Tax season can be a stressful time for anyone, particularly small business owners. Between tracking expenses, organizing forms, and meeting IRS deadlines, it’s easy to feel overwhelmed. Preparation is the key to making tax time easier and more rewarding. When your records are in order, you’re more likely to claim every eligible deduction while avoiding costly mistakes or penalties that can disrupt your operations.&nbsp;That’s why 1-800Accountant, America's leading virtual accounting firm, created a Free Small Business Tax Preparation Checklist that helps you stay organized, compliant, and ready for filing. Whether you handle your own taxes or work with a professional, this checklist gives you the foundation to start strong.As your trusted accounting partner, 1-800Accountant is here to help you take control of your finances so you can focus on growing your business instead of stressing out about taxes.<h3>Key Highlights</h3><ul><li>Get a clear, step-by-step guide to organizing your tax documents before filing.</li><li>Learn which forms, receipts, and records every small business should keep.</li><li>Avoid late filings and IRS penalties with a built-in tax deadline overview.</li><li>Identify deductions and credits that can lower your tax bill.</li><li>Discover how expert help from 1-800Accountant makes tax season seamless.</li></ul><h2>Who This Checklist Is For</h2>This checklist is designed for small business owners, sole proprietors, freelancers, and gig workers. It's for anyone managing business income without a full-time accounting department and fewer than 50 employees. It’s especially helpful for:<ul><li>Sole proprietors filing Schedule C (Form 1040), Profit or Loss from Business (Sole Proprietorship).</li><li>Single-member LLCs and small partnerships.</li><li>Freelancers and independent contractors receiving IRS Form 1099-NEC, Nonemployee Compensation, or IRS Form 1099-K.</li><li>Startups and small teams with limited bookkeeping resources.</li></ul>Even if you plan to hand your records to an accountant later, getting organized first saves time, reduces errors, and helps your tax preparer file more efficiently, often at a lower cost. This is particularly helpful if they bill by the hour.&nbsp;<h2>Why Preparation Makes Tax Season Easier</h2><h3>Reduce Last-Minute Stress and Scramble</h3>Waiting until April to gather receipts can lead to errors and missed opportunities. Missing documentation often results in fewer deductions claimed and a higher overall tax bill. Starting early gives you time to:<ul><li>Locate lost receipts</li><li>Reconcile accounts</li><li>Fill any gaps</li></ul><h3>Maximize Deductions and Credits</h3>When you organize expenses ahead of time, which should be ordinary and necessary, you can more easily spot deductions that apply to your business. Common write-offs include:<ul><li>Office supplies</li><li>Mileage</li><li>Internet service</li><li>Professional fees, including flat-rate virtual accounting</li></ul>Keeping receipts and detailed records ensures nothing slips through the cracks.<h3>Meet Deadlines and Avoid Penalties</h3>Mark your calendar for these major tax due dates. For 2026:<ul><li>March 15 – Partnership and S corporation returns are due.</li><li>April 15 – Individual and C corporation returns are due.</li><li>September 15 – Third quarterly estimated tax payment.</li></ul>For a full schedule of applicable deadlines, see our <a href="https://1800accountant.com/services/small-business-taxes">small business tax services page</a> and the <a href="https://www.irs.gov/businesses/small-businesses-self-employed/employment-tax-due-dates" target="_blank">IRS calendar for businesses</a>.Missing deadlines can result in penalties and interest, so be sure to create reminders well in advance.<h2>Free Small Business Tax Preparation Checklist&nbsp;</h2>This section outlines everything you need before filing, including a small business tax documentation list. Use it as a guide to prepare your digital or paper files.<h3>1. Business Identity and Structure Information</h3>Gather the following information about your business structure and identity:&nbsp;<ul><li>Business name and contact details</li><li>Employer Identification Number (EIN)</li><li>Business entity type (sole proprietor, LLC, partnership, S corp, C corp)</li><li>Tax year and accounting method</li></ul>Your entity type <a href="https://www.taxpayeradvocate.irs.gov/news/tax-tips/tas-tax-tip-small-business-filing-and-recordkeeping-requirements/2025/04/" target="_blank">determines which forms you file</a>.<h3>2. Income Documentation</h3>Once basic information is gathered about your business, turn to income documentation:<ul><li>Gross receipts or total sales</li><li>Bank and payment processor statements</li><li>Form 1099-NEC, IRS Form 1099-MISC, Miscellaneous Information, and Form 1099-K</li><li>Sales invoices, deposit slips, and other income records</li></ul>This small business tax forms guide helps you maintain consistent income records across systems, simplifying reconciliation.