For small business owners and independent contractors, getting paid on time can&nbsp;<a href="https://1800accountant.com/blog/cash-flow-management" target="_self">make or break cash flow</a>. Yet many service-based professionals lose income or risk damaging client relationships due to unclear or incomplete invoices. Missing details, inconsistent billing formats, or vague payment terms can all lead to delays and disputes, ultimately straining your operations.Take the first step to streamlining your billing process with this free downloadable contracting invoice template explicitly designed for small businesses, freelancers, and contractors, courtesy of 1-800Accountant, America's leading virtual accounting firm. Using it will save time, improve professionalism, and ensure your records stay clean and ready for tax and bookkeeping purposes.<a href="https://assets.contentstack.io/v3/assets/blt5aaad8b5e90091d6/blt3139fc8a241ea93f/6900c27d772cdc61b28b79f0/Contracting_Invoice_Template_for_Small_Businesses_-_1-800Accountant.pdf" target="_blank">Download your free Contracting Invoice Template here</a><img src="https://images.contentstack.io/v3/assets/blt5aaad8b5e90091d6/bltafb485581b269765/6900c33a5c420b6fad5dd955/Blog_Thumbnail_Contracting_Invoice_Template_for_Small_Businesses_asset.png" alt="Blog_Thumbnail_Contracting_Invoice_Template_for_Small_Businesses_asset.png" height="auto"/><h2>What Is a Contracting Invoice? (vs. Other Invoices)</h2>A contracting invoice is a billing document used by contractors,&nbsp;<a href="https://1800accountant.com/services/industry/freelancer-self-employed" target="_self">freelancers</a>, and service-based businesses to request payment for work performed and services provided to customers. Unlike product-based invoices, these emphasize labor, services rendered, and project materials rather than physical goods.Typical examples include invoices from construction professionals, subcontractors, web developers, electrical contractors, consultants, or creative freelancers who bill per project or by milestone.Key differences from other invoices:<ul><li>Sales invoice:&nbsp;Focuses on the sale of tangible goods.</li><li>Consulting invoice:&nbsp;Often emphasizes hourly consulting time only.</li><li>Retainer invoice:&nbsp;Bills clients in advance for ongoing access to services.</li></ul>A contracting invoice also plays a critical role in your tax documentation and compliance — serving as proof of income for reporting and deductions. Maintaining detailed invoices supports accurate bookkeeping and simplifies end-of-year tax preparation.<h2>Key Elements Every Contracting Invoice Template Should Include</h2>A well-structured invoice ensures clarity and reduces confusion for your clients. Here are the key elements your contracting invoice should contain, achievable via our freelancer invoice template.<h3>Business and Client Details</h3><ul><li>Your business information: Name, address, phone number, email, and relevant license or registration numbers.</li><li>Client details: Their company name, contact person, address, and email.</li><li>Branding: Include your logo and consistent brand styling for professionalism.</li></ul><h3>Invoice Identifiers and Dates</h3><ul><li>A unique invoice number (e.g., “Invoice-001”).</li><li>Issue date and service dates to clarify when work was performed.</li><li>Due date and payment terms (for example, “Net 30”).</li></ul>Setting clear identifiers helps you organize records and prevent duplication or missed payments.<h3>Itemized Work Description and Costs</h3>Each task or service should be listed as a separate line item with descriptions, rates, quantities, and totals.Example from the free invoice template:<table><colgroup data-width='1000.0010000000001'><col style="width:49.523750476249525%"/><col style="width:18.73018126981873%"/><col style="width:13.015886984113015%"/><col style="width:18.73018126981873%"/></colgroup><tbody><tr><td>Item Description</td><td>Rate</td><td>Qty</td><td>Total</td></tr><tr><td>SEO Services</td><td>$1,000</td><td>1</td><td>$1,000</td></tr><tr><td>Website Development</td><td>$1,500</td><td>1</td><td>$1,500</td></tr><tr><td>Graphic Design</td><td>$300</td><td>1</td><td>$300</td></tr></tbody></table>Always include subtotals, taxes, and discounts if applicable. Transparent itemization helps your client understand the value of each charge.<h3>Payment Terms and Instructions</h3>Provide accepted payment methods — bank transfer, credit card, or direct deposit — and specify routing details. Include your late fee policy or early payment discount in your customizable invoice template.For example:“Payment is due within 30 days of the invoice date. Late payments are subject to a 2% monthly interest charge.”Clear payment instructions help avoid misunderstandings and encourage prompt settlement.&nbsp;<h3>Additional Sections and Optional Add-Ons</h3><ul><li>Terms and conditions:&nbsp;Reference the contract or project agreement.</li><li>Retainage or holdback:&nbsp;For contractors in construction or similar industries.</li><li>Notes or disclaimers:&nbsp;Add remarks such as “Please contact us within 7 days for any discrepancies.”</li><li>Attachments:&nbsp;Include supporting materials like receipts or progress photos.</li></ul><h2>How to Use and Customize the Downloadable Contractor Billing Template</h2>Our free contracting invoice template is available as a .docx file, so that you can easily import and edit it into common editors like Microsoft Word and Google Docs.Steps to Use:<ol><li>Download&nbsp;the file and open it in your preferred program.</li><li>Customize&nbsp;with your logo, color scheme, and fonts to match your brand identity.</li><li>Update the&nbsp;business, client, and item fields&nbsp;with accurate details.</li><li>Use a logical&nbsp;file-naming system, such as “Invoice-ClientName-Date,” to stay organized.</li><li>Save each invoice as a locked&nbsp;PDF&nbsp;before sending for a professional look.</li></ol>You can easily adjust columns to accommodate hourly rates, materials, or flat-fee projects. Consistency builds client confidence and makes bookkeeping tracking easier.<a href="https://assets.contentstack.io/v3/assets/blt5aaad8b5e90091d6/blt3139fc8a241ea93f/6900c27d772cdc61b28b79f0/Contracting_Invoice_Template_for_Small_Businesses_-_1-800Accountant.pdf" target="_blank">Download your free Contractor Invoice Template here</a><h2>Best Practices for Contractor Invoicing</h2>Efficient invoicing isn’t just about the document — it’s about how and when you send it.<h3>Send Invoice Promptly</h3>Send invoices immediately after completing a project or milestone. Waiting weeks can delay payments and confuse clients.&nbsp;<a href="https://www.forbes.com/sites/melissahouston/2024/02/05/the-crucial-role-cash-flow-plays-in-business-success/" target="_blank">Prompt billing improves cash flow</a>&nbsp;— a vital aspect of keeping your business healthy.<h3>Clear Communication and Transparency</h3>Before starting a project, align with your clients on<ul><li>Scope</li><li>Pricing</li><li>Payment terms</li></ul>Attach receipts or project summaries to validate charges. Transparent communication fosters trust and reduces billing disputes.<h3>Invoice Follow-Up and Tracking</h3>Maintain a simple tracking sheet or use software to record invoices:<ul><li>Sent</li><li>Paid</li><li>Overdue</li></ul>Regular follow-ups demonstrate professionalism and help to prevent overlooked payments. Track “days sales outstanding” to measure how quickly you collect cash after billing.If you’re managing multiple clients, 1-800Accountant’s tax-deductible full-service&nbsp;<a href="https://1800accountant.com/services/bookkeeping" target="_self">bookkeeping solution</a>&nbsp;can help automate invoice tracking and reconcile payments for tax time and throughout the year.<h3>Avoid Common Invoicing Mistakes</h3>Common invoicing errors that you should make every effort to avoid include:<ul><li>Forgetting to include all line items or tax amounts.</li><li>Failing to specify payment terms.&nbsp;</li><li>Using inconsistent or non-unique invoice numbers.</li><li>Omitting due dates or late-fee terms.</li></ul>Double-check every invoice before sending it to avoid payment delays.<h3>When to Move Beyond a Professional Invoice Template</h3>As your business grows, you will likely need to transition from manual templates to automated invoicing software or to professional support. Platforms can:<ul><li>Integrate with accounting tools.</li><li>Send reminders.</li><li>Manage recurring invoices.</li></ul>At that stage, partnering with a professional service built for small businesses like 1-800Accountant can save time and ensure your invoicing ties directly to your bookkeeping and tax compliance workflows.<h2>Sample Walkthrough</h2>Here’s how the 1-800Accountant small business invoice template for contractors looks when completed:Example Scenario:<ul><li>Business:&nbsp;Apex Creative Solutions</li><li>Client:&nbsp;Brightview Marketing</li><li>Services:&nbsp;SEO, Video Production, and Web Design</li><li>Subtotal:&nbsp;$5,300</li><li>Tax (10%):&nbsp;$530</li><li>Discount (7%):&nbsp;($371)</li><li>Grand Total:&nbsp;$5,459</li></ul>Accepted Payment Methods:&nbsp;Direct Deposit or Credit Card Due Date:&nbsp;November 15, 2025This sample mirrors the structure of the downloadable invoice and can be adjusted for any type of project — from construction to creative services.<h2>Next Steps for Invoicing</h2>A clear, professional contracting invoice template helps you get paid faster, stay organized, and simplify bookkeeping responsibilities. It also serves as the foundation for accurate cash flow tracking — a crucial factor in sustaining business growth.<a href="https://assets.contentstack.io/v3/assets/blt5aaad8b5e90091d6/blt3139fc8a241ea93f/6900c27d772cdc61b28b79f0/Contracting_Invoice_Template_for_Small_Businesses_-_1-800Accountant.pdf" target="_blank">Download your free invoice template</a>&nbsp;today to start standardizing your billing process. For expert help managing invoicing, bookkeeping, or taxes, schedule a free 30-minute consultation with&nbsp;<a href="https://1800accountant.com" target="_self">1-800Accountant</a>&nbsp;for personalized support tailored to your distinct business needs.Understanding&nbsp;<a href="https://oregonsbdc.org/small-business-accounting-using-a-cash-flow-statement/" target="_blank">cash flow</a>&nbsp;helps lenders assess your liquidity and ability to repay. With the right systems in place, you can confidently manage both invoicing and financial planning.<h2>FAQ / Additional Considerations</h2><h3>What if my client requests a different invoice layout?</h3>Fulfill your client's invoice request by adjusting the free template’s columns or colors to fit client preferences — just keep essential data like invoice number, dates, and totals visible.<h3>How do I handle deposits or partial payments?</h3>Handling deposits or partial payments is relatively straightforward. Include separate line items for deposits received or balance due. Then update the invoice after each payment for transparency.<h3>Do contractors need to charge sales tax?</h3>Whether contractors need to charge sales tax depends on your state and the nature of your service. Check local tax rules or consult an accountant for clarity on this front.<h3>Are invoices legally binding?</h3>An invoice alone isn’t a contract or legally binding, but it documents agreed-upon terms and can serve as supporting evidence in disputes.<h3>How long should I keep invoice records?</h3>Retain digital or paper copies for at least seven years for audit and tax purposes. Organized recordkeeping also makes filing easier each April.&nbsp;

