How to Organize and Scan Your Documents for Upload to us

Documents need to be delivered to us in a manner that will make it possible for us to sort and classify the documents into chart-of-accounts so that after processing the financial report, results will by operating expense category so as to bring more meaning to the business information for the Trucker.

This could mean asking your clients to separate the documents they send you into categories;

• Income - Broker statement or income invoices

• Truck Operating Expense

  This expense area is well known by the Trucker.  Each time a Trucker pays a bill, pays for some type of service, they know just what type of expense it is. 

  So why not ask the Trucker to write the type of expense name on each expense invoice and/or receipt to make it easy for you and us to identify the type of expense each expense document, or receipt represents.

• Bank Statements -

  Here again, when truckers receives their bank statements, they know what each line item represents and for what expense.  So here again we can ask them to note on the bank statement next to each deductible expense on the bank statement, just what it is.

  However, they should only flag and identify expenses on the bank statement that we were not provided with the original paper source document.  This means they should be highlighting and identifying only expenses that were deducted from their bank by direct debits and no other source document was sent to you and/or to us.

• Tax forms and/or Notice of assessment from CRA

• Personal Tax Return Information

  These are the T-Slips, such as T-4s, T-5s, RRSPs and other related information.  With these scanned as one file it allows our tax team to focus into the personal tax preparation function knowing that all T-! related forms and information is received. 

• Home office expense

• Auto Expense

• Copies of Truck Purchase or Lease agreement or Conditional Contracts

• Copies of Bank loans and/or Finance company document

• Driver Service and/or Employee Expense;

  • Subcontractor and/or Driver Payroll Expense

  • Employee payroll

  • Payroll Tax Info, paid and/or Payable

document scanned in these categories, should have the following SCAN-DOC file names:

1. Income file

2. Truck Expense file

3. Bank Statement file

4. Bus Tax Forms and Info file

5. Personal Tax Info File

6. Home office exp File

7. Auto Expense File

8. Equipment Lease/Purchase info file

9. Bank/Finance Company Info File

10. Driver and/or Payroll Exp File

If you organize our scans in this manner and upload the files for processing and reports preparation at Trucktax, it will allow us to prepare and upload to you the applicable reports faster and as a result be able to meet all tax filing deadlines.

Contact us   Or call us: (888) 456-6504.