<h3>3. Expense Documentation</h3>Track and categorize all deductible business expenses. This includes:<ul><li>Office rent and utilities</li><li>Advertising, marketing, and website costs</li><li>Travel, meals (50% deductible), and mileage logs</li><li>Supplies, software subscriptions, and professional fees</li><li>Home office expenses (for qualifying business use)</li></ul>If you manage inventory or sell goods, include purchase records and year-end inventory counts. Regular reconciliation ensures expenses match bank records.<h3>4. Tax Forms, Deductions and Credits</h3><ul><li>Schedule C for sole proprietors</li><li>IRS Form 1065, U.S. Return of Partnership Income, for partnerships</li><li>IRS Form 1120, U.S. Corporation Income Tax Return, and IRS Form 1120-S, U.S. Income Tax Return for an S Corporation, for corporations</li></ul>Common deductions:<table><colgroup data-width='500'><col style="width:39.62264150943396%"/><col style="width:60.377358490566046%"/></colgroup><tbody><tr><td>Category</td><td>Example</td></tr><tr><td>Home office</td><td>Portion of rent, internet, or utilities</td></tr><tr><td>Vehicle &amp; mileage</td><td>Business travel and local driving</td></tr><tr><td>Equipment depreciation</td><td>Computers, office furniture, and tools</td></tr><tr><td>Meals &amp; entertainment</td><td>50% of qualifying meals with clients</td></tr><tr><td>Employee benefits</td><td>Health insurance or retirement plans</td></tr></tbody></table>Tax credits to explore include health-care credits and energy-related incentives. Review the 2025 One Big Beautiful Bill Act updates in IRS guidance for more information, including how it impacts health savings accounts and personal income tax returns.<h3>5. Payroll, Employment and Contractor Records</h3>Keep these organized to simplify compliance with IRS and state reporting rules.<ul><li>W-2s and W-3 summaries</li><li>1099-NEC for contractors</li><li>Quarterly payroll returns (Forms 941, 940)</li><li>Employee wage summaries and contractor W-9s</li></ul><h3>6. Recordkeeping and Audit Readiness</h3><ul><li>Balance sheet, income statement, and general ledger</li><li>Bank reconciliations and transaction journals</li><li>Last year's tax return <a href="https://www.irs.gov/tax-professionals/choosing-a-tax-professional" target="_blank">for reference</a></li><li>Digital backups of all receipts</li></ul>Digitizing your records not only saves space but also improves audit readiness. Cloud systems, such as ClientBooks, 1-800Accountant’s proprietary bookkeeping platform, simplify secure storage and access.<h2>Step-by-Step: How to Use the Checklist</h2><h3>Set a Timeline for Tax Preparation</h3>Start organizing before the end of the year or as early as the new year begins. Build a filing calendar with key dates such as March 15 and April 15 deadlines, plus estimated payment reminders (June, September, January).<h3>Assign Responsibilities</h3>If you have a team, decide who handles what:<ul><li>One person gathers receipts.</li><li>Another categorizes transactions.</li><li>A third coordinates with your accountant.</li></ul>Clear roles keep tasks on track.<h3>Cross-Reference Documents</h3>Use the checklist as a progress tracker. Check off completed items and note missing ones as you go.<h3>What to do if You’re Missing Documents</h3>Reach out to vendors or banks to request duplicates if you're missing documents, and use credit card statements as proof if necessary. Shift from paper to digital storage to prevent loss or damage. Digital storage helps with bank account information, tracking self-employment income, local taxes, and miscellaneous income.<h3>Once the Checklist Is Complete</h3>Review everything with your accountant or upload your personal documents through 1-800Accountant’s secure Client Portal. Filing early helps you plan cash flow and identify opportunities for next year’s tax deductions.<h2>Common Mistakes to Avoid</h2>Staying organized year-round is the best way to avoid these pitfalls.<ul><li>Losing or mixing personal and business receipts.</li><li>Forgetting to file 1099-NEC forms for contractors.</li><li>Misclassifying your business entity after a structure change.</li><li>Failing to back up digital records.</li><li>Procrastinating until April 15 increases the risk of missed filings.</li></ul><h2>How 1-800Accountant Can Help</h2>Your free checklist is a great start, but professional guidance can make all the difference.At 1-800Accountant, our team of CPAs, EAs, bookkeepers, and tax professionals provides:<ul><li>Comprehensive tax preparation and filing for businesses and individuals.</li><li>Year-round bookkeeping and payroll support.</li><li>Personalized tax planning to maximize deductions and minimize liabilities.</li></ul>Clients save an average of $12,000 per year in taxes and 25 hours during tax season alone by partnering with us. When you’re ready to move beyond checklists and gain expert support, visit our <a href="https://1800accountant.com/services/small-business-taxes">small business tax services page</a> to schedule a free consultation or explore our <a href="https://1800accountant.com/blog/small-business-tax-deductions-checklist">ultimate tax deductions checklist</a> for more ways to save.