Getting paid on time can make or break cash flow, yet many service-based professionals lose income or risk damaging client relationships due to unclear or incomplete invoices. Missing details, inconsistent billing formats, or vague payment terms can all lead to delays and disputes, ultimately straining your operations.

Blog Thumbnail_Contracting Invoice Template for Small Businesses_51200x630_1.png

Contracting Invoice Template for Small Businesses

Understanding bookkeeping basics isn’t as complex as it seems, and getting organized early can save you time, money, and stress while enhancing your ability to compete in the market. 72% of self-employed contractors manage their own bookkeeping, while nearly 70% of small businesses operate without an accountant, typically as cost-saving measures.

Blog Thumbnail_A Beginner's Guide to Bookkeeping for Self-Employed Individuals_1200x630_2.png

A Beginner’s Guide to Bookkeeping for the Self-Employed

Few events worry small business owners more than receiving an Internal Revenue Service (IRS) audit notice. Some businesses do everything right and are still audited, which underscores the importance of maintaining meticulous records throughout the year. Your records and receipts help defend your interests as a taxpayer and prove your activities were legitimate. But what happens when you've lost or misplaced those receipts? While missing key records isn't optimal, there are methods to prove your expenses and protect your business.Use this blog to understand what happens during an audit, why your receipts are necessary, and the steps to recover or rebuild your records. And if you'd rather be <a href="https://1800accountant.com/blog/audit-defense-for-business" target="_self">guided by expert support</a>, 1-800Accountant, America's leading virtual accounting firm for small businesses, has your back. Our teams help clients organize, defend, and minimize the potential for future audit-related issues.&nbsp;<h2>How do I know if I’m being audited by the IRS?</h2>For most of its existence, the IRS had a policy that notices and official communications were sent exclusively through the United States Postal Service. Previously, the IRS wouldn't contact taxpayers by phone, text message, or email to combat scammers and other unscrupulous actors. The IRS has updated its communications policies for 2025/2026 to now include digital delivery options via secure <a href="http://irs.gov" target="_blank">IRS.gov</a> accounts.Regardless of method, once you do&nbsp;<a href="https://1800accountant.com/blog/you-received-an-audit-notice-now-what">receive official notice from the IRS</a>&nbsp;of an audit, it's time to spring into action. Your IRS audit process should include developing an action plan, creating a communication strategy, and preparing the necessary financial statements and supporting documents to mount the most robust defense.Common audit triggers to watch out for in 2026 include:&nbsp;<ul><li>Large charitable contributions and related tax deductions</li><li>High Schedule C expenses</li><li>Cryptocurrency activity</li><li>Cash-heavy businesses</li><li>Inconsistent income reporting&nbsp;</li></ul><h2>Does the IRS verify receipts during an audit?</h2>Underreported income is a&nbsp;<a href="https://1800accountant.com/blog/common-causes-irs-audits">common reason</a>&nbsp;a small business would be targeted for an audit. When deciding whether to conduct a business tax audit, the IRS uses AI-based systems to cross-reference your industry and locality to determine the average deductions for a similar business and the amount involved.The IRS will verify copies of receipts for accuracy during audits for underreported income or other issues. Common receipts the IRS requests include:&nbsp;<ul><li>Meals</li><li>Travel/entertainment expenses</li><li>Office expenses</li></ul>IRS proof of expenses is also acceptable in digital form under <a href="https://www.irs.gov/forms-pubs/about-publication-583" target="_blank">Publication 583</a>, which includes card and bank account statements, invoices, and accounting software records. If the materials provided fail to pass IRS receipt requirements for the items in your tax return, the IRS will request additional materials.&nbsp;<h2>What happens if you get audited and don't have receipts?</h2>If you get audited and don't have receipts, it's not an immediate cause for panic. Missing receipts doesn’t automatically mean penalties!The IRS understands that receipts can be misplaced and will accept alternative forms of documentation. In place of original receipts, you can provide:<ul><li>IRS Form 8275, Disclosure Statement, to disclose uncertain deductions.</li><li>Reconstructed expense logs that are supported by statements, vendor correspondence, and other materials.</li></ul>Note that the IRS may accept “credible reconstruction” under the Cohan Rule, as long as it’s reasonable and well-documented.Without proper documentation, deductions may not be accepted, and you could be subject to additional taxes, penalties, or interest. It's always a good idea to consult with a tax professional who&nbsp;<a href="https://1800accountant.com/services/audit-defense">specializes in audit defense</a>&nbsp;and can provide guidance.<h2>Steps to Recover or Rebuild Your Records</h2>Chances are, you rely on physical and digital receipts and materials. If you'll submit digital materials to the IRS, ensure you abide by these best practices:&nbsp;<ol><li>Review business bank and credit card statements.</li><li>Contact vendors for duplicate invoices or digital receipts.</li><li>Search email receipts or accounting software (ClientBooks, QuickBooks, Xero, etc.).</li><li>Use cloud storage and digital expense tracking to prevent future issues.</li></ol>Pro tip: Save digital copies of all receipts for at least three years, or seven years if you claim significant losses.<h2>Are There Penalties or Fines If I Can’t Recover Receipts?</h2>If the IRS accepts the report you've generated detailing your business expenses, you will not receive a penalty, currently ~8% for underpayment, thus concluding your audit. But there is a chance that the IRS will reject some or all of your deductions, finding that they are not permitted. This is called a “disallowed deduction,” and it can seriously impact your operations. &nbsp;There are financial consequences associated with disallowed deductions. Every deduction the IRS disallows will be added to your taxable income, which means your tax bill will increase. The increases could push you into a higher tax bracket, which means you will pay more on your taxable income.In addition to an increased tax liability, you will also be responsible for interest and fees associated with your disallowed deductions. If these penalties are not paid in a timely manner post-audit, the IRS may also hit you with additional penalties.Proactive communication during this time may trigger the IRS to reduce penalties for being a compliant taxpayer. However, failure to cooperate can lead to an accuracy-related penalty of 20%.&nbsp;<h2>How to Prevent Future Audit Issues</h2>While your small business can receive an audit letter for virtually any reason, there are practices and protocols that you can implement to help prevent future audit issues. And if you do receive an audit notice, you'll be in the best position possible to defend your taxpayer rights.Prevent future audit issues by:&nbsp;<ul><li>Keeping detailed, <a href="https://www.irs.gov/businesses/small-businesses-self-employed/recordkeeping" target="_blank">consistent records</a>.</li><li>Reconciling books monthly.</li><li>Working with a professional bookkeeping service.</li><li>Using mileage records and receipt apps to stay organized. Organized records are paramount during office audits and correspondence audits.</li><li>Keeping IRS audit correspondence centralized and backed up digitally.</li></ul><h3>Protect Yourself with Professional Audit Defense</h3>IRS audit notices are never fun, but they're more manageable and less distracting with our robust <a href="https://1800accountant.com/services/audit-defense">Audit Defense</a> solution. If you’ve received an audit notice or misplaced documentation, our experienced audit defense team can help develop a communication strategy while rebuilding your <a href="https://www.irs.gov/taxtopics/tc308" target="_blank">financial records</a>. With 1-800Accountant's support, you never face an audit alone.Keep your business audit-ready year-round with 1-800Accountant's affordable, tax-deductible solutions, including full-service <a href="https://1800accountant.com/services/bookkeeping" target="_self">Bookkeeping</a> and <a href="https://1800accountant.com/services/business-tax-advisory" target="_self">Tax Advisory</a>. This way, you'll have accurate records that are up to date, freeing you to focus on what matters: running your business.All it takes is scheduling a free 30-minute consultation with a small business expert to get started.&nbsp;<h2>FAQs&nbsp;</h2><ol><li>Can I use bank statements instead of receipts in an IRS audit?&nbsp; Yes — the IRS accepts bank or credit card statements as alternative documentation if they clearly show business-related transactions. Accurate financial records are essential to proving reasonable expenses during an audit and while preparing and filing taxes.</li><li>What is the Cohan Rule, and how can it help?&nbsp; The Cohan Rule allows taxpayers to estimate expenses if original receipts are missing, provided they are reasonable and well-supported. Credible reconstruction is the key.</li><li>How far back can the IRS audit my business?&nbsp; The IRS can typically go back three years to audit your business, but up to six for significant errors or fraud. It's important to save copies of all receipts for that period, or seven years if you've claimed significant losses.</li><li>Can a CPA represent me during an audit?&nbsp; Yes, a licensed CPA or enrolled agent can represent you before the IRS during a tax audit, typically yielding the most favorable IRS audit ruling. A tax attorney can also represent you during an IRS audit in tax court.</li><li>Will I go to jail for missing receipts?&nbsp; No, missing receipts during audit won't typically land you in jail. Audits conducted by an IRS agent are civil, not criminal, unless there’s evidence of intentional tax fraud uncovered during an investigation. If you're wondering, can you get audited without receipts? The answer is yes.&nbsp;</li></ol>

