BIR Looseleaf: Requirements and Step-by-Step Process
Published Date: March 13, 2025
Published By: Jac Cantos, Upcloud Accounting
The Bureau of Internal Revenue (BIR) in the Philippines allows taxpayers to use looseleaf books of accounts, a flexible alternative to traditional bound ledgers and journals. This method involves recording transactions digitally and then printing and binding them for submission. Here's a breakdown of the requirements and process:
Requirements for BIR Looseleaf:
Permit to Use (PTU): You must first obtain a permit from the BIR to use looseleaf books. This is a crucial step in the process.
BIR Form 1900: This form is for applying for the PTU for computerized accounting systems or looseleaf books.
Sample Format and Printout: You need to provide sample pages of your proposed books of accounts.
Sworn Statement: This statement should specify the books to be used, including invoices, receipts, and other accounting records, along with serial numbers. It should also confirm your commitment to permanently bind the looseleaf forms within 15 days after the end of each taxable year or upon termination of use.
Confirmation of Payment: You need to provide proof of payment for the company's annual registration fee (BIR Form 0605).
Government-Issued ID: The authorized representative's government-issued ID is required.
Special Power of Attorney or Board Resolution: If you have a representative, a special power of attorney is needed. For corporations, a board resolution or secretary's certificate is required.
Step-by-Step Process for Applying for BIR Looseleaf:
Prepare the Documents: Gather all the required documents mentioned above.
Submit to the BIR: Submit the documents to the Revenue District Office (RDO) where your business is registered.
Obtain the PTU: After submission, wait for the BIR to issue your Permit to Use looseleaf books.
Print and Bind: Once approved, you can print your looseleaf books of accounts. Remember to register them with your RDO before use.
Submit Annually: You must submit your permanently bound looseleaf books of accounts to the BIR within 15 days after the end of each taxable year.
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Disclaimer: This article or blog is only for general knowledge and guidance and is not a substitute for an expert opinion. For technical advice, please consult your tax / legal advisor for your specific business concerns. For comments, suggestions, and feedback, feel free to email us at consult@upcloudaccounting.com.