When your records are in order, you’re more likely to claim every eligible deduction while avoiding costly mistakes or penalties that can disrupt your operations. Preparation is the key to making tax time easier and more rewarding.

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Free Tax Preparation Checklist for Small Businesses

If you’re a freelancer, small business owner, or employee, you're probably aware of Form W-2, Wage and Tax Statement, and 1099 forms, but do you understand their differences? Grasping the distinctions of each will save time and headaches, particularly when it comes to classification, as it determines:<ul><li>Tax withholding</li><li>Social Security contributions</li><li>Filing requirements</li></ul>Use this blog to understand what each form means in 2026, who gets them, and how they affect your taxes. This way, you'll have clarity on the difference between W-2 and 1099 forms and which one applies to you. &nbsp;<h2>What Is a 1099 Tax Form?</h2><a href="https://1800accountant.com/blog/what-is-a-1099">A 1099 tax form</a>&nbsp;is a way to document money that is sent or received by businesses and individuals. Small businesses can send this form to non-employees (contractors, freelancers, vendors) for services or work performed. As of 2026, most contractors receive Internal Revenue Service (IRS) Form 1099-NEC, Nonemployee Compensation, for payments over $600. Payment processors issue IRS Form 1099-K for totals over $20,000 and more than 200 transactions.There are&nbsp;<a href="https://www.nerdwallet.com/taxes/learn/what-is-1099-tax-form" target="_blank">16 types</a>&nbsp;of 1099 forms, but most small business owners primarily deal with&nbsp;<a href="https://www.irs.gov/forms-pubs/about-form-1099-nec" target="_blank">Form 1099-NEC</a>, IRS Form 1099-MISC, Miscellaneous Information, and Form 1099-K. 1099 income is not taxed upfront, which means it's the responsibility of recipients to pay the 15.3% self-employment tax and&nbsp;<a href="https://www.investopedia.com/articles/personal-finance/082514/purpose-1099-forms.asp" target="_blank">income taxes</a>&nbsp;when they file.&nbsp;<h3>Who Completes IRS Form 1099?</h3>If you're a business owner who has worked with contractors who have met or exceeded the $600 payment threshold, it is your responsibility to obtain, complete, and distribute the proper Form 1099 to those workers. This form can be obtained from the IRS.&nbsp;Things to know about completing IRS Form 1099:<ul><li><a href="https://www.irs.gov/instructions/i1099gi" target="_blank">File and furnish it</a>&nbsp;to non-employees by January 31, 2026.&nbsp;</li><li>The IRS mandates e-filing if you're issuing 10 or more 1099s in a single year.&nbsp;</li><li>Penalties range from $60 to $310 per form for late filing.&nbsp;</li></ul><ul><li>You're not obligated to issue a 1099 for non-employee compensation below the $600 threshold. &nbsp;</li></ul><ul><li>You are not responsible for paying income tax on 1099 funds when you submit this documentation — that’s the contractor's responsibility.&nbsp;</li></ul>Tip: Always collect a W-9 form from contractors and verify this information before issuing payments.&nbsp;<h3>When Will You Receive a 1099?</h3>For the 2025 tax year, you should receive your 1099 by&nbsp;<a href="https://www.irs.gov/instructions/i1099mec" target="_blank">January 31, 2026</a>. Digital delivery is now the default for many payers, provided consent is given.If you’re a contractor and haven’t received your 1099 by this deadline, take the following steps to obtain your form.<ul><li>Contact the payer by mid-February&nbsp;– Your first call should be to the business that issues your 1099.&nbsp;</li><li>Contact the IRS&nbsp;– If you don’t hear from the business before your income tax return is due, contact the IRS. The IRS will provide instructions for filing your income tax return and instructions for submitting your 1099 when you receive it.&nbsp;</li><li>You can still file using your records even if the form hasn’t arrived.</li></ul>To&nbsp;<a href="https://1800accountant.com/blog/how-to-issue-a-1099">issue a 1099 tax form as a small business</a>, you will need to gather details from your contractor before the deadline.&nbsp; If you are a&nbsp;<a href="https://www.dol.gov/agencies/whd/fact-sheets" target="_blank">contract worker</a>, be aware of the&nbsp;<a href="https://1800accountant.com/blog/5-tax-issues-that-cause-irs-trouble-for-1099-workers" target="_self">tax issues that can cause trouble for 1099 workers</a>.&nbsp;<h2>What Is a W-2 Tax Form?