Bookkeeping Records in Ireland: What to Keep and for How Long

Every business in Ireland needs to keep proper records. They support your accountant's work and your answers if Revenue ever asks questions. Here is a practical guide to what to keep, for how long, and how to stay organised.

How long to keep records

As a general rule, Revenue says relevant records should be stored for six years, or until any matter under inquiry or appeal is finalised. Keeping records for a shorter period requires written permission from Revenue. Some situations, such as certain property transactions, have longer or different rules, so check Revenue's guidance or ask your accountant if you are unsure. Companies also have record-keeping obligations under company law.

What to keep

• Sales records: invoices, credit notes, till rolls, and records of cash and card takings.
• Purchase records: supplier invoices, receipts and credit notes.
• Bank records: statements for every business bank, credit card and payment account.
• Assets and loans: purchase invoices for equipment and vehicles, and loan or lease agreements.
• Contracts and agreements: with customers, suppliers and landlords.
• Accounting records: your accounts, ledgers, working papers and copies of returns filed.

Paper or digital?

Many businesses now keep digital copies of receipts and invoices, which is easier to search and back up. Revenue has specific guidance on how and where records can be kept, including electronic records, so check the current rules before you shred originals. Whatever you choose, records must be complete, legible and available if requested.

Make storage easy

• Use one consistent folder structure, for example by year and then by month or type.
• Attach receipts and invoices to transactions in your accounting software, so the document sits next to the entry.
• Back up digital records somewhere separate from your main device.
• Keep a note of when each year's records can be reviewed for disposal.

Keep personal data only as long as needed

Records often include personal information about customers or employees. Data protection law expects you to keep personal data only as long as you need it, so build disposal into your routine once the retention period has passed.

Records that are already in a mess?

If your records are incomplete or scattered, getting them in order is easier than it looks. Our ongoing bookkeeping support keeps your records current each month, and our START service sets up a system that makes good record keeping automatic from day one.

A practical filing system

The rules tell you what to keep. The harder question is how to keep it so you can actually find things. A structure that works for most small businesses looks like this:

• A folder per financial year, with sub-folders for sales invoices, purchase invoices and receipts, bank statements, and contracts and agreements.
• Consistent file names that start with the date, such as 2026-03-14 SupplierName 245.80.pdf, so files sort themselves chronologically.
• Receipts attached directly to the matching transaction in your accounting software, so the document and the entry never get separated.
• One place for everything. Records spread across a laptop, a phone, an email inbox and a drawer are records you will struggle to produce.

Backups matter as much as filing

Digital records are only safe if they exist in more than one place. A laptop that fails, a phone that is lost or a cloud account you lose access to can take six years of records with it. Make sure your records are backed up somewhere separate from your working device, and check occasionally that you can actually open the backup. If your accounting software holds your attachments, confirm what happens to them if you ever stop subscribing.

What to do with old paper

If you have been keeping paper, scan it as you go rather than in one enormous session. Before destroying any original, check Revenue's current rules on electronic record keeping, make sure the scan is complete and legible, and confirm the document is not one you need to retain in original form. Destroy securely, since old records usually contain personal and financial information.

Build retention into your year

Once a year, after your accounts are finalised, do a short tidy: close off the year's folder, confirm it is backed up, and review the oldest year you hold to see whether its retention period has passed. For records containing personal data, remember that data protection law expects you not to keep them longer than you need. A fifteen-minute annual habit prevents both the clutter of records you no longer need and the panic of records you cannot find.

This article is general information for small businesses in Ireland. It is not tax, legal or financial advice, and rules, thresholds and deadlines change. Please check current guidance on revenue.ie or speak to your accountant about your own situation.