How to Organize Your Financial Documents for Easy Tax Filing


Tax season can be a stressful time for many people as they struggle to gather the necessary documents and navigate through complex tax laws and forms. However, by implementing some simple organization strategies, you can make the tax filing process much smoother and less daunting. In this article, we will discuss various tips and tricks to help you organize your financial documents effectively for easy tax filing.

1. Create a Separate Folder for Tax-Related Documents

Start by designating a specific folder or file box solely for tax-related documents. This will ensure that important papers do not get lost or mixed up with other unrelated paperwork. Label the folder clearly with the tax year, allowing for easy access and retrieval when needed.

2. Gather Important Personal Information

Before diving into the specific financial documents, gather your important personal information that is required for tax filing. This includes your Social Security number, the Social Security numbers of your dependents, and any other identification numbers that may be necessary. Keep this information in a secure and easily accessible place.

3. Keep Track of Income Documents

One of the most crucial aspects of tax filing is reporting your income accurately. Collect all necessary income documents, such as W-2s from your employer, 1099 forms for freelance or self-employed income, and any other statements indicating income from investments or rental properties. Organize these documents in chronological order within your designated tax folder.

4. Sort and Categorize Expense Receipts

To maximize your deductions, it is essential to keep track of your expenses throughout the year. Sort and categorize your receipts for expenses such as medical expenses, charitable contributions, business expenses, and education-related expenses. Consider using envelopes or labeled folders within your tax folder to keep these receipts organized. It is also helpful to include a spreadsheet or a digital app to track and categorize your expenses throughout the year.

5. Organize Deduction-Related Documents

If you plan to claim deductions such as mortgage interest, property tax payments, or educational expenses, gather the necessary documents to support these deductions. These might include statements from your mortgage lender, receipts or canceled checks for property tax payments, and any relevant education-related invoices or receipts. Keep these documents separate and easily accessible so that you can refer to them when filling out your tax forms.

6. Include Investment and Retirement Account Statements

If you have investment accounts or retirement accounts, gather your statements to report any capital gains, dividends, or interest earned. These documents typically include Form 1099-DIV, Form 1099-INT, and Form 1099-B. Consider creating a separate folder within your tax folder specifically for investment and retirement account statements, making it easier to compile the necessary information.

7. Maintain a File for Previous Tax Returns

Keeping a file for your previous tax returns organizes your past tax filings and provides a valuable reference for future filings. Include copies of the filed tax returns, supporting documents, and any relevant correspondence with the tax authorities. Having this historical record readily available can help you accurately complete your current tax return and resolve any discrepancies that may arise.

8. Utilize Digital Organization Tools

In addition to physical folders, utilizing digital organization tools can provide added convenience and efficiency. Consider scanning and saving electronic copies of your receipts, statements, and other important tax documents. Create folders on your computer or in cloud storage specifically for tax-related documents, making it easy to access, search, and share these files as needed.

9. Seek Professional Help if Necessary

Navigating tax laws and forms can be challenging, especially if you have complex financial situations or significant investments. In such cases, seeking professional help from a tax advisor or Certified Public Accountant (CPA) can provide invaluable guidance and ensure accurate filing. Organizing your financial documents ahead of time will save you both time and money when consulting a tax professional.


Organizing your financial documents for tax filing can significantly ease the stress and confusion that often accompanies this annual process. By creating a separate folder, gathering and categorizing your documents, and utilizing digital tools, you can streamline the tax filing process. Remember to maintain a file for previous tax returns and seek professional help if needed. With a well-organized system in place, you can approach tax season with confidence and peace of mind.

Need Certified Public Accountants (CPA’s) in Torrance, CA?

At Account On Us, we are certified public accountants and have served the South Bay area for over 26 years. We also offer services in Plano, Texas. Previously known as Teshima & Co., We offer accounting, tax, consulting, and QuickBooks services. We are full-service accountants specializing in retirement planning, tax preparation, consulting, and so much more. For our complete list of services, call us or visit our website today!

The Top Tax Deductions and Credits You Shouldn’t Miss


Tax season can be a stressful time for many individuals and businesses. However, it’s important to take advantage of all the tax deductions and credits available to you to minimize your tax liability. Understanding and claiming these deductions and credits can help you save money and potentially increase your refund. In this blog post, we will discuss some of the top tax deductions and credits you shouldn’t miss.