Some businesses do everything right and are still audited, which underscores the importance of maintaining meticulous records throughout the year. Your records and receipts help defend your interests as a taxpayer and prove your activities were legitimate. But what happens when you've lost or misplaced those receipts?

Blog Thumbnail_What Happens If You Get Audited and Don’t Have Receipts__51200x630_1.png

What Happens If You Get Audited and Don’t Have Receipts?

S corporations give small business owners the best of both worlds — corporate liability protection and pass-through taxation. But with those benefits come specific IRS filing obligations that can easily trip up even the most diligent entrepreneurs. Missing a deadline could lead to late filing penalties, lost S corp status, and unnecessary stress at tax time.To help you stay on track, we’ve outlined everything you need to know about S corporation tax deadlines for 2026 — including filing dates, payment requirements, state deadlines, and what to do if you fall behind.<h3>Key Highlights</h3><ul><li>S corporation tax returns (IRS Form 1120-S, U.S. Income Tax Return for an S Corporation) for calendar-year businesses are due March 17, 2026 (since March 15 falls on a Sunday).</li><li>Filing extension: Submit IRS Form 7004, Application for Automatic Extension of Time To File Certain Business Income Tax, Information, and Other Returns, to extend your due date to September 15, 2026.</li><li>Payments are still due by the original March 17 deadline — even if you file an extension.</li><li>State deadlines often mirror the federal schedule but vary; some, like California, extend to October 15.</li><li>Late filings can trigger IRS penalties of up to $245 per shareholder per month.</li><li>1-800Accountant, America's leading virtual accounting firm, helps small business owners stay compliant with personalized filing reminders and year-round expert support.</li></ul><h2>Why S Corporation Tax Deadlines Matter</h2>S corporations are pass-through entities — income and losses flow through to shareholders’ individual tax returns. However, the business itself must still file an informational return, Form 1120-S, with the IRS and issue Schedule K-1 forms to each shareholder.Missing this filing can lead to costly penalties and even jeopardize your <a href="https://www.thetaxadviser.com/issues/2025/may/how-s-elections-go-wrong/?utm_source=chatgpt.com" target="_blank">S corp election</a>. For instance, one 1-800Accountant client (a two-member consulting firm) once overlooked their filing deadline by six weeks and faced over $2,600 in combined late-filing fees. Their designated 1-800Accountant team helped them secure penalty abatement and rebuild compliance processes for the next year — proof that proactive support matters.<a href="https://www.irs.gov/forms-pubs/about-form-1120-s" target="_blank">Form 1120-S requirements</a> explain that every S corp must include Schedule K-1s for shareholders. When you partner with <a href="https://1800accountant.com/services/small-business-taxes/online-filing" target="_self">1-800Accountant’s business tax services</a>, we help ensure those forms are filed accurately and on time.<h2>Federal S Corporation Filing &amp; Payment Deadlines for 2026</h2><h3>Standard Deadline (Without Extension)</h3>By IRS rule, S corp tax returns are due the 15th day of the third month after the end of the tax year. For a calendar year S corporation, that means March 17, 2026, since March 15 is a Sunday.While the 2026 S corp tax deadline is March 17 for a calendar year businesses, it's different for businesses that adhere to a different schedule. If your fiscal year ends on a date other than December 31, your Form 1120-S due date 2026 is likely due three months later.<h3>Extension Deadline</h3>If you need more time to file, submit Form 7004 to automatically extend your S corp return by six months, moving your deadline to September 15, 2026.Remember — this extension only covers filing, not payment. Any taxes owed (such as built-in gains or excess net passive income tax) must be paid by March 17, 2026 to avoid interest and penalties.<h3>Payment Deadline &amp; Estimated Taxes</h3>Although most S corporations don’t pay federal income tax directly, they may still owe certain entity-level taxes. Shareholders often make estimated tax payments for their share of the income.Wondering about S corp estimated tax payments 2026? Key 2026 estimated payment dates for shareholders (and any S corp-level tax) are:<ul><li>April 15, 2026 – Q1 payment</li><li>June 15, 2026 – Q2 payment</li><li>September 15, 2026 – Q3 payment</li><li>January 15, 2027 – Q4 payment</li></ul>See the <a href="https://www.irs.gov/businesses/small-businesses-self-employed/employment-tax-due-dates#:~:text=Monthly%20depositor" target="_blank">IRS estimated tax calendar</a> for updates, and remember to submit by each deadline to avoid penalties and interest.&nbsp;<h2>State &amp; Local S Corporation Return Deadlines</h2>Most states align with the federal S corp due date, but some differ:<table><colgroup data-width='1000'><col style="width:12.660256410256409%"/><col style="width:17.147435897435898%"/><col style="width:18.589743589743588%"/><col style="width:51.602564102564095%"/></colgroup><tbody><tr><td>State</td><td>Original Due Date</td><td>Extended Due Date</td><td>Notes</td></tr><tr><td>California</td><td>March 17 2026</td><td>October 15 2026</td><td>File Form 100S; extension applies automatically if taxes are paid by March 17.</td></tr><tr><td>New York</td><td>March 17 2026</td><td>September 15 2026</td><td>Form CT-3-S; e-file required for most taxpayers.</td></tr><tr><td>Texas</td><td>May 15 2026</td><td>November 15 2026</td><td>Franchise tax report and payment due.</td></tr></tbody></table>Always verify your state’s rules or consult a professional before entering a new market. Our CPAs, EAs, and tax professionals manage multi-state filings for clients nationwide, ensuring compliance wherever you operate.<h2>What Happens If You Miss the Deadline</h2><h3>Late Filing Penalties &amp; Interest</h3>There is a penalty for S corp late filing. If your Form 1120-S is late, the IRS assesses $245 per shareholder per month, up to 12 months.For example, a three-shareholder S corp that’s two months late could owe $1,470 in penalties, even if no tax is due. Interest may also accrue on unpaid amounts.In severe cases, repeated non-compliance can cause the termination of your S election, forcing you to file as a C corporation.<h3>How to Mitigate or Fix Late Filings</h3>If you’re already behind, it's in your best interest to act fast:<ul><li>File immediately to stop additional penalty accrual.</li><li>Request penalty abatement if you have reasonable cause (e.g., illness, natural disaster, or reliance on incorrect IRS guidance).</li><li>Correct late S elections using IRS relief procedures.</li><li>Work with a tax professional who can negotiate directly with the IRS and prepare the necessary documentation.</li></ul>1-800Accountant routinely assists small businesses with late filings, S corp extension deadlines, and IRS correspondence — restoring compliance efficiently and professionally.<h2>Special Situations to Watch in 2026</h2><h3>Fiscal (Non-Calendar) Year S Corporations</h3>If your S corporation doesn’t follow a calendar year, your due date falls on the 15th day of the third month after your fiscal year ends.For instance, if your fiscal year closes June 30, 2026, your return is due September 15, 2026.<h3>Newly Elected S Corporations / Late Elections</h3>New S corporations must file IRS Form 2553, Election by a Small Business Corporation, within 2 months and 15 days after formation or the start of the tax year. Missing this deadline can delay your S corp status, impacting your filing schedule.&nbsp;Late elections may still qualify for retroactive relief if you meet certain IRS criteria.<h3>Terminated or Dissolved S Corporations</h3>If your S corp dissolves or terminates its election during 2026, you must file a short-year return covering the period from the start of the year to the termination date.&nbsp;Doing this ensures that all shareholders report the correct income on their personal returns.<h2>S Corp Tax Timeline for 2026</h2><table><colgroup data-width='500'><col style="width:27.07993474714519%"/><col style="width:72.92006525285481%"/></colgroup><tbody><tr><td>Date</td><td>Action</td></tr><tr><td>January 15</td><td>Final estimated tax payment for 2025 (shareholders).</td></tr><tr><td>January 31</td><td>Issue W-2s and 1099-NECs to workers/contractors.</td></tr><tr><td>February 15–March 1</td><td>Finalize bookkeeping and prepare shareholder K-1 data.</td></tr><tr><td>March 17</td><td>S corp tax return (Form 1120-S) due or file extension (Form 7004).</td></tr><tr><td>April 15</td><td>Shareholders’ personal tax returns and Q1 estimates due.</td></tr><tr><td>June 15</td><td>Q2 estimated tax payment.</td></tr><tr><td>September 15</td><td>Extended S corp return due; Q3 estimated payment due.</td></tr><tr><td>October 15</td><td>State extended deadlines (e.g., California).</td></tr><tr><td>January 15 2027</td><td>Final estimated tax payment for 2026.</td></tr></tbody></table><h2>Tips to Stay Compliant &amp; Avoid Missed Deadlines</h2>Use these tips to stay compliant while avoiding missed deadlines for your S corporation.&nbsp;<ul><li>Use a tax calendar: Sync IRS deadlines with your project management or calendar app and label it as "S corp tax calendar 2026."</li><li>Maintain real-time bookkeeping: Cloud tools and regular reconciliations make year-end filing easier.</li><li>Set reminders for estimated taxes to avoid cash-flow surprises.</li><li>Engage professionals early: Partner with experts like <a href="https://1800accountant.com/calculators/s-corp-tax-calculator" target="_self">1-800Accountant</a> to track due dates and optimize deductions.</li><li>Review deductions quarterly: <a href="https://1800accountant.com/blog/s-corp-tax-deductions" target="_self">Our S corp deductions list</a> helps ensure you capture every legitimate write-off.</li></ul>A recent 1-800Accountant client, a small e-commerce owner, avoided over $1,000 in late fees by automating reminders and letting our accountants file their return ahead of schedule — proof that proactive planning pays off.<h2>Next Steps</h2>The 2026 S corporation tax deadline for most calendar-year businesses is March 17, 2026, with an optional extension to September 15, 2026. Staying ahead of these dates protects your business from penalties and preserves your S corp election status.If you’re unsure about your filing requirements or just want peace of mind, <a href="https://1800accountant.com/" target="_self">schedule a free consultation with 1-800Accountant</a>. Our CPAs, EAs, and tax professionals will help you plan, file, and stay compliant, so you can focus on growing your business instead of worrying about tax deadlines.

