UAE Accounting Records: What Businesses Need to Know About the FTA’s 2026 Rules



Many UAE businesses now store invoices, receipts and accounting records electronically. From 30 July 2026, Federal Tax Authority Decision No. 4 of 2026 sets out requirements for maintaining information in accounting records and commercial books.

The decision allows businesses to keep records as electronic copies or photocopies, but those records must be complete, clear and accessible if requested by the FTA.

What does the decision require?

Businesses should ensure that their accounting records and commercial books:

  • Are complete and match the original documents

  • Are clear and easy to read

  • Can be made available to the FTA upon request, including access to the system where they are stored

If a business keeps records electronically or as scanned copies, each copy must include all the information and details contained in the original. Scanned copies must include every page in the same order. Partial scans are not accepted. The information must also be legible when viewed on a computer screen.

Can businesses store records digitally?

Yes. The decision recognises electronic copies and photocopies, provided they meet the completeness, accuracy and readability requirements.

A practical digital record system should make it easy to retrieve the full document, link it to the accounting entry, and provide access when needed. Businesses should also check that records remain readable and available throughout the required retention period.

What if records are password-protected?

If electronic copies or the system storing them are protected by passwords or encryption, the business must be able to provide the access details required for the FTA to review them.

This makes access management part of good record-keeping. Keep credentials secure, document who is responsible for the system and ensure records are not locked away in an account that the business can no longer access.

Can a business outsource bookkeeping or record storage?

Yes. A business can engage a third party to maintain its records and commercial books. However, the business remains legally responsible for maintaining those records and ensuring their safety.

Outsourcing bookkeeping does not remove the need for the business to provide complete documents, review its accounts and retain access to its records.

How long should records be kept?

Retention periods depend on the type of tax and record. For Corporate Tax, the FTA says taxable and exempt persons must generally keep relevant records and documents for at least seven years after the end of the tax period to which they relate. VAT invoices issued and received must generally be retained for at least five years.

Businesses should confirm the period that applies to each record type and ensure their storage arrangements cover the full period.

A practical record-keeping checklist

Businesses can use this checklist to review their accounting records:

  1. Scan or save the full document, including every page.

  2. Check that the copy matches the original and is clear on screen.

  3. Link each invoice, receipt or supporting document to the relevant accounting entry.

  4. Organise records by financial year, tax period and document type.

  5. Back up electronic records and restrict access to authorised users.

  6. Keep passwords and access details under business control.

  7. Confirm that outsourced accountants or storage providers can return records promptly.

  8. Review retention periods for Corporate Tax, VAT and other business records.

Why this matters for SMEs

Well-organised records support more than tax filings. They help business owners monitor income and expenses, prepare financial statements, respond to FTA queries and provide reliable information to banks, auditors and other stakeholders.

A record-keeping review can also uncover missing invoices, duplicate entries or gaps between bank transactions and accounting records before they become larger problems.

Devenir Corporate Services can support businesses with bookkeeping, account reconciliation, financial reporting and organising accounting records for UAE tax compliance.

This article is for general information only. Record requirements and retention periods may vary according to the business, record type and applicable legislation. The FTA’s published English translation of Decision No. 4 of 2026 is identified as an unofficial translation; businesses should refer to the official legislation and current FTA guidance.

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