate.
Provide supporting documentation for significant transactions.
Do not combine unrelated documents into a single file.
Do not discard documents because you are unsure whether they are relevant.