Missing a deadline could lead to late filing penalties, lost S corp status, and unnecessary stress at tax time. To help you stay on track, we’ve outlined everything you need to know about S corporation tax deadlines for 2026

Blog Thumbnail_When are S Corporation Taxes Due in 2026_ _1200x630_2.png

When Are S Corporation Taxes Due in 2026?

Schedule a free 30-minute consultation to talk to an entity specialist and get started.

If you want to know how to start a small business in Texas, A DBA may be useful. A DBA can allow you to use a different business name without its legal name, which may be beneficial. While it isn’t difficult to figure out how to start a DBA in Texas, there are essential things [&hellip;]

Blog Thumbnail_How to Set Up a DBA in Texas_ 5 Steps_51200x630_1.png

How to Set Up a DBA in Texas

How to Set Up a DBA in Texas: 5 Steps

It’s becoming increasingly common for small business owners and self-employed professionals to find themselves juggling both W-2 and 1099 income in the same year. Maybe you’ve transitioned from being a contractor to a full-time employee, or perhaps you’re working a traditional job while growing a side business. In other cases, small businesses may need to issue both W-2s to employees and 1099s to contractors they use.Whatever the reason, understanding how to file a W-2 and 1099 together is essential for staying compliant with Internal Revenue Service (IRS) rules. Getting it wrong can trigger worker-classification issues or even an IRS audit. This guide breaks down when dual reporting applies, how to file both forms correctly, and what small business owners can do to avoid costly mistakes.<h3>Key Highlights</h3><ul><li>Learn the difference between each form and how to file W2 and 1099 together.</li><li>Understand when dual filing applies — and when it doesn’t.</li><li>Follow step-by-step instructions for reporting both forms on your tax return.</li><li>Discover how to manage withholdings, independent contractor tax deductions, and estimated taxes, among other tax obligations.</li><li>See examples of everyday dual-income situations for small business owners.</li><li>Learn how professional accounting support from <a href="https://1800accountant.com/services/small-business-taxes">1-800Accountant</a> can simplify compliance and reduce audit risk.</li></ul><h2>Understanding the Forms and Their Purposes</h2><h3>What Is a W-2?</h3>Form W-2, Wage and Tax Statement, reports employee income along with the taxes withheld for federal income tax, Social Security, and Medicare. Employers are responsible for withholding and remitting these taxes, as well as matching FICA contributions.Key details:<ul><li>Employers must issue W-2s to employees and the Social Security Administration by January 31 each year.</li><li>W-2 income typically appears on Line 1 of IRS Form 1040, U.S. Individual Income Tax Return.</li><li>Employers are required to file electronically if they issue ten or more W-2s or 1099s combined, according to <a href="https://www.cohnreznick.com/insights/changes-to-form-1099-filing-for-2024" target="_blank">IRS e-file thresholds</a> effective in 2024.</li></ul><h3>What Is a 1099 (NEC / MISC)?</h3><a href="https://www.irs.gov/instructions/i1099mec?utm_source=chatgpt.com" target="_blank">IRS Form 1099-NEC, Nonemployee Compensation</a> (or IRS Form 1099-MISC, Miscellaneous Information, for other payments) reports nonemployee compensation paid to independent contractors or freelancers. Businesses must issue a 1099-NEC when nonemployee payments meet the $600 threshold during the same tax year.Important points:<ul><li>Contractors are responsible for their own income and <a href="https://www.irs.gov/businesses/small-businesses-self-employed/self-employed-individuals-tax-center?utm_source=chatgpt.com" target="_blank">self-employment taxes</a>.</li><li><a href="https://www.irs.gov/businesses/small-businesses-self-employed/reporting-payments-to-independent-contractors" target="_blank">IRS 1099-NEC rules</a> require electronic or paper filing by January 31.</li><li>No tax is withheld — contractors handle quarterly estimated payments themselves.</li></ul><h3>Why They’re Mutually Exclusive (Generally)</h3>W-2s and <a href="https://1800accountant.com/blog/what-is-a-1099" target="_self">1099s</a> serve to distinguish between employees and independent contractors. Issuing both for the same services can raise a red flag with the IRS. According to <a href="https://www.irs.gov/government-entities/form-w-2-and-form-1099-misc-filed-for-the-same-year" target="_blank">IRS guidelines on dual reporting</a>, the agency reviews these cases closely to ensure each form reflects distinct services.<h2>When You May Need to Issue or File Both</h2><h3>Distinct Work / Services Across Roles</h3>Someone can be both an employee and a contractor for the same company — but only if the roles are clearly separate.For example, a worker might be a W-2 employee handling administrative duties while also contracting independently for web-design work outside those duties. The <a href="https://www.irs.gov/government-entities/federal-state-local-governments/when-would-i-provide-a-form-w-2-and-a-form-1099-to-the-same-person" target="_blank">IRS dual-role clarification</a> confirms this distinction is valid when the services are distinct.<h3>Transitioning from Contractor to Employee (or Vice Versa)</h3>Another scenario occurs when someone starts the year as a contractor and later becomes a W-2 employee. Wages earned before hire are reported on a 1099-NEC, while later wages go on a W-2. The same logic applies if the person transitions from employee to contractor mid-year — the key is keeping accurate records for each phase.<h3>Side Hustle or Business Income + W-2 Job</h3>The most common example: you have a W-2 day job but also run a side business or freelance on the side. You’ll receive a W-2 for your job and 1099s from clients. This setup is normal and simply means you’ll combine both types of income on your personal tax return.Note that this differs from issuing both forms for the same role, which can trigger IRS scrutiny.&nbsp;<h2>How to Report Both on Your Tax Return</h2>If you're wondering how to report side hustle income with W-2 income, follow these mixed income tax return instructions.<h3>Step-by-Step Filing Flow</h3><table><colgroup data-width='1000'><col style="width:20.706260032102726%"/><col style="width:13.64365971107544%"/><col style="width:24.23756019261637%"/><col style="width:41.41252006420545%"/></colgroup><tbody><tr><td>Income Type</td><td>Form Used</td><td>Where to Report</td><td>Tax Type</td></tr><tr><td>W-2 Wages</td><td>Form W-2</td><td>Form 1040, Line 1</td><td>Federal income, Social Security, and Medicare</td></tr><tr><td>1099-NEC Income</td><td>Schedule C</td><td>Net income flows to Form 1040</td><td>Pay self-employment tax + income tax</td></tr><tr><td>Self-Employment Tax</td><td>Schedule SE</td><td>Form 1040</td><td>Social Security &amp; Medicare for self-employed individuals</td></tr></tbody></table>Steps:<ol><li>Enter W-2 wages on your Form 1040.</li><li>Report contractor self-employment income and related expenses on Schedule C (Form 1040), Profit or Loss from Business (Sole Proprietorship).</li><li>Calculate self-employment tax on Schedule SE (Form 1040), Self-Employment Tax.</li><li>Combine both to determine your adjusted gross income and total tax owed.</li></ol>Remember that only net profit from your Schedule C (after expenses) is subject to self-employment tax.<h3>Handling Withholding and Estimated Taxes</h3>If you have both W-2 and 1099 income, your employer’s withholding may not cover your full tax bill. You can:<ul><li>Adjust your Form W-4, Employee's Withholding Certificate, to increase withholdings to cover your freelance income.</li><li>Make quarterly estimated tax payments using IRS Form 1040-ES, Estimated Tax for Individuals. See our <a href="https://1800accountant.com/blog/quarterly-estimated-taxes">quarterly tax payments guide</a> for due dates and calculations.</li><li>Coordinate both methods to avoid underpayment penalties.</li></ul><h3>Deductions &amp; Credits Available for the 1099 Portion</h3>Independent contractors can reduce taxable income through:<ul><li>Ordinary business expenses (supplies, software, marketing, home office costs).</li><li>Health insurance premiums (if a self-employed person).</li><li>The deduction for half of your self-employment tax on Form 1040.</li><li>Other potential tax credits for small businesses include energy-efficiency or education-related credits.</li></ul><h2>Best Practices and Common Pitfalls</h2><h3>Classification Risks and Audit Triggers</h3>The IRS flags cases where dual reporting looks inconsistent — for example, when a company pays the same individual as both employee and contractor for the same work. To avoid scrutiny:<ul><li>Keep separate contracts for employee versus contractor work.</li><li>Document distinct job scopes and payment terms.</li><li>Avoid overlapping service periods or descriptions.</li></ul><h3>Deadlines and Electronic Filing Requirements</h3>Both W-2 and 1099-NEC forms must be furnished to recipients and filed with the IRS by January 31 each year. Beginning in 2024, any business filing ten or more information returns must e-file.Use upload portals (depending on jurisdiction) for state and local variations.&nbsp;<h3>When to Amend or Correct Forms</h3>If you realize you issued both forms incorrectly — say, a worker was misclassified — you may need to file corrections:<ul><li>Use Form W-2c for corrected W-2s.</li><li>Use a corrected 1099-NEC for contractor forms.</li><li>Notify the IRS and the affected recipient promptly.</li></ul><h2>Case Studies / Examples</h2>Example 1: The Dual-Role FreelancerJamie works part-time for a marketing agency as a W-2 employee but also provides freelance photography to the same agency through her own LLC. Because her photography services are outside her employee duties, the company issues both forms — W-2 for wages and 1099-NEC for the freelance work.Example 2: The Transition YearCarlos began 2025 as a contractor earning $20,000 from a tech startup. In June, he became a full-time employee. The startup issues a 1099-NEC for the first half of the year and a W-2 for the remainder. On his tax return, Carlos reports both incomes appropriately — W-2 on Form 1040 and 1099 on Schedule C — ensuring no overlap.<h2>When and How to Get Professional Help</h2>Filing both W-2 and 1099 income can become complicated when:<ul><li>The same company issues both forms.</li><li>You operate multiple side businesses.</li><li>You receive IRS notices about employee vs. independent contractor classification or underpayment issues.</li></ul>That’s when professional help makes all the difference. <a href="https://1800accountant.com/services/small-business-taxes" target="_self">1-800Accountant</a>, America's leading virtual accounting firm, offers expert support for mixed-income situations — from verifying employee classifications to preparing accurate filings and managing quarterly taxes. Our team of CPAs helps clients stay compliant while minimizing taxes and stress.Pro Tip: Use accounting and payroll software that handles both employee and contractor payments in one place. Integrating payroll and bookkeeping ensures your W-2 and 1099 records stay accurate year-round.<h2>Filing Your W-2 and 1099 Together</h2>W-2 plus 1099 income tax filing isn’t unusual — but it requires accuracy and documentation. Here’s what to remember:<ul><li>Issuing a W-2 and 1099 in same year is allowed if the work is separate and distinct.</li><li>Report wages paid in W-2 income on tax Form 1040 and 1099 income on Schedule C and SE.</li><li>Track deductions, coordinate estimated payments, and e-file by January 31.</li><li>Keep contracts and pay records organized to avoid classification issues.</li><li>When in doubt, get help from an experienced accountant.</li></ul>With the right preparation — and guidance from trusted professionals — handling mixed income doesn’t have to be stressful. If you’re unsure how to navigate W-2 and 1099 filings this tax season, schedule a free consultation with <a href="https://1800accountant.com/services/small-business-taxes">1-800Accountant</a> and let our experts simplify the process.

