The receipts and records worth keeping after a solar install

Which solar receipts and documents should you keep?

The core set is short.

• The itemised invoice. It should split equipment, labour, permits and other charges, and show the supplier's sales tax details. A lump-sum invoice is hard to use later.
• The signed contract and any change orders. They show who owns the system, what was agreed and the dates.
• Proof of payment. Bank or card statements, cheques or loan advances matching the invoice.
• Permit, inspection and utility approval. They prove the date the system was legally ready to run.
• Grant, rebate and loan documents. Approval letters, payment confirmations and any conditions.

For the wider project paperwork, including warranties and manuals, see the solar paperwork checklist.

Why do dates and the invoice split matter?

Tax treatment often depends on when equipment becomes available for use, not when it was ordered or paid for, and on what the equipment is. Keep the commissioning report or the utility's approval to operate, since they fix the date. An invoice that separates panels, inverters and batteries from labour and unrelated work lets an accountant assign each item correctly, which is important for claims such as capital cost allowance.

If grants or rebates reduced the price, keep the paperwork showing the amounts and the dates they were paid, because they can change the cost base for tax purposes. The right treatment depends on the program and year, and an accountant or the CRA can confirm it.

How long should you keep solar tax records?

General CRA guidance asks taxpayers to keep income tax records for six years from the end of the tax year they relate to, and longer in some cases, such as records for property you still own that supports a deduction or a later sale. Because a solar system is a long-lived asset, keep the purchase papers for as long as you own it and for the period after you sell or stop using it that the CRA guidance specifies. Check the current CRA pages for your situation.

Electronic copies are generally acceptable if they are legible and can be produced on request, but check the CRA's current rules. Back up scans in two places, and do not rely on a supplier's online portal, which could disappear if the company closes.

Which records matter if the system earns income?

Homeowners with panels that only power their own house normally have no income to report from them. If you sell power to the grid for payment, rent roof space or use the system for a business or farm, the record-keeping expands. Keep utility statements showing credits or payments, production data from the inverter or meter, lease or power purchase agreements and any records of business use. The is solar income taxable guide and the rooftop rental and grid sales guide explain the principles.

Credits, deductions and sales tax have separate rules; the guide to claiming a solar tax credit and the GST and HST guide show what documents each step uses.

How do you organise the records so they are easy to find?

Create one folder, named for the address and install year, with subfolders for the contract, payments, permits, grants, warranties and monitoring. Rename scans with the date and the document type. Photograph the equipment labels and serial numbers, since claims and resales often need them. Keep a one-page summary at the front with the dates, amounts, installer name and contact, warranty end dates and the CRA or program references.

The folder pays off at sale time, when a buyer will want proof of ownership, permits and warranties; see selling a house with solar panels. This guide is general information, not tax advice, so ask an accountant if you are unsure what applies to you.

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