</h2>Businesses issue W-2 tax forms to traditional employees who were paid&nbsp;<a href="https://www.irs.gov/forms-pubs/about-form-w-2" target="_blank">$600 or more during a tax year</a>. Employers typically pay employment taxes on behalf of W-2 employees, including at least&nbsp;<a href="https://www.irs.gov/businesses/small-businesses-self-employed/understanding-employment-taxes" target="_blank">three withholdings for</a>&nbsp;income tax, Social Security taxes, and Medicare taxes.For 2026:&nbsp;<ul><li>Employers must file W-2s and W-3s electronically if they issue 10 or more forms.</li><li>Forms must be furnished to employees by January 31.</li></ul>Your W-2 lists:<ul><li>Your gross and net pay throughout the previous tax year&nbsp;</li><li>The amounts of federal income, Social Security, and Medicare taxes they paid on your behalf throughout the year</li></ul>Like a 1099 form, you’ll use your W-2 to file your income tax return for the previous tax year.&nbsp;<h3>Who Completes a W-2 Tax Form?</h3>While your employer will complete a W-2 tax form and send it to you, the information on your W-2 (and the taxes a business pays on your behalf throughout the year) will depend on critical information from your W-4 tax form. These withholdings aren't set in stone. You can now update your W-4 online through most payroll systems at any time during the year.<a href="https://www.irs.gov/forms-pubs/about-form-w-4" target="_blank">A W-4</a>, or Employee’s Withholding Certificate, lists the amount of federal income tax you’d like withheld from your paycheck. Ultimately, it’s up to you to determine how much of your income you’d like to withhold for tax purposes:<ul><li>If you choose not to withhold any federal income tax (and you’re not exempt from paying income tax), you’ll owe the IRS your entire tax bill on the tax filing deadline.&nbsp;</li></ul><ul><li>If you withhold only a portion of your federal income tax, you’ll owe the IRS some of your taxes on the deadline but not your entire tax liability.</li></ul><ul><li>If you withhold as much as or more than you owe the IRS in federal income taxes, you either won’t have to pay anything at year-end,&nbsp;or&nbsp;you’ll receive a federal income tax refund. This is the most common route for traditional employees.&nbsp;</li></ul>While you’ll likely fill out a W-4 when you're hired, you should also fill out a new W-4 if your tax situation changes. For example, if you change jobs or your family status changes in 2026, file a new W-4 to adjust your withholdings.<h3>When Will You Receive a W-2?</h3>Like 1099s, employers must send W-2s to their employees by the&nbsp;<a href="https://www.irs.gov/taxtopics/tc752" target="_blank">January 31, 2026, deadline</a>. If you don’t receive your W-2 by the deadline, you should contact your employer or the IRS by mid-February.Employers are now required to provide W-2s electronically unless you request a paper copy.<h2>1099 vs. W-2: Similarities and Differences</h2>1099 vs. W-2 2026: Review this helpful comparison table to understand significant differences and similarities between W-2 and 1099 forms.&nbsp;<table><colgroup data-width='750'><col style="width:28.000000000000004%"/><col style="width:36.8%"/><col style="width:35.20000000000001%"/></colgroup><tbody><tr><td>Feature</td><td>1099 (Independent Contractor)</td><td>W-2 (Employee)</td></tr><tr><td>Who issues the form</td><td>Business/client</td><td>Employer</td></tr><tr><td>Who pays taxes</td><td>Worker (self-employment + income tax)</td><td>Employer withholds and remits</td></tr><tr><td>Benefits eligibility</td><td>Not eligible</td><td>Eligible (health insurance, 401(k), etc.)</td></tr><tr><td>IRS filing deadline</td><td>Jan 31 (filer + IRS)</td><td>Jan 31 (filer + IRS)</td></tr><tr><td>Type of income</td><td>Non-employee / contractor</td><td>Wages or salary</td></tr><tr><td>Tax forms filed with the return</td><td>Schedule C, SE, 1040</td><td>1040 only</td></tr><tr><td>Risk of audit</td><td>Higher (self-reporting)</td><td>Lower (pre-withheld)</td></tr></tbody></table>In short, when it comes to 1099 vs. w2, 1099 workers are self-employed and responsible for their own tax obligations, while W-2 employees have their taxes handled by their employers. Salaried employees typically receive employment benefits from a single company, while freelancers work on their own schedule for multiple companies and don't usually receive employee-type benefits.