Your annual business tax checklist

Tax season hits right when you're busiest. While you're managing holiday sales and wrapping up the year, the IRS still wants their paperwork on time.

Skip the tax headaches. We've filed for hundreds of businesses and know exactly what you need to do. Here's your roadmap.

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Key deadlines that matter

Most small businesses and startups need to hit these four dates:

January 31: W-2s and 1099s to employees and contractors

March 1: Delaware franchise tax (if incorporated there)

March 15: S-corp and partnership returns (or file extension until September 15)

April 15: C-corp returns and estimated payments (or file extension until October 15)

Need the full timeline? We track every deadline, such as state and local taxes, paper vs. electronic filing deadlines, and estimated taxes, so you don't have to.

Close your books first

Clean financials mean faster tax prep and fewer questions later.

Before anything else, wrap up your year-end accounting:

• Confirm all balance sheet items
• Clear outstanding liabilities
• Make final adjustments

At Pilot, we close books with customers through January, then hand off to our tax team. No back-and-forth, no delays. Depending on your state or business type, you may qualify for a discounted or free tax filing service.

Choose the tax Forms you’ll need (comprehensive federal list)

The most common federal tax forms for small businesses depend on your business structure and income type.

Forms for Individuals, Sole Proprietors, and Single-Member LLCs

• Form 1040 – The main individual income tax return that most small business owners ultimately file.
  
  • Schedule A – This lets U.S. taxpayers report itemized deductions instead of taking the standard deduction.
  • Schedule C – Reports business income and expenses for sole proprietors and single-member LLCs.
  • Schedule SE – Calculates self-employment tax (Social Security and Medicare) for sole proprietors and partners.
  • Schedule E – Reports rental income, royalties, or pass-through income from partnerships and S corporations.
  • Schedule F – Used by farmers and agricultural businesses to report farm-related income and expenses.
• Form 8829 – Claims home office deductions for eligible business use of your home.
• Form 4562 – Reports depreciation and amortization for vehicles, equipment, and other business assets.

Forms for Partnerships, multi-member LLCs, and S Corporations

• Form 1065 – The federal return for partnerships and multi-member LLCs.
• Schedule K-1 (Form 1065) – Reports each partner’s share of profits, losses, deductions, and credits.
• Form 1120S – Filed by S corporations to report income, deductions, and credits.
• Schedule K-1 (Form 1120S) – Shows each shareholder’s share of the S corporation’s income.

Forms for C Corporations

• Form 1120 – The annual income tax return for C corporations.
• Form 1120-W – Used by corporations to calculate estimated tax payments.

Payroll and employment tax forms

• Form W-2 – Reports employee wages and federal payroll tax withholdings.
• Form W-3 – Transmits all W-2 forms to the Social Security Administration.
• Form 941 – Quarterly federal payroll tax return for income tax, Social Security, and Medicare withholding.
• Form 944 – Annual payroll tax return for eligible smaller employers.
• Form 940 – Reports and pays Federal Unemployment Tax Act (FUTA) contributions.
• Form W-4 – Employees’ withholding certificate (required for onboarding).

Contractor & other income reporting (1099 series)

• Form 1099-NEC – Reports non-employee compensation of 600 dollars or more to contractors.
• Form 1099-MISC – Reports miscellaneous income such as rent, royalties, or prizes.
• Form 1099-K – Reports payment processor and platform transactions (Stripe, PayPal, Etsy, etc.).
• Form 1099-INT – Reports interest income.
• Form 1099-DIV – Reports dividends and distributions.

Forms for estimated tax payments

• Form 1040-ES – Used by individuals, sole proprietors, and partners to pay quarterly estimated taxes.
• Form 1120-W – Used by corporations to figure estimated tax obligations.

Deductions, credits, and other business-related forms

• Form 720 – Quarterly excise tax return (used for certain industries like transportation or environmental fees).
• Form 2290 – Heavy vehicle highway use tax (for trucking or heavy equipment businesses).
• Form 4797 – Reports sales of business property.
• Form 6252 – Used for installment sales.
• Form 8962 – Premium tax credit if you purchased ACA health insurance through the marketplace.

Form 8995 / 8995-A – Used to claim the Qualified Business Income (QBI) deduction.

Handle your 1099s

Paid contractors or lawyers more than $600 this year? You owe them a 1099 by January 31.

The smart move: collect W-9 forms from every contractor when you hire them. It makes the 1099 generation automatic.

Didn't do this? Don't panic. Our tax team has an automated process to collect missing info and generate 1099s on time.

Foreign contractors: Different rules apply. You need W-8 forms regardless of payment amount. We handle these too.

Delaware franchise tax

Incorporated in Delaware? You owe $225 minimum—$175 tax plus $50 filing fee.

The actual amount depends on your assets and shares. We calculate this using your closed financials and cap table. Most of our customers owe the minimum.

Pilot now offers free Delaware franchise tax filing for eleigible busineses.