Understanding how to file a W-2 and 1099 together is essential for staying compliant with IRS rules. Getting it wrong can trigger worker-classification issues or even an IRS audit. This guide breaks down when dual reporting applies

Blog Thumbnail_How to File a W-2 and 1099 Together_1200x630_2.png

How to File a W-2 and 1099 Together

If you’ve made money from stocks, real estate, or other investments, you might be wondering: Do you have to pay taxes on those profits? The answer depends on what kind of income you earned — and how long you held the investment. Understanding how investment income is taxed helps you make smarter financial decisions, minimize surprises at tax time, and find opportunities to lower your tax bill.This guide walks through how the IRS taxes investment income, what rates apply, and proven strategies to keep more of your gains.<h3>Key Highlights</h3><ul><li>Most investment profits are taxable, including capital gains, dividends, and interest income.</li><li>Short-term vs. long-term capital gains: Short-term gains are taxed like regular income, while long-term gains often qualify for lower rates.</li><li>The 3.8%&nbsp;<a href="https://www.irs.gov/taxtopics/tc559" target="_blank">net investment income tax</a>&nbsp;(NIIT) may apply to high-income earners.</li><li>Some states charge their own capital gains taxes, like&nbsp;<a href="https://en.wikipedia.org/wiki/Capital_gains_tax_in_Washington_%28state%29" target="_blank">Washington</a>.</li><li>Using tax-advantaged accounts and timing your sales can help minimize what you owe.</li><li>1-800Accountant’s expert CPAs, EAs, and tax professionals can help you plan, file, and optimize your investment tax strategy year-round.</li></ul><h2>Types of Investment Income That May Be Taxed</h2><img src="https://images.contentstack.io/v3/assets/blt5aaad8b5e90091d6/blt5f24a195b7c06b94/68f6398dc6270a2347fdf279/Blog_Thumbnail_Complete_Guide_to_S_Corp_Bookkeeping_1200x630_asset01.jpg" alt="Blog_Thumbnail_Complete_Guide_to_S_Corp_Bookkeeping_1200x630_asset01.jpg" height="auto"/><h3>Capital Gains (Realized Gains)</h3><a href="https://www.nerdwallet.com/article/taxes/capital-gains-tax-rates?utm_source=chatgpt.com" target="_blank">A capital gain</a>&nbsp;occurs when you sell an investment for more than you paid for it. The taxable amount is the difference between your sale price and your “cost basis,” which includes purchase price and related expenses.<ul><li>Short-term gains&nbsp;(assets held for one year or less) are taxed as ordinary income.</li><li>Long-term gains&nbsp;(held more than a year) enjoy preferential tax rates, often 0%, 15%, or 20%.</li></ul>Your broker reports capital transactions on IRS Form 1099-B, Proceeds from Broker and Barter Exchange Transactions, showing the cost basis and proceeds. Be aware of the wash-sale rule, which prevents claiming a loss if you repurchase the same or substantially identical investment within 30 days.<h3>Dividends &amp; Interest Income</h3>Dividends are payments from corporations or funds to shareholders.<ul><li>Qualified dividends&nbsp;are taxed at the same lower rates as long-term capital gains.</li><li>Non-qualified dividends&nbsp;and&nbsp;interest income&nbsp;from bonds, CDs, and savings accounts are taxed as ordinary income.</li></ul>Investors also encounter income from REITs, master limited partnerships (MLPs), and other pass-through entities, which may have unique tax treatments.<h3>Other Investment Income Sources</h3>Other types of taxable investment income include:<ul><li>Rental property income&nbsp;and&nbsp;<a href="https://1800accountant.com/blog/tax-strategies-investment-property-owners" target="_self">gains from property sales</a>.</li><li>Royalties&nbsp;from intellectual property.</li><li>Collectibles&nbsp;and certain small business stock gains, which may be taxed at special rates.</li></ul><h2>How Much Tax Do You Pay on Investment Income?</h2><h3>Short-Term Capital Gains = Ordinary Income Rates</h3>Short-term gains are added to your regular income and taxed according to your federal bracket,&nbsp;<a href="https://taxfoundation.org/data/all/federal/2026-tax-brackets/" target="_blank">ranging from 10% to 37% for 2026</a>.<h3>Long-Term Capital Gains Rates</h3>For 2025, long-term capital gains rates remain 0%, 15%, or 20%,&nbsp;<a href="https://www.cnbc.com/2025/10/09/capital-gains-tax-2026-federal.html#:~:text=For%202026%2C%20the%20standard%20deduction,eligible%20with%20%2498%2C900%20or%20less." target="_blank">depending on your taxable income</a>. Many taxpayers pay 0% or 15% on long-term gains.Special rules apply for certain asset types:<ul><li>Collectibles: up to 28% tax rate.</li><li>Depreciation recapture on real estate: up to 25%.</li></ul><h3>NIIT</h3><a href="https://www.irs.gov/taxtopics/tc559" target="_blank">NIIT</a>&nbsp;adds 3.8% for taxpayers with modified adjusted gross income above $200,000 (single) or $250,000 (married filing jointly). It applies to:<ul><li>Interest</li><li>Dividends</li><li>Capital gains</li><li>Rental income</li><li>Other passive income</li></ul><h3>State and Local Taxes on Investment Income</h3>Many states tax investment gains as ordinary income. A few have special rules — for example, the&nbsp;<a href="https://en.wikipedia.org/wiki/Capital_gains_tax_in_Washington_%28state%29" target="_blank">Washington capital gains tax</a>&nbsp;imposes 7% on certain long-term gains above $278,000. Some states, such as Florida and Texas, have no income tax at all.<h2>When You Don’t Pay Tax (or Pay Less)</h2><h3>Losses, Offsets, and Tax-Loss Harvesting</h3>If your investments lose value, those losses can offset your gains.<ul><li>Net losses up to $3,000 can be deducted from ordinary income each year.</li><li>Excess losses can be carried forward indefinitely. Many investors use tax-loss harvesting, strategically selling losing assets to balance profitable ones.