An accountant handoff checklist for rental property owners

Start with scope and dates

Tell your accountant which properties and period are included, the currency of each workspace and any changes in ownership or rental use. Keep a list of missing records and questions. Unexplained gaps tend to create more work than a clear note saying what still needs review.

Export records with context

Provide the date, property, description, category, amount, payee and payment reference for each transaction. Include correction or reversal status rather than quietly dropping history. In StayVue, the accountant CSV also includes supporting filenames and separate registers such as assets, mileage and deposits. Review the export before sharing it.

Supply evidence separately

A filename in a CSV is a reference, not the receipt itself. Supply the actual invoices, statements and payment confirmations through an agreed secure channel. Use a folder structure that makes the exported filenames easy to match. Avoid sending passwords in the same message as encrypted records.

Do not equate cash flow with taxable profit

Keep mortgage principal, interest, capital purchases and deposits distinguishable so your accountant can decide the appropriate treatment. The cash retained by a property is useful operational information; it does not by itself determine a tax return. Mixed personal use, ownership changes and other special situations should be raised explicitly.

Use the right official reference

For Canada, the CRA describes Form T776 as the form used to report rental income and expenses. For the United States, IRS Publication 527 explains residential rental income, expenses and depreciation. These references help frame a conversation; a StayVue export is not a filed return or a promise that a cost is deductible. Check the current guidance for your reporting year with your accountant.

Official references

• CRA · Form T776
• IRS · Publication 527