<h2>Why Worker Classification Matters in 2026</h2>Small business worker classification is crucial for federal income tax purposes, as it determines which forms are applicable. It's essential to comply with applicable state and federal laws. Misclassifying employees and workers can lead to:&nbsp;<ul><li>Back taxes</li><li>Penalties</li><li>Loss of benefits</li></ul>Some workers are easier to classify than others, which is why several tests are available to help determine the appropriate status, including these three categories.&nbsp;<ul><li>Behavioral control. This determines whether the business has the right to direct and control the work that is accomplished and how the worker performs the job. Employees typically receive more direction with working hours, while contractors tend to have more autonomy and set their own hours.&nbsp;</li><li>Financial control. This determines whether the business has the right to direct or control the financial and business aspects of the worker's job. The more control and investment in a worker typically indicates they're a W-2 employee, while freelancers invest in their own materials and have their own expenses and other costs. They also have more opportunities for write-offs.&nbsp;</li><li>Relationship of the parties. This key aspect determines how the worker and the business perceive their relationship to each other. If the entire relationship seems to be indefinite, it may be an employee-employer scenario. A defined project or period would indicate contractor status. &nbsp;</li></ul>1099 employee vs. W-2 employee: Are you unsure whether your workers should be classified as W-2 or 1099? 1-800Accountant's experts can help you determine the correct classification.<h2>Filing Your Taxes with IRS Forms 1099 and W-2</h2>Should you use a 1099 or a W-2? You might receive one or both. If you receive both forms, combine them to calculate your total taxable income.<ul><li>W-2 income. Information from W-2s is generally entered in the “Income” section of&nbsp;IRS Form 1040, U.S. Individual Income Tax Return.</li></ul><ul><li>1099 income. Funds listed on 1099s are generally calculated in Schedule C (business) or Schedule 1 (other income).</li></ul>Regular planning and bookkeeping help ensure accurate filing and tax deduction tracking. Tax credits, including the earned income tax credit and child tax credit, will help keep more of the wages paid to you.<h2>File Your Taxes with Ease</h2>Whether you’re an employee, freelancer, or small business owner, 1-800Accountant, America's leading virtual accounting firm, helps you file accurately while maximizing your tax savings. From W-2 withholdings to 1099 deductions, our experts simplify every step.Talk to a tax expert today to learn how your designated accountant will handle even the most complex tax forms and situations. From easy-to-understand&nbsp;<a href="https://1800accountant.com/services/bookkeeping">bookkeeping</a>&nbsp;to&nbsp;<a href="https://1800accountant.com/services/payroll">affordable payroll</a>&nbsp;to&nbsp;<a href="https://1800accountant.com/services/income-taxes">personal income tax preparation</a>, we have you covered.

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If you’re a freelancer, small business owner, or employee, you're probably aware of Form W-2, Wage and Tax Statement, and 1099 forms, but do you understand their differences? Grasping the distinctions of each will save time and headaches, particularly when it comes to classification, as it determines

Blog Thumbnail_The Difference Between a 1099 and a W-2 Tax Form51200x630_1.png

The Difference Between a 1099 and a W-2 Tax Form

If you’ve ever hired a freelancer or received non-employee income from a person or business other than your employer, you’ve probably come across a version of Internal Revenue Service (IRS) Form 1099. With updated 2026 reporting rules and thresholds, it’s essential to understand which 1099 applies to you and what to do when you receive or issue one.Use this blog to understand what a 1099 is, its purpose, who issues and receives it, 1099 variants, and how to use your 1099 to help file your taxes. This ensures compliance and a smooth tax season.&nbsp;<h2>The Purpose of a 1099 Tax Form</h2>So, what is a 1099 form and its purpose?&nbsp;<a href="https://www.irs.gov/forms-pubs/about-form-1099-misc" target="_blank">A 1099</a>&nbsp;reports non-salaried income or payments made outside traditional W-2 employment. Businesses issue 1099s to contractors and freelancers who then report that income to the IRS. Businesses also issue a copy of each 1099 they distribute to the IRS.While reporting nonemployee income is the most common use of a 1099, they also track other types of income, including:&nbsp;<ul><li>Investment income</li><li>Retirement</li><li>Real estate</li></ul><h2>Who Fills Out and Who Receives a 1099</h2><h3>Who Fills Out a 1099?