Important disclaimer
This article is general information only and does not constitute financial, tax or legal advice. Every investor's situation is different. You should not rely on this content when making investment or tax decisions — seek independent advice from a registered tax agent, accountant or financial adviser who understands your specific circumstances.
One of the most frustrating things about tax time for property investors is discovering — after you have sat down with your accountant — that a document you need is missing. The bank statement is from the wrong period. The agent statement covers only part of the year. The repair invoice does not include the property address.
This guide walks through every category of document your accountant is likely to ask for. Having these in hand before your meeting makes the process faster, reduces the risk of errors and ensures you are claiming everything you are entitled to.
Note that this list covers the most common scenarios. Your accountant may ask for additional documents depending on your structure, jurisdiction or specific transactions during the year. This is general information only — always confirm requirements with your own registered tax agent.
Income documents
Your accountant needs to verify every dollar of rental income received during the financial year.
Rental income summary
A total of all rent received, broken down by property. If you use a property manager, their annual statement covers this. If you manage yourself, a bank statement summary or spreadsheet export works.
Agent annual statements
Most property managers issue an annual summary showing gross rent collected, all fees deducted and net payments to you. This is one of the most useful documents you can provide.
Short-term rental platform summaries
Airbnb, Stayz and similar platforms provide annual earnings summaries in the host portal. Download these for each platform you used during the year.
Bank statements
Statements for the bank accounts where rental income was deposited, covering the full financial year. These corroborate the income figures and help identify any payments not captured elsewhere.
Expense documents
Every deductible expense needs a receipt, invoice or statement that shows the amount, date, payee and what was purchased.
Repair and maintenance invoices
Every invoice for work carried out at the property — plumber, electrician, tradesperson, handyman. The invoice must show the date, the address of the property and what was done.
Property management fee invoices
Management fees, letting fees, lease renewal fees and any other charges from your property manager. Usually included in the annual agent statement.
Council and water rates notices
The original notices showing rates levied and amounts paid during the year.
Insurance certificates of currency / renewal notices
Showing the premium paid, the policy period and the property insured — for building, landlord and contents insurance.
Body corporate levy statements
Annual levy notices and any special levy invoices for properties in a strata scheme or owners corporation.
Cleaning, garden and pest control receipts
Any invoices for routine property maintenance services paid during the year.
Advertising invoices
Invoices for tenant search advertising — online listings, agent advertising charges.
Loan documents
Interest on loans used to purchase or improve investment properties is generally deductible. Your accountant needs precise figures.
Annual interest statements from your lender
Most banks issue an annual interest summary for each loan account showing total interest paid for the financial year. This is the most important loan document.
Loan account statements
Month-by-month statements showing opening balance, repayments and closing balance. Useful if you refinanced, made lump-sum repayments or have an offset account.
Refinancing or loan establishment records
If you refinanced during the year, documents showing any fees charged — these may have specific deductibility treatment.
Depreciation and capital improvements
Depreciation can be one of the largest deductions available to property investors. It requires its own set of documentation.
Quantity surveyor depreciation schedule
If you have commissioned a depreciation schedule, provide the full schedule to your accountant. If improvements were made during the year, an updated schedule may be needed.
Capital improvement invoices
Contracts and invoices for any renovation, extension or structural work completed during the year. These are distinct from repairs and are treated differently.
Asset purchase receipts
Receipts for appliances, hot water systems, carpet, blinds or other depreciable items purchased and installed during the year.
Property and ownership details
Your accountant needs a clear picture of the ownership structure and any changes during the year.
Current ownership details
How the property is held — individual, joint tenants, tenants in common with a percentage split, trust or SMSF. If you are unsure of the legal structure, check your title documents.
Purchase settlement statement (for new acquisitions)
The final settlement statement from your solicitor if you acquired a property during the financial year. This establishes your cost base.
Sale settlement statement (for disposals)
If you sold a property during the year, the settlement statement from your solicitor is essential for calculating capital gains.
What to do if documents are missing
Banks can usually reissue annual interest statements going back several years. Property managers can reissue annual summaries. Councils can confirm rates paid on request. For receipts you have lost, contact the original supplier — most businesses can reissue invoices.
If a document genuinely cannot be recovered, your accountant can advise on what corroborating evidence is acceptable and whether an estimate approach is appropriate for certain expenses. Do not guess or round — that can create problems if you are ever audited.
How Akweno helps
Akweno's document vault stores your leases, invoices, insurance policies and agent statements against each property. When tax time arrives, everything is already organised and exportable — no searching through email archives or asking suppliers to reissue invoices that were already in your inbox.
Reminder: This guide is general information only. What your accountant specifically needs depends on your structure, jurisdiction and individual circumstances. Always confirm with a registered tax agent before lodging your return.