</li></ul><h3>Tax-Advantaged Accounts</h3>Investments held in IRAs, 401(k)s, or Roth accounts grow tax-deferred or tax-free. Only taxable brokerage accounts generally trigger annual investment taxes. For small business owners, SEP and Solo 401(k)s offer similar advantages.<h3>Lower Bracket or 0% Rate Situations</h3>If your taxable income falls below certain thresholds, your long-term capital gains rate may be 0%. Proper timing — such as deferring other income or maximizing deductions — can help you stay in a lower bracket.<h2>Strategies to Minimize Investment Taxes</h2><h3>Holding Period Strategy</h3>Waiting until you’ve held an asset for more than one year can reduce your tax rate significantly. Planning sales near year-end allows you to manage which tax year gains fall into.<h3>Tax-Loss Harvesting &amp; Strategic Sales</h3>Match gains and losses each year, and use “specific identification” to select which shares to sell. Remember the wash-sale rule when repurchasing positions.<h3>Asset Location &amp; Account Placement</h3>Place highly taxed or high-turnover investments, like actively managed funds, inside tax-deferred accounts, while keeping tax-efficient assets (like ETFs or municipal bonds) in taxable accounts. Municipal bond interest is often federally tax-exempt.<h3>Gifting, Donor-Advised Funds, and Charitable Strategies</h3>Donating appreciated investments to qualified charities can help you avoid capital gains while earning a charitable deduction. Gifting stock to family members in lower tax brackets can also reduce overall tax exposure.<h3>Considerations for High-Income Taxpayers</h3>High earners may face additional layers, such as:<ul><li>NIIT</li><li>Phase-outs</li><li>The alternative minimum tax</li></ul>"Bunching," which involves strategic timing, charitable giving, and professional tax planning, can make a big difference.<h2>How to Report and File Investment Income</h2><h3>Forms &amp; Schedules to Know</h3><ul><li>Schedule D (Form 1040), Capital Gains and Losses, and IRS Form 8949, Sales and other Dispositions of Capital Assets: report sales of stocks and other capital assets.</li><li>Form 1099-B, IRS Form 1099-DIV, Dividends and Distributions, and IRS Form 1099-INT, Interest Income: issued by brokers and banks.</li><li>Schedule B (Form 1040), Interest and Ordinary Dividends: report interest and ordinary dividends.</li></ul><h3>Estimated Tax Payments &amp; Withholding</h3>If you earn significant investment income, you may need to make quarterly estimated payments. Safe harbor rules protect against penalties if you pay 100% of your prior year’s tax (or 110% for high earners).Use 1-800Accountant’s&nbsp;<a href="https://1800accountant.com/calculators/self-employment-tax-calculator" target="_self">self-employment tax calculator</a>&nbsp;to help estimate quarterly payments accurately.<h3>Common Mistakes &amp; Audit Risks</h3>Avoid these common mistakes and audit risks to ensure compliance and smooth operations:&nbsp;<ul><li>Forgetting to report small dividends or interest.</li><li>Using the wrong cost basis on sales.</li><li>Violating the wash-sale rule.</li><li>Missing estimated tax deadlines.</li></ul><h2>Example Scenarios / Case Studies</h2><table><colgroup data-width='1000'><col style="width:36.3782%"/><col style="width:17.628200000000003%"/><col style="width:17.3077%"/><col style="width:28.685900000000004%"/></colgroup><tbody><tr><td>Scenario</td><td>Holding Period</td><td>Income Bracket</td><td>Tax Impact</td></tr><tr><td>Investor sells stock after 18 months</td><td>Long-term</td><td>$70,000 (single)</td><td>15% capital gains tax</td></tr><tr><td>High-income taxpayer with dividends + gains</td><td>Short &amp; long-term</td><td>$300,000 (MFJ)</td><td>15% + 3.8% NIIT</td></tr><tr><td>Investor harvests $3,000 in losses</td><td>Mixed</td><td>$100,000 (single)</td><td>Reduces taxable income by $3,000</td></tr></tbody></table>In another example, placing high-yield bonds inside an IRA shields the interest from immediate taxation — demonstrating how&nbsp;asset placement&nbsp;can save money over time.<h2>When to Talk to a Tax Professional (or 1-800Accountant)</h2>Investment tax rules are complex — and mistakes can be costly. If you have substantial gains, multiple income sources, or hold assets in different states, professional guidance can ensure accuracy and uncover savings opportunities.At 1-800Accountant, America's leading virtual accounting firm, our CPAs, EAs, and tax professionals help clients with proactive&nbsp;<a href="https://1800accountant.com/services/income-taxes" target="_self">income tax preparation</a>, capital gains planning, and year-round advisory support. Whether you’re an investor, freelancer, or business owner, we’ll help you create a customized plan to minimize your taxes and maximize your returns.Ready to simplify your investment taxes?&nbsp;<a href="https://1800accountant.com/" target="_self">Schedule your free consultation today</a>&nbsp;with a 1-800Accountant small business expert.<h2>Summary &amp; Key Takeaways</h2>As you can tell from this article, while many investment profits are taxed, rates depend on the type, holding period, and income, among other factors. This illustrates why planning matters and expert support makes a difference.Schedule your free 30-minute consultation to get started.&nbsp;

If you’ve made money from stocks, real estate, or other investments, you might be wondering: Do you have to pay taxes on those profits? The answer depends on what kind of income you earned — and how long you held the investment. Understanding how investment income is taxed helps you make smarter financial decisions, minimize surprises at tax time, and find opportunities to lower your tax bill.

Blog Thumbnail_Do You Pay Taxes on Investments_ What You Need to Know_51200x630_1.png

