Recordkeeping for businesses

As a New York State business owner, you are required to keep records that allow you to prepare complete and accurate tax returns for your business. You must also keep documents, such as canceled checks, receipts, cash register tapes, purchase orders, and other sales records to support your business records. Generally, you must keep records and supporting documents for at least three years after you file a return.

Your records may be in paper or electronic format, or both. You must be able to compare records from one time period (such as month, quarter, or year) with records from another period. Upon request, you must make your records available to the Tax Department.

To assist you, we offer detailed recordkeeping guides for several taxes and credits. Review the credit guides to determine whether you are eligible to claim the credits before you file.

Recordkeeping guides

Tax-specific recordkeeping guides

Alcoholic beverages tax:
- Alcoholic beverages tax (ABT): Sales and distribution
- Alcoholic beverages tax (ABT): Producers
Highway use tax: Recordkeeping Requirements - Highway Use Tax (TB-HU-765)
Sales tax: Recordkeeping Requirements for Sales Tax Vendors (TB-ST-770)

Credit-specific recordkeeping guides

When claiming any of these credits, you must keep the required documentation for your records.

Recordkeeping for:

Other recordkeeping requirements

Industrial development agencies and authorities (IDAs): Development Agencies and Authorities
Medical cannabis registered organizations: Excise Tax on Medical Cannabis - Recordkeeping
Parking facility operators: Parking services in New York City
Tax shelter recordkeeping requirements: Form DTF-664, Tax Shelter Disclosure for Material Advisors
Transportation network companies: Transportation Network Company assessment

Resources

Updated: March 14, 2023