Tax prep services for multi-state filings

Running a business across multiple states means navigating a new set of rules for every flight: where you owe tax, when you pay it, and what forms you need. That complexity is costly, and a single mistake can lead to fines or paying tax twice. Our tax team simplifies this routine for you. Finances should be simple.

What We Handle for You

• State-by-State Compliance (Where You Owe): We pinpoint every state where your business activities make you liable for taxes. We then make sure you are properly registered and compliant with each one's business and income tax rules.
• Smart Multi-State Filing: Our experts calculate and manage how your income is divided and taxed across different states. We also handle any unique fees, like franchise and capital stock taxes, to minimize your risk and maximize efficiency.
• Complex Local Tax Management: We handle the granular details, including specific city or municipal taxes in places like New York and San Francisco, so absolutely nothing slips through the cracks.
• Clear Tracking and Reporting: Our system organizes every deadline, form, and payment in one dashboard. We prefer fewer surprises at tax time.

How Pilot Adds Value

We are your one-stop shop partner. Our experienced accountants and tax specialists bring together your routine bookkeeping, detailed tax preparation, and compliance tracking under one, trusted roof.

We handle the registrations, filings, and annual renewals for every state you operate in. You get to recline, fall asleep, and focus on growth, not state forms.

Whether you're opening a new office or managing remote employees across state lines, Pilot keeps your business compliant everywhere you operate. We get right to the point: you'll get to your destination.

City and state taxes you might forget

Many cities and counties add their own local taxes on top of federal and state requirements. These are easy to overlook, especially if your business operates in multiple locations.

San Francisco has a gross receipts tax. New York has a business corporation tax. Both due at different times with different rules.

Our team identifies what you owe based on where you operate, then files everything. You handle initial registration; we take it from there.

K-1 forms

Single-member LLC? Skip this section.

A K-1 form is a tax document used to report each partner’s or shareholder’s share of income, deductions, credits, and other tax items from a pass-through entity. These entities—such as partnerships, S-corporations, and certain trusts or estates—don’t pay income tax themselves; instead, the tax responsibility “passes through” to the individuals. The K-1 tells each owner exactly what they must report on their personal tax return.

Multi-member LLCs taxed as partnerships need K-1s for every investor. These show each person's share of income, losses, and deductions.

We've handled simple K-1s and complicated ones. Both get filed correctly and on time.

Federal and state returns

The final stretch. S-corps and partnerships file by March 15. C-corps file by April 15.

Here's what we recommend: file for a six-month extension every time. This moves your deadline to September or October and gives everyone room to get things right.

By then, your books are closed and your return prep is smooth.

Some businesses make quarterly estimated payments. Others don't know which states they need to file in. We catch both issues during onboarding—no surprises at tax time.

Beyond the basics

Made it this far? There's more to consider:

• Sales tax registration and filing
• R&D tax credits for development work
• Accounting method changes for tax purposes

Our tax team handles all of these. Experience matters when regulations change and deadlines multiply.

Let us handle your taxes

Taxes don't have to be complicated. We've done this hundreds of times.

You get seamless handoff from bookkeeping to tax prep, white-glove service for everything tax-related, and peace of mind from a dedicated team that knows your business.

Ready to skip the tax stress? Reach out to our team.

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FAQs

What are the deadlines for multi-state tax filings?

Each state sets its own filing deadlines, often aligning with federal due dates like March 15 for S-corps and partnerships or April 15 for C-corps. However, some states have unique timelines for estimated payments, franchise taxes, or annual reports. Pilot tracks every state-specific date for you to ensure full compliance year-round.

How do I determine which states I need to file in?

You generally need to file in any state where your business has a tax nexus — meaning physical presence (employees, office, warehouse), significant sales, or remote operations. Our tax team helps you identify all relevant states, register properly, and maintain compliance as your footprint grows.

What if my business operates remotely across several states?

Remote teams can trigger tax obligations in multiple states depending on where employees live or work. We assess your multi-state payroll and revenue data to determine filing responsibilities and prevent overlapping or missed filings.

Can Pilot handle filings for local and city taxes too?

Yes. Many cities — like San Francisco and New York City — impose separate business taxes with their own forms and deadlines. Pilot manages those local filings alongside your state and federal taxes, so every jurisdiction is covered.

Do I need separate bookkeeping for each state?

Not necessarily. Our integrated bookkeeping and tax accounting services organize your financial data centrally while mapping transactions by state. That means simpler reporting, cleaner audits, and easier year-end tax prep.

Does Pilot offer help with Delaware franchise tax filings?

Yes. And even better, Pilot now offers free Delaware franchise tax filing for eligible businesses. If your company is incorporated in Delaware, you’re required to file and pay at least $225 annually ($175 tax + $50 filing fee). Our team calculates your exact amount based on your assets and cap table, prepares the report, and files it for you at no cost. With Pilot’s bookkeeping and tax experts, your Delaware filing is handled accurately, on time, and without extra fees.

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