</h3>Any business or payer that paid $600 or more to a contractor, freelancer, or service provider (except for&nbsp;<a href="https://www.irs.gov/forms-pubs/about-form-1099-k" target="_blank">1099-K</a>, which has different reporting thresholds) must fill out and distribute the appropriate Form 1099.If you've only issued a single 1099, you can mail or&nbsp;<a href="https://www.irs.gov/e-file-providers/filing-information-returns-electronically-fire" target="_blank">file it electronically</a>. However, if you issue 10 or more 1099s in a single tax year, you will be subject to mandatory e-filing by the IRS.<h3>Who Gets a 1099?</h3>Contractors, gig workers, and vendors who earned $600 or more from non-employee income should receive a Form 1099 from each qualifying person or business for which they worked.&nbsp;The 1099-K 2026 rules have been changed as a result of the passage of the One Big Beautiful Bill Act in 2025. Individuals who earned $20,000 or more and more than 200 transactions through payment platforms such as PayPal and Venmo will receive a 1099-K. This form reports payments made from:&nbsp;<ul><li>Credit, debit, or stored value cards</li><li>Payment apps or online marketplaces, also known as third-party settlement organizations (TPSOs)</li></ul>C corporations and S corporations don't typically receive&nbsp;<a href="https://www.irs.gov/forms-pubs/about-form-1099-nec" target="_blank">IRS Form 1099-NEC</a>, which is an exception.&nbsp;<h2>16 Types of 1099 Forms</h2>Not sure&nbsp;<a href="https://www.nerdwallet.com/article/taxes/what-is-1099-tax-form" target="_blank">which type of 1099 you need to issue</a>? While certain 1099s are more common than others, you will use one of the following forms depending on the nature of your work or business.&nbsp;<table><colgroup data-width='750'><col style="width:11.538499999999999%"/><col style="width:44.8718%"/><col style="width:43.5897%"/></colgroup><tbody><tr><td>Form</td><td>What It Reports</td><td>Example Scenario</td></tr><tr><td>1099-NEC</td><td>Non-employee compensation</td><td>Freelancers, contractors</td></tr><tr><td>1099-MISC</td><td>Form 1099 MISC shows miscellaneous income</td><td>Rent, prizes, or awards</td></tr><tr><td>1099-K</td><td>Payment card/third-party network transactions/third-party payment system</td><td>PayPal, Stripe, eBay</td></tr><tr><td>1099-DIV</td><td>Dividends and distributions</td><td>Brokerage accounts</td></tr><tr><td>1099-INT</td><td>Interest income</td><td>Bank savings interest</td></tr><tr><td>1099-R</td><td>Retirement distributions</td><td>401(k) withdrawals</td></tr><tr><td>1099-B</td><td>Proceeds from broker or barter exchange transactions</td><td>Stock sales</td></tr><tr><td>1099-S</td><td>Real estate transactions</td><td>Property sales</td></tr><tr><td>1099-A</td><td>Funds canceled in a mortgage loan</td><td>Lender forecloses on a home</td></tr><tr><td>1099-C</td><td>Canceled or settled credit card debt</td><td>Forgives a debt of $600 or more&nbsp;</td></tr><tr><td>1099-CAP</td><td>Profits made on corporate shares</td><td>Money made as a result of an acquisition or profit-sharing plans</td></tr><tr><td>1099-G</td><td>Money received from a government program</td><td>Funds from unemployment compensation and certain government payments</td></tr><tr><td>1099-OID</td><td>Money spent on securities sold at a discount from their face value</td><td>Reports income from a debt instrument</td></tr><tr><td>1099-PATR</td><td>Patronage dividends from a co-op</td><td>Taxable distributions from cooperatives</td></tr><tr><td>1099-Q</td><td>Funds disbursed from a prepaid college plan</td><td>No part of the distribution is usually taxable</td></tr><tr><td>1099-SA</td><td>Money taken out of your health savings account</td><td>Funds can be used for medical expenses</td></tr></tbody></table>Most taxpayers will only see a few types — 1099-NEC, 1099-MISC, or 1099-K — but it’s important to recognize all variants to avoid missing taxable income.<h2>How to Use a 1099 to File Your Taxes</h2>If you send a 1099 form to someone else, you don’t need to include this document in your&nbsp;<a href="https://www.irs.gov/instructions/i1099gi" target="_blank">tax return</a>. If you are the recipient, and the money it’s documenting is taxable income, you must include information from the 1099 on your&nbsp;<a href="https://www.irs.gov/forms-instructions" target="_blank">IRS Form 1040, U.S. Individual Income Tax Return</a>.2026 filing deadlines:<ul><li>Businesses issuing 1099-NEC or 1099-MISC: file and furnish by January 31, 2026.