This FAQ-style guide explains, in plain language, the common statements and financial documents that personal representatives (executors) and trustees typically must prepare for annual and final accountings under Florida law. It summarizes what judges and interested persons expect to see, and it points to Florida law that governs probate and trust accountings.

Detailed answer — what an accounting must show

In Florida probate (estate) matters, an accounting is the document or set of documents that shows what the fiduciary received, paid, transferred, and distributed on behalf of the estate or trust. An accurate accounting helps beneficiaries, creditors, and the court confirm that the fiduciary followed the law and the decedent’s directions.

Two primary legal sources apply:

• Florida Probate Code (Chapter 733) — covers administration of decedents’ estates, personal representatives, inventories, and related duties.
• Florida Trust Code (Chapter 736) — governs trustee duties and when trust accountings are required.

Below are the items most commonly required for both annual and final accountings. The final accounting requires everything an annual accounting requires plus documents that show closing of the estate and final distributions.

Core items to include in every probate accounting

1. Cover statement or affidavit. A short statement identifying the fiduciary, the estate or trust, the reporting period (dates), and whether the filing is an annual or final accounting. This or a separate petition often requests court approval of the accounting and distribution.
2. Inventory and schedule of assets (beginning and ending). A detailed list of estate or trust assets at the start and end of the accounting period, with values. For real property, list address and value; for bank accounts and securities, list account numbers (redact sensitive digits) and balances; for personal property, give sufficient detail and value.
3. Statement of receipts. A ledger-style list of all money and property received during the reporting period (e.g., rents, interest, dividends, sale proceeds, life insurance or retirement distributions payable to the estate). Identify dates, payors, and amounts.
4. Statement of disbursements (payments). A ledger of all estate payments during the period: creditor payments, funeral expenses, taxes, insurance, mortgages, repairs, professional fees, and distributions to beneficiaries. Include dates, payees, amounts, and purposes.
5. Bank statements and canceled checks (or digital equivalents). Copies of bank statements covering the accounting period and copies/scans of canceled checks or electronic payment records that support disbursements shown on the ledger.
6. Supporting invoices, receipts and contracts. Receipts for repairs, invoices for professional services, closing statements for sales, and documents that justify amounts paid from estate funds.
7. Documentation of asset values and sales. Appraisals for real estate or valuable personal property, broker statements for securities, closing statements for sales of property, and documentation of how sale prices were determined.
8. Creditor claim documentation. Copies of filed creditor claims and proof of payment or disallowance, and any court orders resolving claims.
9. Tax returns and tax information. Copies of any estate income tax returns (e.g., federal Form 1041, if applicable), estate or fiduciary tax schedules, and receipts/proofs of tax payments made by the estate during the accounting period.
10. Notice proofs and service list. Proof that required notices were given to beneficiaries, known creditors, and interested persons (for example, certificate of service), and a list of interested persons with addresses.
11. Proposed distribution schedule. For final accountings, a distribution schedule showing each beneficiary, the amount distributed, how the amount was calculated, and any offsets or distributions already made.
12. Receipts, releases, and waivers. Signed receipts from beneficiaries or releases and waivers of accounting when beneficiaries accept distributions and agree to close the estate (if applicable).

What additional items are commonly required for a final accounting

• Complete closing ledger that reconciles beginning balances, receipts, disbursements, and ending balances.
• Final bills paid and final payroll or administrative costs.
• Evidence that all known creditor claims were resolved or that the statutory claims period has run (or court orders resolving outstanding claims).
• Final tax clearance information (proof of tax payments or filed tax returns) and allocation of tax liabilities among beneficiaries where applicable.
• If property was sold, final closing statements and transfer documents.
• Proposed judgment or order approving the final accounting and discharging the fiduciary (a draft order for the judge’s signature).

Special situations — trustees vs. personal representatives

Trust accountings follow many of the same principles but arise under the Florida Trust Code (Chapter 736). Trustees must provide accountings on request in many circumstances and must show receipts, disbursements, assets, and distributions. For trustee accountings, include trust identifiers, trust accounting period, beneficiary allocation, and any changes in trustee compensation or trust investments. See Chapter 736 for trustee duties and beneficiary rights.

Practical checklist (sample documents to prepare)

• Cover affidavit or petition asking for approval of the accounting
• Inventory of assets and current valuations
• Detailed receipts ledger and disbursements ledger (transaction-by-transaction)
• Bank statements and canceled checks or payment confirmations
• Invoices, receipts, appraisals, and closing statements
• Copies of any filed creditor claims and court orders resolving them
• Copies of filed tax returns and proof of payments
• Notice and service proofs to beneficiaries/interested parties
• Proposed distribution schedule and beneficiary receipts/releases
• Draft court order approving accounting and discharging fiduciary

Example (hypothetical)

Hypothetical: The personal representative of a Florida estate with a checking account, a rental property, and investment accounts prepares an annual accounting for the period Jan 1–Dec 31. The fiduciary includes:

• An inventory listing the rental property (value and address), checking account balance as of Jan 1, and brokerage balances;
• A receipts schedule showing rental income, dividends, and proceeds from one stock sale;
• A disbursements ledger listing property repairs, mortgage payments, property taxes, and payments to an accountant;
• Bank statements for the checking account and copies of canceled checks for major payments;
• An appraisal for the rental property (if value changed materially), brokerage statements for security transactions, and invoices for repairs;
• Copies of the estate income tax return (if required) and proof of payment; and
• Proof that beneficiaries received notice and a proposed distribution for any income distributed during the year.

Helpful hints — reduce disputes and speed court approval

• Start a dedicated estate bank account. Keep personal and estate funds strictly separate.
• Keep contemporaneous records. Enter receipts and payments as they occur; gather invoices and receipts immediately.
• Keep original documents and provide certified copies when required by the court.
• Obtain appraisals for unusual or high-value non-cash assets before filing the accounting.
• Provide beneficiaries with interim accountings when asked; early transparency reduces objections.
• Redact account numbers sensibly on public filings but keep full details for the court and interested parties.
• Get professional help for tax and investment questions—estate accounting often requires tax reporting and allocations that affect distribution.
• If uncertain whether a specific item must be filed, ask the clerk’s office or consult an attorney before filing an incomplete accounting.

Where to look in Florida law

For statutory background and requirements, review the Florida statutes that govern probate and trusts:

• Florida Probate Code (Chapter 733) — general rules for administering decedents’ estates, inventories, and duties of personal representatives.
• Florida Trust Code (Chapter 736) — rules for trusts and trustee accountings.

Local court procedures and required forms vary by county. The clerk of court in the county where the estate is pending can provide local filing rules and form requirements.