Do You Pay Taxes on Investments? What You Need to Know

With rising interest rates and tax law updates for 2026, it’s more important than ever for rental property owners to understand which deductions they're eligible for to reduce their overall tax liability. Strategic deduction selection when renting property can also significantly impact cash flow and your return on investment.If you own and manage a rental property or are nurturing a growing portfolio, you’re familiar with maintenance expenses and unexpected repairs that add up quickly. Knowing which rental property expenses to claim as tax season approaches can be a challenge, but we’re here to help. Use this guide to learn more about the <a href="https://1800accountant.com/services/industry/real-estate">tax benefits of rental property management</a> and possible deductions you can claim for 2026.<h2>What is a rental property tax deduction, and how can I claim one?</h2>A rental tax deduction is a qualified expense related to its:&nbsp;<ul><li>Operation</li><li>Repair</li><li>Management</li></ul>A rental property deduction reduces the amount of income subject to taxation at the state and federal levels, and can apply to both residential and commercial rentals. It's essential to take every deduction your rental property qualifies for, as they will lower your overall tax bill.Report deductible rental expenses and income on Schedule E (Form 1040), Supplemental Income and Loss.&nbsp;<h2>9 Key Rental Property Tax Deductions 2026</h2>While not exhaustive, this list will give you a good starting point for what expenses you should review.&nbsp;<h3>1. Maintenance and Repairs</h3>Small business owners can deduct expenses paid for regular repair and maintenance. As long as it’s clearly necessary maintenance, you can deduct the cost of those repairs from your gross rental income.&nbsp;It’s a landlord’s responsibility to maintain their property and keep everything in good order, so you shouldn’t hesitate to claim those costs on your tax return. But while repair costs are deductible, improvements to your facility are non-deductible. While the line may seem blurry, the main difference between these expense types is whether they maintain the property's current condition or add significant value.For example, repainting a property is considered routine maintenance and is deductible, while a floor replacement is considered a non-deductible capital investment.&nbsp;&nbsp;You're responsible for keeping careful records of these expenses. The IRS heavily scrutinizes unusually large repair expenses or seemingly unnecessary costs, so your records will be the first defense in the event of an audit.&nbsp;&nbsp;<h3>2. Rental Property Depreciation</h3>You may not be able to deduct the cost of improvements you make <a href="https://www.nar.realtor/" target="_blank">to your properties</a>; however, you can still recollect some costs of those investments over time by reporting depreciation. Review these depreciation timelines:&nbsp;<ul><li>27.5 years for residential rental property</li><li>39 years for commercial rental property</li></ul>It’s not ideal, but at times your investment property will go down in value. If your rental property decreases in value, remember to report this loss on your tax return.&nbsp;Depreciation allows you to deduct the costs over the property’s life, provided you meet the following requirements:<ul><li>You own the rental property.&nbsp;</li><li>The property is part of an income-producing activity.&nbsp;</li><li>You expect the property to last more than a year.</li><li>The property was not utilized and was then disposed of in the same year.&nbsp;</li><li>The property has a determinable useful life.&nbsp;</li></ul>The passage of the One Big Beautiful Bill (OBBB) Act in 2025 permanently restored 100% bonus depreciation.&nbsp;<h3>3. Mortgage Interest</h3>You can deduct mortgage interest as a rental business expense for your property. The new limit is $750,000 for single and joint filers. In addition to mortgage interest, HELOC interest for property improvements still qualifies as a deductible expense.You’ll need to fill out <a href="https://www.irs.gov/forms-pubs/about-schedule-e-form-1040#:~:text=Use%20Schedule%20E%20(Form%201040,mortgage%20investment%20conduits%20(REMICs)." target="_blank">Schedule E</a>&nbsp;on your tax return with the information on IRS Form 1098, Mortgage Interest Statement. Your lender will send you <a href="https://www.irs.gov/forms-pubs/about-form-1098" target="_blank">Form 1098</a> each year to show how much you paid in mortgage interest for the year. You can deduct the money you spend paying off the interest on your mortgage from your income. However, this does not apply to cash used to pay back the principal of the mortgage itself.&nbsp;<h3>4. Property Taxes</h3>Paying property taxes on your properties counts as part of your everyday business costs, and paying rental property tax is a business expense. Therefore, you can deduct it from your total taxable rental income.The OBBB Act increased the SALT deduction cap from $10,000 to $40,000 for incomes under $500,000 annually.<h3>5. Travel and Transport</h3>You cannot deduct driving to and from your office on your taxes. However, you may be able to deduct travel expenses and other transportation costs incurred for business purposes.&nbsp;Deductible expenses include travel costs for visiting properties and making repairs. You can also deduct transport and lodging expenses for overnight travel away from home when you have an apparent business reason for travel.&nbsp;You must keep comprehensive records of these costs to claim them correctly on your tax return. Modern mileage logs and apps can capture each trip with ease. The 2025 standard mileage rate is 70 cents per mile, with the IRS expected to announce an annual increase, likely by a few cents, in December 2025.Note that business use of your personal vehicle can also be claimed and deducted. However, personal expenses aren't deductible or considered qualified rental expenses.<h3>6. Professional or Legal Fees</h3>All of your necessary professional and legal expenses are deductible as well. This includes:<ul><li>Membership fees in a professional association</li><li>Subscriptions to any professional renter publications</li><li>Virtual accounting, legal, and property management, and other professional services&nbsp;</li></ul>Deductible legal fees include notary costs and attorney consultations. If you hire an attorney for a business-related purpose, then those fees also count as business expenses.&nbsp;Utilizing 1-800Accountant's services, with real estate <a href="https://1800accountant.com/blog/how-much-does-a-cpa-cost" target="_self">accountants or CPAs</a> who specialize in this area, to assist with your rental property taxes, also qualifies as a deductible expense.&nbsp;<h3>7. Utilities</h3>If you pay for utilities on a property yourself instead of passing them on to a renter, those payments qualify as deductible business expenses. In this scenario, only owner-paid utilities qualify, not reimbursed ones.You can deduct utility costs for rental properties and your office.&nbsp;&nbsp;<h3>8. Operating Expenses&nbsp;&nbsp;</h3>Most of your everyday costs of doing business may also be eligible tax deductions that you can claim on your federal <a href="https://1800accountant.com/services/income-taxes" target="_self">income tax return</a>. Here are just a few of the business costs that may fall into this category:&nbsp;<ul><li>Employee costs: wages and employment taxes</li><li>Insurance premiums</li><li>Office supplies</li><li>Insurance&nbsp;</li><li>Software&nbsp;</li><li>Marketing&nbsp;</li><li>Office supplies</li><li>Technology expenses: internet and business software</li><li>Office space rent and utilities&nbsp;</li></ul>You can deduct certain materials, repairs, and maintenance as long as they keep your property working effectively. Expenses for improvement purposes are not deductible, while certain “home office” costs can apply if you're managing properties from home.This may be a tricky category, so it’s best to <a href="https://1800accountant.com/services/business-tax-advisory">consult with a tax professional</a> to make sure your deductions are acceptable.<h3>9. Necessary Expenses&nbsp;</h3>Other ordinary and necessary expenses are an umbrella term that includes:<ul><li>Insurance</li><li>Marketing</li><li>Advertising</li><li>Education (real estate courses)&nbsp;</li><li>Continuing education fees</li></ul>The IRS states that these expenses are to be considered appropriate for the rental property industry.<h2>What’s Not Deductible</h2>While this blog has detailed a list of deductible property rental expenses that you should consider, some items are non-deductible:<ul><li>Major renovations and capital improvements</li><li>Personal-use portion of vacation properties</li><li>Commuting expenses</li></ul>Pro tip: Depreciation (provides cash flow and a reduction in tax liability) and improvements (adding value to the property) interact to create a powerful long-term tax savings strategy.&nbsp;<h2>Recordkeeping Tips for Landlords</h2>It's essential to retain pertinent supporting documentation related to your rental property if you intend to take landlord tax deductions. Keep the following for at least three years:&nbsp;<ul><li>Receipts</li><li>Invoices</li><li>Digital backups</li></ul>Note that if you paid independent contractors, other nonemployee real estate professionals, or incurred other nonemployee labor costs, the IRS Form 1099-NEC, Nonemployee Compensation, threshold has increased to $2000 in 2026. While real estate investor tax tips can help, when in doubt about your rental property records, turn to 1-800Accountant's tax-deductible, <a href="https://1800accountant.com/services/bookkeeping" target="_self">full-service bookkeeping solution</a>.&nbsp;<h2>FAQs</h2><h3>Can I deduct property management fees?</h3>Yes, you can deduct property management fees. These fees are fully deductible as operating expenses.<h3>Can I write off a home office for managing rentals?</h3>Yes, it's possible to write off a home office for managing your rentals. It qualifies if it's a dedicated space used exclusively for managing rental activities. It's essential to understand all eligible rental property write-offs and Schedule E deductions.<h3>What’s the difference between a repair and an improvement?</h3>While repairs and improvements may seem similar, they are distinct from an IRS standpoint. Repairs maintain functionality (deductible), while improvements increase value (capitalized).<h3>Do short-term rentals qualify for these deductions?</h3>Generally, yes, short-term rentals qualify for deductions. However, different reporting rules may apply if you provide substantial services. It's important to always report rental income.<h3>Do I have to depreciate land?</h3>Land is not considered to be depreciable. However, buildings and improvements are actual expenses that can be depreciated.<h2>Work with an Expert CPA to Maximize Your Rental Property Tax Savings</h2>As a rental property owner, it's essential to consider every detail when filing taxes. An important component of this obligation is reviewing all expenses and payment types to ensure every eligible deduction is claimed, thereby lowering your overall tax liability. However, minimizing your tax bill can be difficult without expert support.From maximizing deductions to navigating new 2026 tax laws, 1-800Accountant, America's leading virtual accounting firm, has you covered. Our team of real estate CPAs, EAs, bookkeepers, and tax professionals helps you save thousands annually while maintaining compliance across your rental portfolio.Schedule a free consultation today to see how much you could save.

With rising interest rates and tax law updates for 2026, it’s more important than ever for rental property owners to understand which deductions they're eligible for to reduce their overall tax liability. Strategic deduction selection when renting property can also significantly impact cash flow and your return on investment.

Blog Thumbnail_9 Rental Property Tax Deductions You Can Claim in 2026_1200x630_2.png