1. Standard Deduction vs. Itemized Deductions

One of the first decisions you’ll need to make is whether to take the standard deduction or itemize your deductions. For 2021, the standard deduction for single individuals is $12,550, for married couples is $25,100, and for head-of-household is $18,800. If your itemized deductions exceed these amounts, it may be more beneficial to itemize deductions such as mortgage interest, state and local taxes, medical expenses, and charitable contributions.

2. Home Office Deduction

If you use a portion of your home exclusively for business purposes, you may qualify for the home office deduction. You can deduct expenses such as a portion of your rent or mortgage interest, utilities, and maintenance costs based on the square footage of your home office relative to your entire home. This deduction can be significant, especially for self-employed individuals or remote workers.

3. Student Loan Interest Deduction

If you’re paying off student loans, you may be eligible for a deduction of up to $2,500 on the interest you paid. This deduction is available even if you don’t itemize your deductions. To qualify, you must have incurred the interest on qualified student loans used for higher education expenses. Make sure to keep track of the interest you paid throughout the year on your student loans.

4. Child and Dependent Care Credit

If you paid for childcare for your dependent child or qualifying individual while you worked or looked for work, you may qualify for the Child and Dependent Care Credit. This credit can help offset a portion of your expenses, with a maximum credit of $3,000 for one child or dependent and $6,000 for two or more children or dependents. Eligible expenses include daycares, summer camps, and after-school programs.

5. Earned Income Tax Credit (EITC)

The Earned Income Tax Credit is a federal tax credit for low-to-moderate-income individuals and families. The credit amount varies based on your income, filing status, and the number of qualifying dependents you have. The EITC can significantly reduce your tax liability and may even result in a refund if your credit exceeds the taxes owed. It’s important to determine your eligibility for this credit and claim it if eligible.

6. Education Tax Credits

If you or your dependents are pursuing higher education, you may be eligible for education tax credits. The most common credits are the American Opportunity Credit and the Lifetime Learning Credit. The American Opportunity Credit allows you to claim up to $2,500 per eligible student for the first four years of post-secondary education. The Lifetime Learning Credit provides a credit of up to $2,000 per tax return for any level of post-secondary education, including graduate courses or professional development.

7. Medical Expense Deductions

Qualified medical expenses that exceed 7.5% of your adjusted gross income (AGI) may be deductible. This can include expenses such as doctor’s visits, prescription medications, and certain medical procedures. Keep track of all medical expenses throughout the year to determine if you meet the threshold for deduction.

8. Charitable Contributions

If you make donations to qualified charitable organizations, you may be eligible for a tax deduction. Contributions can be in the form of cash, goods, or property. It’s important to keep detailed records, including receipts, to substantiate your donations. Additionally, be sure to only donate to qualified organizations to claim the deduction.

9. Retirement Contributions

Contributing to retirement accounts such as traditional IRAs or 401(k) plans can provide a tax deduction. These contributions are typically tax-deductible, meaning you can reduce your taxable income by the amount you contribute. Taking advantage of retirement contribution deductions not only lowers your tax liability but also helps you save for your future.

10. State and Local Taxes (SALT) Deductions

Depending on the tax laws in your state, you may be able to deduct state and local taxes (SALT) from your federal tax return. This can include deductions for state income taxes, property taxes, and local sales taxes. However, it’s worth noting that the Tax Cuts and Jobs Act of 2017 limited the SALT deduction to $10,000 for individuals and married couples filing jointly.


It’s vital to consult with a tax professional or refer to the IRS guidelines to ensure you take full advantage of all available deductions and credits. Keep accurate records, gather necessary documentation, and file your taxes on time to avoid penalties. By staying informed and understanding the tax benefits available to you, you can make the most of tax season and alleviate some of the financial burden.

Need Certified Public Accountants (CPA’s) in Torrance, CA?

At Account On Us, we are certified public accountants and have served the South Bay area for over 26 years. We also offer services in Plano, Texas. Previously known as Teshima & Co., We offer accounting, tax, consulting, and QuickBooks services. We are full-service accountants specializing in retirement planning, tax preparation, consulting, and so much more. For our complete list of services, call us or visit our website today!

Payroll Taxes: A Guide For Employers


As an employer, one of your responsibilities is to ensure that payroll taxes are accurately calculated, withheld, and paid to the appropriate tax authorities. Payroll taxes consist of various federal, state, and local taxes that are deducted from employees’ wages to fund government programs and services. In this blog post, we will provide you with a comprehensive guide to payroll taxes, covering key aspects that every employer should be aware of.

