Prepare for a Smooth Filing Season
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CHECKLIST
Step 1: Organize and Plan
Step 2: Collect & Verify Information
Step 3: Reconcile & Validate Data
Step 4: Execute & Monitor
Sign up for alerts & news
Fuel your January filing season with TaxBandits free resources.
Tax Professional Checklist
Step 1: Organize and Plan
Complete By: Early November
Verify that clients need 1099s, W-2s, or both.
Identify new clients and request needed information.
For those clients needing forms, enter their information into TaxBandits.
As you’re reviewing your client lists, confirm the state deadlines associated with required filings. They can be different from the federal dates.
Set clear expectations for the information that needs to be provided and when for both federal and state filings.
Define deadlines or date ranges for the delivery of each.
Resources
Step 2: Collect & Verify Information
Complete By: Mid - Late November
Send clients these instructions to identify team members and their classification.
Ensure that new businesses understand this classification.
Ensure that there are W-9s for all contractors:
- Confirm contact details, tax identification numbers, and payment totals.
- Give them a chance to correct W-9 information before 1099s are issued.
- Avoid rejected filings or reissues due to wrong addresses or EINs.
Ensure that there are W-9s for all employees:
- Verify current addresses and name spellings before W-2s are sent.
- Remind them when to expect their forms and who to contact if something looks incorrect.
Ensure that there are W-9s for former employees:
- Verify current addresses and name spellings before W-2s are sent.
- Remind them when to expect their forms and who to contact if something looks incorrect.
Resources
Step 3: Reconcile & Validate Data
Complete By: Early December
Reconcile your books and payroll now to lighten January reconciliation.
Ensure non-employee compensation is entered into your accounting software so NEC amounts will match your 1099s.
Run a trial balance report to confirm that totals in your books are correct and balanced.
Update and/or enter client details.
Ensure that you can send and receive messages.
Assign and/or update roles and access.
Confirm data backups and verify access for all team members who will work in January.
Test workflow end-to-end.
Verify e-file approvals and transmissions for test client.
Verify e-file approvals and transmissions for a test client.
Run TIN matching for both contractors and clients now to address any errors before January.
Run address matching now to address any errors before January.
Check for duplicate vendors and/or missing EINs.
Address errors or omissions.
Resources
Step 4: Execute & Monitor
Complete By: Mid - Late December
Assign training videos from our library.
Ensure they have our support phone number: (704) 684-4751
Schedule work—and auto reminders—in team’s calendars including deadlines.
Communicate deadlines and instructions.
Include instructions on when and how to escalate delays and/or errors appropriately.
Perform a final internal review of data and workflows to ensure consistency across clients.
Define processes to manage:
- Late client submissions
- Incorrect TINs
- Late or incomplete filings
- Amended filings
Resources
January
Go and Enjoy January!
Having served your clients well—and at scale—you’ve earned a smoother, more predictable start to the year.
With reconciliations complete, filings prepped, and processes in place, your team can focus on high-value advisory work instead of administrative scramble. Celebrate the calm, stay proactive, and enjoy the payoff of early action.
CHECKLIST
Step 1: Organize and Plan
Step 2: Collect & Verify Information
Step 3: Reconcile & Validate Data
Step 4: Implement & Communicate
Sign up for alerts & news
Fuel your January filing season with TaxBandits free resources.
Business Owner Checklist
Step 1: Organize and Plan
Complete By: Early November
Verify which team members are employees (W-2) and which are contractors (1099-NEC).
Ensure classifications are correct to prevent amended filings or compliance issues.
As you’re reviewing your team member lists, confirm the state deadlines associated with required filings. They can be different from the federal dates.
Identify trusted team members who will handle sensitive information.
Assign who is responsible for:
- Verifying classification
- Collections W-4s and W-9s
- Reconciling year-end payments
- Managing deadlines and filings
- Communicating with vendors, team members, and former employees
For those team members responsible for creating and filing your forms, assign their roles in TaxBandits.
Resources
Step 2: Collect & Verify Information
Complete By: Mid - Late November
Provide a refresher on W-2s vs 1099-NEC requirements.
Ensure that there are W-9s for all contractors.
- Confirm contact details, tax identification numbers, and payment totals.
- Give them a chance to correct W-9 information before 1099s are issued.
- Avoid rejected filings or reissues due to wrong addresses or EINs.
Verify current addresses and name spellings before W-2s are sent.
Remind them when to expect their forms and who to contact if something looks incorrect.
Verify current addresses and name spellings before W-2s are sent.
Remind them when to expect their forms and who to contact if something looks incorrect.
Update and/or enter client details.
Ensure that you can send and receive messages.
Assign and/or update roles and access.
Confirm data backups and verify access for all team members who will work in January.
Test workflow end-to-end.
Confirm that client and employee records are accurate and up to date.
Verify that payment, deduction, and benefit information reflects the most recent payrolls.
Check that contractor details and classifications are correct.
Ensure year-to-date totals match supporting reports.
Review system integrations or data exports for compatibility with TaxBandits.
Apply any available software updates or patches to avoid technical issues during January.
Back up your data before making changes or updates.
Resources
Step 3: Reconcile & Validate Data
Complete By: Early December
Run TIN matching for both contractors and clients now to address any errors before January.
Run address matching now to address any errors before January.
Check for duplicate vendors and/or missing EINs.
Reconcile your books and payroll now to lighten January reconciliation.
Ensure non-employee compensation is entered into your accounting software so NEC amounts will match your 1099s.
Run a trial balance report to confirm that totals in your books are correct and balanced.
Assign training videos from our library.
Ensure they have our support phone number: (704) 684-4751
Resources
Step 4: Implement & Communicate
Complete By: Mid - Late December
Assign training videos from our library.
Ensure they have our support phone number: (704) 684-4751
Schedule work—and auto reminders—in team’s calendars including deadlines.
Communicate deadlines and instructions.
Include instructions on when and how to escalate delays and/or errors appropriately.
Define processes to manage:
- Late submissions
- Incorrect TINs
- Late or incomplete filings
- Amended filings
Notify team members and contractors when to expect forms and how to confirm information if needed.
Resources
January
Go and Enjoy January!
Because you started early, your filings will be ready to go well before the deadline.
You’ll avoid last-minute stress, keep your team members happy, and start the new year with your business organized and compliant.
Get Inspired & Stay Informed
Explore our collection of blog articles, videos, and webinars to help you stay ahead this tax season.
Get Inspired & Stay Informed
Explore our collection of blog articles, videos, and webinars to help you stay ahead this tax season.
- Form 1099 for 2026: The Ultimate Guide for First-Time Filers
- 5 Key Benefits That Make E-Filing the Best Choice Over Paper Filing for 1099 Forms!
- A Complete Checklist for Last-Minute Filers to Meet the 1099/W-2 Deadline
- 941 Form 2025: Important Updates Every Business Must Know
- TaxBandits’ Last Minute Filing Tips for Q2 Form 941
- Form 941 Filing for Seasonal Employers: A Complete Guide