9 Rental Property Tax Deductions You Can Claim in 2026

If you’ve made extra cash selling clothes, art, or collectibles on Depop, you might be wondering Do I have to pay taxes on Depop sales? The short answer: yes, in many cases you do — especially if your selling activity goes beyond the occasional closet clean out.Understanding how Depop income fits into your overall tax picture can save you from unpleasant surprises come tax season. Whether you sell casually or are an up-and-coming reseller, knowing what counts as taxable income, which forms to expect, and how to track your deductions can help you stay compliant and maximize your tax savings.<h3>Key Highlights</h3><ul><li>Depop online sellers may owe federal income tax or <a href="https://1800accountant.com/calculators/self-employment-tax-calculator" target="_self">self-employment tax</a>, depending on how frequently they sell and whether they earn a profit.</li><li>The IRS requires all income to be reported, even if you don’t receive Form 1099-K, Payment Card and Third Party Network Transactions.</li><li>Platforms like Depop automatically collect and remit state sales tax for many U.S. orders, but sellers are still responsible for reporting their income.</li><li>Deductible expenses — such as packaging, shipping costs, and platform fees — can lower your taxable profit.</li><li>Professional bookkeeping and tax guidance from <a href="https://1800accountant.com/services/income-taxes">1-800Accountant</a> can simplify compliance and help you claim every deduction you’re entitled to.</li></ul><h2>Key Tax Rules That Apply to Depop Sales</h2><h3>Income vs. Hobby (Casual Sale)</h3>If you’re occasionally selling personal items on Depop, for example, offloading a few old jackets at a loss, you probably don’t owe tax on those sales. But the line between a hobby and a business depends on your intent and frequency.The IRS expects you to <a href="https://www.irs.gov/businesses/understanding-your-form-1099-k" target="_blank">report all income</a> unless it’s clearly excluded. That means if you buy inventory to resell, advertise your items, or regularly earn a profit, the IRS will likely treat your activity as a business, and you will owe online reselling taxes. You’ll be subject to income tax and possibly the 15.3% self-employment tax that funds Social Security and Medicare.&nbsp;<h3>The $400 Rule (Self-Employment Net Earnings Threshold)</h3>Once your net profit from self-employment, including Depop resales, exceeds $400 for the year, you typically owe self-employment tax.&nbsp;Even if you make less than $400, you may still owe income tax if your overall income is high enough. Keeping accurate records from the start helps you determine where you stand at year-end.<h3>1099-K Reporting Rules &amp; Changing Thresholds</h3>Most first-time sellers have questions about Depop income tax reporting. Depop (through Stripe) issues Form 1099-K to certain sellers, summarizing total payments processed. Historically, sellers only received a 1099-K if their payments exceeded $20,000 and 200 transactions in a year.While proposed changes would have lowered the <a href="https://millancpa.com/insights/postponed-online-marketplaces-sending-irs-form-1099-k-for-sales-of-600-or-more-in-2022" target="_blank">1099-K reporting threshold</a> to $600, the passage of the One Big Beautiful Bill Act in 2025 has preserved the historical threshold of&nbsp; $20,000 and 200 transactions.Regardless of whether you receive the form, the IRS requires you to report all income. Depop may also request your tax ID if your gross sales exceed $5,000 annually. Remember, receiving a Depop 1099-K doesn’t automatically mean you owe taxes on the full amount — it simply reports gross payments before expenses.<h2>How Depop Handles Sales Tax (Depop Marketplace Tax)</h2><h3>Marketplace Facilitator Model</h3>The platform operates under the <a href="https://www.avalara.com/blog/en/north-america/2024/03/what-is-an-online-marketplace.html?utm_source=chatgpt.com" target="_blank">marketplace facilitator</a> Depop sales tax rules used by most online platforms. This means Depop automatically calculates, collects, and remits state sales tax on behalf of U.S. sellers when an order ships to a U.S. buyer. According to the <a href="https://depophelp.zendesk.com/hc/en-gb/articles/360012516318-US-State-Sales-Tax-on-Depop-Orders-FAQ" target="_blank">Depop state sales tax policy</a>, you don’t need to manually collect sales tax yourself in most cases.However, Depop’s automatic collection may not cover all states or product categories, so it’s wise to verify your specific obligations based on where your buyers are located to remain compliant.<h3>Nexus and Seller Responsibilities</h3>Sales tax “nexus” refers to your connection with a state — through physical presence or sales volume — that triggers tax responsibilities there. Even though Depop handles sales tax collection, you may still need to report those sales on your state personal tax return or maintain proper documentation.If you operate across multiple states or use several resale platforms, professional help from <a href="https://1800accountant.com/services/industry/ecommerce" target="_self">1-800Accountant’s e-commerce accounting experts</a> ensures you remain compliant in every jurisdiction.<h2>Calculating Taxable Income from Depop</h2><h3>Gross Receipts vs. Net Profit</h3>For tax purposes, you’ll report your gross receipts — the total amount you receive from sales, including shipping and handling. Then you subtract your cost of goods sold (COGS) and other eligible expenses to determine your net profit.Example: You buy an item for $20, sell it for $50, and pay $5 in Depop fees and $7 for shipping. Your taxable gain = $50 – ($20 + $5 + $7) = $18.<h3>Deductible Business Expenses</h3>Depop sellers can deduct many ordinary and necessary business expenses, including:<ul><li>Shipping supplies and postage</li><li>Packaging and labeling materials</li><li>Depop, PayPal, or Stripe transaction fees</li><li>Internet and phone expenses used for your business</li><li>A portion of home office costs, if applicable</li><li>Bookkeeping or virtual outsourced tax prep fees</li></ul>Maintaining receipts and digital records ensures you can claim every deduction and substantiate your expenses in case of an audit.<h3>What if You Sold at a Loss?</h3>If you sell personal items for less than you paid, the loss generally isn’t deductible. For instance, selling a used jacket for $30 when you originally paid $80 doesn’t create a deductible loss — it simply reduces your taxable income to zero on that sale.However, if you operate a bona fide resale business, legitimate losses may be deductible against other business income, depending on your structure. It’s best to consult a tax professional to determine eligibility.<h2>Reporting Depop Income to the IRS</h2><h3>Schedule C / Self-Employment Tax</h3>If your Depop activity qualifies as a business, you’ll report income and expenses on Schedule C (Form 1040), Profit or Loss from Business (Sole Proprietorship). Your net earnings over $400 are also subject to self-employment tax for Social Security and Medicare.1-800Accountant’s <a href="https://1800accountant.com/services/income-taxes">personal income tax preparation services</a> can handle these filings for you, ensuring your deductions and credits are maximized.<h3>Estimated Quarterly Taxes</h3>Self-employed sellers who expect to owe at least $1,000 in tax for the year generally need to make quarterly estimated tax payments. <a href="https://1800accountant.com/blog/when-are-business-taxes-due">Timely payments</a> can help you avoid penalties and interest, while encouraging accuracy.<h3>State Income Tax Considerations</h3>Most states also tax income from online sales. Thresholds vary, but in many cases, any profit must be reported. Check your state’s Department of Revenue website for details, or rely on a trusted accountant to manage state filings alongside your federal return.<h2>Common Questions &amp; Edge Cases</h2><h3>What if I Don’t Receive a 1099-K?</h3>You’re still required to report your income regardless of the forms you receive. The IRS states that all income must be reported, even if you don’t receive a 1099-K. Use Depop transaction summaries, PayPal records, and bank deposits to reconstruct your earnings in the absence of this form.<h3>Occasional “Virtual Garage Sale” vs. Resale Business</h3>If you sell items occasionally without intent to profit, you’re likely in hobby territory. But consistent activity — buying items to resell, running promotions, or earning steadily — signals a business. The IRS determines this status by evaluating factors like:<ul><li>Frequency</li><li>Marketing</li><li>Time spent</li></ul><h3>Multi-Platform Sellers &amp; Split Income</h3>Are you selling items across Depop, Poshmark, eBay, or Etsy? If so, you must aggregate all your resale income and deduct expenses proportionally. Maintaining a unified bookkeeping system prevents underreporting and simplifies tax prep.<h3>Audits &amp; Documentation Best Practices</h3>Audit and documentation best practices include keeping digital copies of:<ul><li>Original purchase receipts</li><li>Shipping labels and expense invoices</li><li>Depop and PayPal transaction records</li><li>Inventory spreadsheets</li></ul>Using bookkeeping tools or 1-800Accountant’s virtual bookkeeping solution will provide clear records that stand up to IRS scrutiny.<h2>Practical Tips for Depop Sellers</h2>Whether you're a hobbyist or have made Depop selling a full-time business, these practical tips will help you get the most out of the platform.&nbsp;<ul><li>Start record-keeping early — log every sale and expense.</li><li>Use accounting software or spreadsheets to reconcile monthly income.</li><li>Review Depop’s reports against your payment processor and bank records.</li><li>Track quarterly estimated tax deadlines to avoid penalties.</li><li>Partner with professionals like <a href="https://1800accountant.com/">1-800Accountant</a> to handle filings, optimize deductions, and ensure compliance.</li></ul><h2>Next Steps for Depop Taxes</h2>While casual hobbyists have few responsibilities, most Depop sellers who earn a consistent income should expect to report their profits and possibly pay self-employment tax. Understanding distinctions — like hobby vs. business income and the evolving 1099-K thresholds — can make tax season a lot easier.&nbsp;If you’re earning through Depop or other resale platforms, you don’t have to navigate these complexities alone. Let 1-800Accountant, America's leading virtual accounting firm, help you stay compliant, organized, and ahead of the curve with expert bookkeeping and personalized tax planning designed to help online entrepreneurs focus on what they do best: sell.Schedule a free 30-minute consultation with a small business expert to get started.&nbsp;

Whether you sell casually or are an up-and-coming reseller, knowing what counts as taxable income, which forms to expect, and how to track your deductions can help you stay compliant and maximize your tax savings.

Blog Thumbnail_Do I Have to Pay Taxes on My Depop Sales_ _51200x630_1.png

Do I Have to Pay Taxes on My Depop Sales?

Excepteur sint occaecat cupidatat

JOIN NOW!

Your small business resource for accounting, bookkeeping, and taxes from our experts.

Accounting, Bookkeeping, & Tax Blog

Screenshot_2023-08-14_at_1.36_1.png

CLP_JoinUs_Testimonial_WomanBlueBackground_3.png

Huong T
“Excellent first call, very informative. This is my third business … this time  I will ease the burden and use 1-800Accountant [for accounting]”

By clicking "Confirm My Appointment" you agree to our <a href="https://1800accountant.com/terms-of-services" target="_blank">Terms of Service</a>. This includes permission to communicate with you about your appointments via phone, email, or SMS. If you prefer to opt-out of SMS communications you may uncheck this box