Understanding the Basics of Payroll Taxes:

1. Federal Income Tax:

Federal income tax is the main tax that is withheld from employees’ wages. The amount to be withheld is based on the employee’s filing status, number of exemptions, and the tax brackets established by the Internal Revenue Service (IRS). Employers are responsible for accurately calculating and withholding the correct amount of federal income tax from each employee’s paycheck.

2. Social Security and Medicare Taxes:

Social Security and Medicare taxes, also known as FICA (Federal Insurance Contributions Act) taxes, are withheld from employees’ wages to fund these social insurance programs. The Social Security tax rate is currently 6.2% of wages, up to a certain threshold, while the Medicare tax rate is 1.45% of wages. Employers are required to withhold these taxes and match the employees’ contributions.

3. State and Local Income Taxes:

In addition to federal taxes, employees may also be subject to state and local income taxes, depending on the jurisdiction in which they work. Each state has its own tax rates and guidelines, so it’s essential for employers to understand the specific obligations in the states where they operate. Employers must withhold the correct amount of state and local taxes and remit them to the appropriate tax authorities.

Key Steps in Managing Payroll Taxes:

1. Obtain Employer Identification Number (EIN):

Before you can start withholding and paying payroll taxes, you must obtain an Employer Identification Number (EIN) from the IRS. This unique identifier is used to identify your business when filing tax forms and making payments.

2. Register with Tax Authorities:

To comply with payroll tax obligations, you must register with the appropriate tax authorities at the federal, state, and local levels. This usually involves completing and submitting registration forms and providing necessary information about your business.

3. Determine Employee Tax Information:

When hiring employees, it’s crucial to obtain accurate tax information from them, such as their Social Security number, filing status, and exemptions. This information will be used to calculate the correct amount of taxes to withhold from their wages.

4. Calculate and Withhold Taxes:

Once you have the necessary information, you must calculate the correct amount of taxes to withhold from each employee’s wages. This can be done manually or through payroll software that automates the process. Remember to consider federal, state, and local taxes, as well as any additional payroll deductions authorized by the employees.

5. Maintain Accurate Records:

Keeping accurate and organized records is vital for payroll tax compliance. You should retain records of employee wages, tax withholdings, and payroll tax payments. These records will serve as documentation in case of an audit or when preparing tax forms.

6. File Tax Forms:

Throughout the year, you will need to file various tax forms to report payroll taxes to the IRS and other tax authorities. The most common forms include Form 941 (Employer’s Quarterly Federal Tax Return), Form 940 (Employer’s Annual Federal Unemployment Tax Return), and state-specific tax forms. These forms report wage information, tax withholdings, and employer contributions.

7. Make Timely Payments:

Payroll tax payments must be made on time. The frequency of payments depends on the size of your payroll and the tax authorities’ regulations. It’s important to stay informed about the specific deadlines and payment methods for federal, state, and local taxes.

Compliance and Penalties:

It’s crucial to comply with payroll tax regulations to avoid penalties and legal consequences. Failing to withhold or remit payroll taxes can result in significant penalties, interest charges, and even criminal prosecution. Additionally, inaccurate or late filings can also lead to penalties. To ensure compliance, employers should stay updated on tax regulations, seek professional guidance when necessary, and implement strong payroll systems.


Managing payroll taxes is an important responsibility for employers. Understanding the basics of payroll taxes, following the necessary steps, and maintaining accurate records are vital components of compliance. By staying informed, implementing proper systems, and seeking professional assistance when needed, employers can effectively manage payroll taxes and fulfill their obligations to both employees and tax authorities.

Need Certified Public Accountants (CPA’s) in Torrance, CA?

At Account On Us, we are certified public accountants and have served the South Bay area for over 26 years. We also offer services in Plano, Texas. Previously known as Teshima & Co., We offer accounting, tax, consulting, and QuickBooks services. We are full-service accountants specializing in retirement planning, tax preparation, consulting, and so much more. For our complete list of services, call us or visit our website today!

Guide to IRS Tax Penalties: How to Avoid or Reduce Them


Tax season can be a stressful time for many individuals and businesses. One of the biggest fears is facing IRS tax penalties for mistakes or non-compliance. However, with proper knowledge and proactive steps, you can avoid or reduce these penalties. In this guide, we will explore different types of IRS tax penalties and strategies to minimize the risk of incurring them.