</li><li>Recipients: report on Form 1040, Schedule C (business) or Schedule 1 (other income).</li></ul>What to do if you receive a 1099-K? Determine that the income detailed is taxable, reconcile the information, and report that income to the IRS.&nbsp;Efficiently reconcile 1099 totals by using do-it-yourself accounting tax software or by working with the experts at 1-800Accountant for an affordable, tax-deductible fee.&nbsp;<h2>Common 1099 Filing Mistakes to Avoid</h2>Ensure compliance and smooth operations by avoiding these common mistakes when filing 1099s.&nbsp;<ul><li>Forgetting to file Form 1096 when mailing paper 1099s.</li><li>Misreporting PayPal and Venmo income.</li><li>Not verifying contractor W-9 information before issuing a 1099.</li><li>Missing state-level 1099 filing requirements.</li></ul>Working with a CPA, EA, or other tax professional ensures your forms are filed accurately and on time.<h2>Frequently Asked Questions About IRS Form 1099</h2><h3>1. What Should I Do if There’s a Mistake on My 1099?</h3>If there’s a mistake on your 1099, you have a few options. If the payer made an error, reach out to them. They can send you a corrected version when filing your tax return. If you don’t receive a 1099 (or a corrected one) by the end of February, contact the IRS. The IRS will contact the payer on your behalf and provide instructions on filing your tax return if you don’t receive your 1099 or corrected form by the tax filing deadline.&nbsp;<h3>2. What’s the Difference Between a 1099 and a W-2?</h3>There are differences when comparing 1099 vs. W-2 forms. Businesses issue W-2s to employees whose income tax they withhold from their paychecks. After withholding these funds, businesses pay them to the IRS on behalf of their employees. If you receive a 1099, however, taxes aren't withheld. You'll have to gather tax documents and ensure that taxes are withheld&nbsp;<a href="https://1800accountant.com/blog/quarterly-estimated-taxes" target="_self">yourself throughout the year</a>. &nbsp;<h3>3. Do I need to issue a 1099?</h3>Each 1099 form has its own requirements. For example, you only need to complete a 1099-NEC for an individual to whom you paid more than $600. If you receive Form 1099, familiarize yourself with 1099-NEC filing requirements. However, if you’re a financial institution, you must send an individual a 1099-INT if they earned at least $10 in interest on their account.&nbsp;<h3>4. When will I receive my 1099?</h3>You should receive your 1099 no later than January 31 of the following year. If you don't receive your form by then or notice errors, reach out to the issuer immediately.&nbsp;<h3>5. What happens if I don’t report 1099 income?</h3>Unreported income can trigger costly IRS penalties and invite an audit that's stressful and can distract from your work. The IRS receives copies of all your 1099s, so it will know if that income has been omitted from your federal income tax return.&nbsp;<h3>6. Can I get my 1099 electronically?</h3>Most issuers can now provide you with an electronic copy of your 1099. You must consent to electronic delivery to begin receiving your 1099s electronically.&nbsp;<h2>Simplify Your Tax Filing with 1-800Accountant</h2>Whether you’re a freelancer tracking income or a small business owner issuing 1099s, 1-800Accountant, America's leading virtual accounting firm, makes it easy. Our experts handle your 1099 filings, IRS submissions, and tax planning, all for one flat, tax-deductible fee.Even the most complex tax situations are a cinch with our experts by your side. Talk to a tax expert today to learn about full-service&nbsp;<a href="https://1800accountant.com/services/bookkeeping" target="_self">bookkeeping</a>,&nbsp;<a href="https://1800accountant.com/services/payroll" target="_self">affordable payroll</a>, year-round&nbsp;<a href="https://1800accountant.com/services/business-tax-advisory" target="_self">tax advisory</a>,&nbsp;<a href="https://1800accountant.com/services/ein-tax-id-filing" target="_self">EIN applications</a>, and&nbsp;<a href="https://1800accountant.com/services/income-taxes" target="_self">personal income tax preparation</a>&nbsp;that has you covered throughout the year.

With updated 2026 reporting rules and thresholds, it’s essential to understand which 1099 applies to you and what to do when you receive or issue one. Use this blog to understand what a 1099 is, its purpose, who issues and receives it, 1099 variants, and how to use your 1099 to help file your taxes. This ensures compliance and a smooth tax season.

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What Is a 1099 Tax Form?

