Detailed answer: step-by-step plan to prove zero balance and close the estate

When you are the personal representative (formerly called executor) or administrator of a spouse’s estate in Missouri, the court will want clear proof that the estate’s assets were collected, debts and taxes were resolved, distributions were made to heirs or beneficiaries, and little or nothing remains to administer. “Zero balance” means the estate’s assets have been administered so that no estate funds remain to distribute or administer.

1. Confirm whether probate is required

Not every asset goes through probate. Assets held jointly with rights of survivorship, payable-on-death (POD) accounts, and assets with beneficiary designations pass outside probate. If all assets passed outside probate and no probate filings were required, you may not need to file anything further with the probate court. If probate was opened, continue with the steps below.

2. Gather and organize documents

Collect documents the court will expect to review:

• Certified copy of the death certificate.
• Letters testamentary or letters of administration (court appointment papers).
• Bank and brokerage statements from date of death through final transactions.
• Inventory or list of estate assets filed with the court (if required).
• Records of debts paid (invoices, checks, cancelled checks, receipts).
• Records of distributions to beneficiaries (signed receipts, cancelled checks, transfers).
• Federal and Missouri estate/income tax filings and receipts showing payment or clearance.

3. Complete any required inventory and accounting

Missouri courts require an accounting or settlement in many probate matters. Prepare a final accounting that shows:

• Assets the estate had at the date of death.
• Income and receipts the estate received during administration.
• All disbursements for funeral costs, administration expenses, creditor payments, taxes, and distributions.
• The remaining balance (which should be zero if all funds were distributed or otherwise disposed).

Use clear math and attach supporting documents. If you previously filed an inventory, reconcile the final accounting to that inventory.

4. Provide proof of creditor notice and handling of claims

Missouri probate procedures include giving notice to creditors and allowing time for claims. Keep records showing how and when you provided notice to creditors and how you resolved any claims (paid, rejected, or allowed). If the statutory claim period has passed and no unresolved claims exist, include an affidavit or statement to that effect in your closing papers.

See Missouri probate statutes and rules for creditor claim procedures: RSMo Chapter 473 (Probate and Administration).

5. File a petition for final settlement and distribution (or similar closing document)

To formally close the estate, file the required paperwork with the probate court that appointed you. Typical documents include:

• Petition for Final Settlement and Distribution or Petition for Discharge of Personal Representative (title varies by court).
• Final accounting (itemized as described above).
• Affidavit stating that debts, taxes, and expenses are paid and that no funds remain (an affidavit of zero balance).
• Receipts, releases, or waivers signed by beneficiaries acknowledging distributions.
• Proposed order for the judge to sign discharging you and closing the estate.

Check local court rules and forms for exact document titles and required attachments. The Missouri Supreme Court and local probate courts publish forms and instructions: Missouri Courts — Probate Forms & Instructions.

6. Serve interested parties and request court approval

After filing, you will usually need to serve a copy of the petition and accounting on heirs, beneficiaries, and interested creditors and allow the statutory time to object. If nobody objects, the court will generally review the papers and sign the order discharging the personal representative and closing the estate.

7. Obtain the court’s signed order and complete post-closing tasks

Once the judge signs the final order:

• File the order in the probate case file.
• Close bank accounts opened for estate administration after verifying the court’s authorization.
• Keep the estate records for several years (recommended) in case a creditor or tax authority later requests documentation.

Common complications to expect

Some issues that can delay closing include unresolved creditor claims, unpaid taxes (income tax or estate tax), disputes among heirs, or missing paperwork for an asset. If property title transfer requires separate actions (e.g., real estate deed transfer), coordinate those steps with the probate closing so the court’s distributions actually put each beneficiary into possession.

For Missouri’s probate statutes and procedures, see:

• RSMo Chapter 473 — Probate, Letters, and Administration
• RSMo Chapter 474 — Independent Administration of Estates

Helpful Hints

• Start organizing records immediately: clear, dated receipts and bank records make an accounting easier and more credible to the court.
• If your spouse had accounts with beneficiary designations or joint ownership, gather statements showing those designations to avoid unnecessary probate steps.
• Keep copies of every document you file with the court and every communication with creditors and beneficiaries.
• Use the probate court’s local forms when available. Courts often reject filings that omit required forms or attachments.
• If a creditor files a claim, respond promptly and follow the court’s procedures for allowance or rejection of claims.
• Even if you think the estate balance is zero, file the final settlement or discharge petition to obtain a court order releasing you from further liability as personal representative.
• Keep taxes in mind: file final income tax returns and any required estate tax returns before seeking discharge if taxes are owed or being contested.
• When in doubt, consult a probate attorney in your area for guidance tailored to your case—especially if assets include real estate, business interests, or contested claims.