Understanding Different Types of IRS Tax Penalties

Before we delve into the strategies, it’s important to understand the different types of IRS tax penalties that can be imposed:

1. Failure to file: The IRS imposes penalties for not filing your tax return by the deadline. The penalty is generally calculated as a percentage of the unpaid tax amount. It can increase with time, up to a maximum of 25% of the unpaid tax.

2. Failure to pay: If you file your tax return but don’t pay the full amount owed, the IRS can impose a failure-to-pay penalty. This penalty is also calculated as a percentage of the unpaid tax and can increase over time. The maximum penalty is 25% of the unpaid tax.

3. Accuracy-related penalties: These penalties can be imposed if the IRS determines that your return contains significant errors, underreporting of income, negligence, or substantial understatement of tax. The penalty is generally 20% of the underpayment.

4. Late payment penalties: If you fail to pay your tax liability on time, the IRS can impose a late payment penalty. The penalty is generally 0.5% of the unpaid tax amount for each month of delay, up to a maximum of 25% of the unpaid tax.

Strategies to Avoid or Reduce IRS Tax Penalties

Now that we understand the different types of IRS tax penalties, let’s explore some strategies to avoid or reduce them:

1. File your tax return on time:

The easiest way to avoid failure-to-file and failure-to-pay penalties is to file your tax return on time. Make sure you are aware of the filing deadline and gather all necessary documentation well in advance. If you are unable to file on time, consider filing for an extension to avoid the failure-to-file penalty.

2. Pay your tax liability on time:

Even if you cannot pay the full amount owed, it’s essential to pay as much as you can on time. This will help minimize the failure-to-pay penalty. Consider setting up a payment plan with the IRS to avoid hefty penalties and interest.

3. Seek professional assistance:

Tax laws and regulations can be complex and constantly evolving. Enlisting the help of a qualified tax professional can help you navigate the tax code and reduce the risk of errors or underpayment. They can also provide guidance on deductions, credits, and strategies to minimize tax liability.

4. Take advantage of deductions and credits:

Make sure you are aware of all available deductions and credits that can help reduce your taxable income. Double-check your eligibility for commonly overlooked deductions, such as education expenses, medical expenses, or energy-efficient home improvements. Every dollar saved through deductions is a dollar less in potential penalties.

5. Maintain accurate and organized records:

Accurate record-keeping is crucial when it comes to taxes. Keep track of income, expenses, and supporting documents throughout the year. This will help ensure that you report all income correctly and claim eligible deductions without triggering accuracy-related penalties.

6. Consider safe harbors and reasonable cause exceptions:

The IRS provides certain safe harbors and reasonable cause exceptions that can help avoid penalties. For example, taxpayers who participate in the IRS’s voluntary disclosure programs for unreported foreign assets may be eligible for reduced penalties. Consult with a tax professional to determine if you qualify for any of these exceptions.

7. Respond to IRS notices promptly:

If you receive a notice or communication from the IRS, it’s important to respond promptly and address any issues raised. Ignoring or delaying action can lead to additional penalties and complications. Review the notice carefully and seek professional advice if necessary.


Remember, prevention is always better than cure when it comes to IRS tax penalties. By staying organized, seeking professional guidance, and fulfilling your tax obligations on time, you can minimize the risk of penalties and ensure a smoother tax season. Take charge of your tax planning, and don’t hesitate to seek professional assistance when needed.

Need Certified Public Accountants (CPA’s) in Torrance, CA?

At Account On Us, we are certified public accountants and have served the South Bay area for over 26 years. We also offer services in Plano, Texas. Previously known as Teshima & Co., We offer accounting, tax, consulting, and QuickBooks services. We are full-service accountants specializing in retirement planning, tax preparation, consulting, and so much more. For our complete list of services, call us or visit our website today!

Navigating California State Taxes: Tips for Small Businesses


As a small business owner in California, understanding and managing state taxes is a crucial aspect of running your business. California has complex tax laws and regulations that can be overwhelming, but with the right knowledge and strategies, you can navigate this landscape successfully. Here are some essential tips to help small businesses in California handle their state taxes effectively.

