Educational scenario · Workpapers for accountant review
Standardized Short-Term Rental Accountant Review & Client Handoff Kit.
Organize supported records into source-linked year-end packages for accountant review.
Illustrative Source-to-Reporting Workpaper
Roxby organizes supported records for accountant review. This single example references the 2025 Schedule E; confirm the filing-year form and each classification before preparing a return.
Review this mapping against the client's current filing position and tax software.
| Illustrative Schedule E Line | Reference Field Name | Double-Entry Source Accounts | Suggested Review Evidence |
|---|---|---|---|
| Line 3 | Rents received (Gross) | 4000 Accommodation Revenue4010 Cleaning Fees Collected | Illustrative 1099-K gross-to-net reconciliation workpaper |
| Line 5 | Advertising | 6100 Listing Photography6110 Direct Booking Hosting | Invoices and card receipts |
| Line 7 | Cleaning & maintenance | 6200 Turnover Cleaning Labor6220 Pool & Spa Maintenance6230 Grounds & Lawn | Illustrative source note: Form 1099-NEC review ($2,000 threshold for 2026 payments; generally filed the following year) Accountant confirmation required |
| Line 8 | Commissions | 6050 Airbnb Host Service Fees6060 Vrbo Host Service Fees | Platform reservation earnings summaries |
| Line 9 | Insurance | 6300 Commercial STR Liability6310 Hazard & Fire Insurance | Policy declaration pages and proof of payment |
| Line 11 | Management fees | 6080 Co-Host Management | Executed management agreement and payment records; classify commissions separately when applicable |
| Line 12 | Mortgage interest paid to banks | 6400 Mortgage Interest Expense | Illustrative supporting record: lender statement; accountant confirmation required |
| Line 14 | Repairs | 6250 Incidental Handyman Repairs6260 Plumbing & Electrical Repairs | Contractor invoices distinguishing repairs from capital additions |
| Line 15 | Supplies | 6500 Guest Amenities & Supplies | Receipts for ordinary consumable supplies; review assets and safe-harbor elections separately |
| Line 16 | Taxes | 6350 County Real Property Taxes | County ad valorem tax bill notices |
| Line 17 | Utilities | 6450 Electricity & Power6460 Water, Sewer, Trash6470 Guest WiFi & Broadband | Utility bills with property address |
| Line 19 | Other expenses | 6550 De Minimis Expensed Items6600 PMS & Dynamic Pricing SaaS | Illustrative source note: itemized invoices ≤$2,500 (no AFS) Accountant-approved election documentation, if applicable |
| Line 18 | Depreciation expense | 6900 Depreciation Expense | Accountant-reviewed asset schedule and available supporting records |
Illustrative 1099-K Gross-to-Net Reconciliation Workpaper
Form 1099-K gross amounts can differ from net bank deposits. Review supported source coverage, timing, fees, taxes, adjustments, and unresolved differences with the client's accountant.
Illustrative Reconciliation Structure
An accountant-reviewed workpaper may use the following structure when the listed source records and adjustments apply:
- Illustrative gross 1099-K volume (Box 1a): The selected example gross includes the separately shown lodging tax. Check the actual provider report before using this bridge; inclusion is not universal.
- Illustrative less: channel service commissions: The specimen uses an illustrative aggregate fee amount from the chosen source records; it is not a universal provider rate.
- Illustrative less: lodging-tax amounts: Review whether source-supplied amounts were collected or remitted by a platform or host and how they should be presented.
- Illustrative less: guest refunds and cancellations: Review supported cancellations, disputes, and claim offsets.
- Illustrative add/less: timing differences: Review reservations spanning reporting-period boundaries.
Illustrative Asset Review & Schedule Reference
Review source asset records, modeled recovery-period inputs, proposed schedules, and possible elections with the client's accountant.
Illustrative Asset Review Reference
| Asset Description | Illustrative Recovery-Period Input | Review Question for Accountant |
|---|---|---|
| Items at or below $2,500 each (no-AFS illustration) (Mattresses, small appliances, TVs, kitchen sets) | 0 Years (illustrative input) | Review possible de minimis treatment Confirm eligibility, accounting procedure, and filing requirements |
| Tangible Personal Property (Large furniture packages, hot tubs, commercial laundry) | 5-Year MACRS (200% DB) — illustrative input | Review proposed depreciation treatment Confirm method and any elections with the accountant |
| Land Improvements (Outdoor pavers, fences, fire pits, paved parking pads) | 15-Year MACRS (150% DB) — illustrative input | Review proposed depreciation treatment Confirm recovery period and eligibility with the accountant |
| Residential Real Property (Building structure minus non-depreciable land) | 27.5-Year MACRS (Straight Line) — illustrative input | Review proposed depreciation treatment Confirm method and convention with the accountant |
De Minimis Review Notes
These notes organize questions for the client's tax professional. They are illustrative and not a file-ready election:
How Accounting Firms Partner with Roxby
Exchange source-linked documents, requests, and year-end package versions in each authorized client workspace.
Dedicated Practice Hub
Access customer-authorized clients from one Practice Hub. Enter one client workspace at a time while each client's data and authority remain separate.
Locked Monthly Periods
Closed periods reject ordinary posting changes. Authorized corrections use reopening and a revised close version; exported packages retain their close version.
Source-Linked Records
Supported general-ledger lines retain links to the available source records used for posting.
Supported Accountant Export
Export supported trial balances, general-ledger detail, and accountant-review summaries in supported formats.
Official references for professional review: IRS Publication 527 (2025), rental income and expenses; Publication 925 (2025), passive activity and participation rules; tangible-property safe-harbor guidance; 1099-NEC instructions . Match the payment or activity year to the applicable rule; a filing year alone does not select the threshold. Examples and draft language do not establish eligibility or reflect completed professional review.
Prepare standardized STR workpapers for accountant review.
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