A sample index for the records your CPA may need, with responsibility and status fields.
Example structure only. This is not a completed client record, financial forecast, legal contract or tax opinion. Actual scope and required records depend on the engagement and adviser review.
Property and acquisition
Closing documents and ownership records
Land / building allocation support
Placed-in-service evidence
Cost-segregation study and depreciation schedules
Financing and financial records
Loan and portfolio-credit documents
Interest statements and debt records
Revenue, operating expenses, invoices and payment records
Capital improvements and asset purchases
Use and participation
Rental calendar and guest stay records
Personal-use and family-use records, if any
AI-recorded owner activity and time, with supporting evidence and owner approval
Supporting activity evidence for the participation comparison
Automated activity identified separately from human participation
Combined owner and qualifying spouse participation total, individual participation comparisons and CPA questions
Contractor scopes, planned hours and any actual overruns
Review and responsibility
Document / period / prepared by / source / status / CPA question
Owner reviews completeness and supplies missing records
CFO supports the agreed financial scope
Separately engaged CPA determines reporting and tax treatment