Understanding the Different Taxes in California

California imposes various taxes on businesses, including income tax, sales and use tax, employment taxes, and property taxes. It’s important to understand the different taxes that may apply to your business and their corresponding filing requirements. Consulting with a tax professional or using online resources provided by the California Franchise Tax Board (FTB) and the California Department of Tax and Fee Administration (CDTFA) can help you gain a better understanding of your tax obligations.

Register Your Business and Obtain Necessary Permits

Before you can start operating your business in California, you must register your business entity with the appropriate state agencies. This includes obtaining the necessary permits, licenses, and certifications, depending on your industry and the nature of your business. Failure to register your business and obtain the required permits can lead to penalties and legal consequences. Make sure to check the California Business Portal and consult with local authorities to ensure compliance with all registration and permit requirements.

Keep Accurate and Organized Records

Maintaining accurate and organized financial records is crucial for small businesses, especially when it comes to tax compliance. Keep track of your income, expenses, sales receipts, invoices, payroll records, and any other relevant financial documentation. Ensure that your records are complete, up-to-date, and properly categorized. Accurate record-keeping not only helps you track your business’s financial health but also simplifies the process of preparing and filing your tax returns.

Determine Your Business Entity Type

Choosing the right business entity type can have significant implications for your tax obligations and liabilities in California. The most common types of business entities are sole proprietorships, partnerships, limited liability companies (LLCs), and corporations. Each entity type has its own tax requirements and benefits. Consult with a business attorney or tax professional to assess the best structure for your business based on factors such as liability protection, tax advantages, and future growth plans.

Understand California’s Income Tax System

California’s income tax system is progressive, meaning that tax rates increase as income levels rise. Small businesses in California are subject to the state’s income tax, which is applied to both sole proprietorships and business entities. It’s important to understand how the tax rates and deductions work, both at the state level and the federal level. Familiarize yourself with California’s tax brackets, deductions, and credits to ensure accurate reporting and optimal tax planning.

Pay Attention to Sales and Use Tax

If your business involves selling tangible goods or providing certain services, you may be subject to sales and use tax in California. Sales tax is added to the retail price of goods sold, and use tax is imposed on out-of-state purchases if sales tax was not paid at the time of purchase. Understanding the rules for collecting, reporting, and remitting sales and use tax is crucial to avoid penalties and interest charges. Be sure to register for a seller’s permit with the CDTFA and keep track of all sales transactions and the corresponding tax collected.

Stay Compliant with Employment Taxes

If your small business has employees, you must comply with California’s employment tax requirements. This includes withholding state income tax from employees’ wages, reporting wages and taxes to the Employment Development Department (EDD), and paying state unemployment insurance taxes. Additionally, you must obtain an employer identification number (EIN) from the Internal Revenue Service (IRS) and properly classify your workers as employees or independent contractors. Failure to comply with employment tax requirements can lead to significant penalties and legal consequences.

Utilize Tax Deductions and Credits

California offers various tax deductions and credits that can help reduce your business’s overall tax liability. Familiarize yourself with the deductions and credits available to small businesses, such as the California Competes Tax Credit, the Small Business Health Care Tax Credit, and the Research and Development Tax Credit. Consulting with a tax professional can help you identify and maximize the deductions and credits applicable to your business, potentially saving you money.

Seek Professional Assistance

Navigating California state taxes can be complex, especially for small business owners who are not familiar with tax laws and regulations. Consider seeking the assistance of a certified public accountant (CPA) or a tax professional with experience in California taxes. They can help ensure compliance, provide advice on tax planning strategies, and handle the preparation and filing of your tax returns. While hiring a professional may incur additional costs, their expertise can save you time, reduce stress, and potentially result in tax savings.


Keeping up with California’s tax requirements and staying compliant can be a challenge for small businesses. However, by understanding the different taxes, registering and obtaining the necessary permits, maintaining accurate records, carefully managing income and sales tax obligations, complying with employment taxes, utilizing deductions and credits, and seeking professional assistance when needed, you can navigate the California state tax landscape with confidence. Remember to stay updated on tax law changes and consult with a professional to ensure that you are meeting all your tax obligations as a small business owner in California.

Need Certified Public Accountants (CPA’s) in Torrance, CA?

At Account On Us, we are certified public accountants and have served the South Bay area for over 26 years. We also offer services in Plano, Texas. Previously known as Teshima & Co., We offer accounting, tax, consulting, and QuickBooks services. We are full-service accountants specializing in retirement planning, tax preparation, consulting, and so much more. For our complete list of services, call us or visit our website today!

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