As a small business owner, you’ve got a lot of responsibilities. You’re busy building your operations, ensuring customer satisfaction, and managing your employees. As your business grows, you may also use&nbsp;<a href="https://1800accountant.com/blog/proscons-entity-formation-independent-contractors" target="_self">independent contractors or freelancers</a>, which means managing 1099 tax forms. With the Internal Revenue Service (IRS) expanding reporting requirements in 2026, it’s critical to understand how to issue 1099s correctly to stay compliant and avoid penalties.Unlike salaried W-2 employees, contractors require a&nbsp;<a href="https://1800accountant.com/blog/how-to-file-taxes-independent-contractor">1099 form to do their taxes</a>, which you must provide. It might seem intimidating if you've never or don't know how to issue a 1099 form, but there’s no need to worry. This guide simplifies complex IRS steps for your small business, ensuring compliance while limiting distractions.&nbsp;<h2>What is a 1099 form?</h2><a href="https://1800accountant.com/blog/what-is-a-1099">A 1099 form</a>&nbsp;reports income paid to someone who isn’t your employee, such as a freelancer or contractor. For traditional employees, you'd issue a W-2, Wage and Tax Statement, with federal income tax withheld and state income tax withheld from their taxable income each period. Taxes aren't withheld for nonemployees as they handle their own tax payments separately. They aren't included in company profit-sharing plans and must make their own medical and healthcare payments.Most small businesses issue&nbsp;<a href="https://www.irs.gov/forms-pubs/about-form-1099-nec" target="_blank">IRS Form 1099-NEC</a>, Nonemployee Compensation, for payments to contractors that meet or exceed $600 within a year. If you transmit payment via PayPal, Venmo, or similar platforms, those transactions may also generate IRS Form 1099-K. This form reports payments made from:&nbsp;<ul><li>Credit, debit, or stored value cards.</li><li>Payment apps or online marketplaces, also known as third-party settlement organizations (TPSOs), facilitate third-party network transactions.</li></ul>It's essential to always follow the contractor 1099 form rules and tax reporting process during tax season.&nbsp;<h3>What is the difference between 1099-MISC and 1099-NEC?</h3>1099 NEC vs MISC: IRS Form 1099-NEC and&nbsp;<a href="https://www.irs.gov/forms-pubs/about-form-1099-misc" target="_blank">IRS Form 1099-MISC, Miscellaneous Information</a>, are the most common types of 1099s that you will likely use to pay non-salaried workers.&nbsp;<ul><li>Use Form 1099-NEC to compensate contractors and freelancers for their work.&nbsp;</li><li>Use Form 1099-MISC for miscellaneous payments for rent, legal fees, prizes, or royalties.</li></ul>The IRS will continue to use both forms in 2026, so it's best to ensure that you report each payment type on the correct version.&nbsp;<h2>How to Generate a 1099 Form as a Small Business</h2>There are several ways that small business owners can generate the respective 1099 form they need to issue to contractors. There are traditional paper approaches, online alternatives, and the option to work in-person or online with a virtual tax accountant.&nbsp;<ul><li>IRS Fillable PDFs: Best for small volumes; can be e-filed (for electronic filing) via&nbsp;<a href="https://www.irs.gov/e-file-providers/filing-information-returns-electronically-fire" target="_blank">the IRS FIRE system</a>.</li><li>Accounting Software: Many platforms (QuickBooks, Gusto, Wave) now auto-generate 1099s.</li><li>Virtual Accounting or Small Business 1099 Filing Service: Fastest and most accurate method; 1-800Accountant can manage filings and ensure IRS compliance.</li></ul>Ready to let the experts handle your 1099&nbsp;<a href="https://1800accountant.com/services/income-taxes" target="_self">preparation and filing</a>? Schedule a free 30-minute consultation with 1-800Accountant to get started.&nbsp;<h2>Steps for Issuing a Form 1099</h2>Now that you know what a 1099 is, the methods for generating it, and the differences between common 1099 forms, we break down the steps for small business owners to issue a 1099 form for their contractor workers.&nbsp;<h3>Step 1. Collect Contractor Information</h3>First, small business owners must gather contractors' information to issue the appropriate Form 1099, which is typically found on IRS Form W-9, Request for Taxpayer Identification Number and Certification. It includes the following.&nbsp;<ul><li>Home address</li><li>Legal name</li><li>Tax identification number (or&nbsp;<a href="https://1800accountant.com/services/ein-tax-id-filing" target="_self">EIN</a>)</li><li>Reconciled income payments</li></ul>Avoid corrections and delays by verifying this information by the end of the year, before issuing a 1099.&nbsp;<h3>Step 2. Record Payments Throughout the Year</h3>It's imperative that you track all contractor payments throughout the year that meet or exceed the $600 threshold.&nbsp;While numerous tracking methods are available, the most efficient way to track contractor payments is by using do-it-yourself bookkeeping software, which still requires a significant amount of time and effort, or via 1-800Accountant's affordable, tax-deductible virtual bookkeeping solution, powered by a real bookkeeping expert.Either route will help you record payments throughout the year.&nbsp;<h3>Step 3. Complete Copy A and File with the IRS</h3>Next, small business owners must complete the Copy A of Form 1099-NEC, which must be submitted to the IRS by January 31, 2026, regardless of whether you file electronically or by mail.&nbsp;When you file paper copies of Form 1099-NEC, you must obtain a physical red form, fill out Copy A, and mail it to the IRS for it to be filed successfully. Note that e-filing is mandatory when filing 10 or more returns.&nbsp;<h3>Step 4. Send Copy B to Contractors</h3>After completing Copy A form and filing it with the IRS, the next step is to send Copy B to your&nbsp;<a href="https://1800accountant.com/blog/bookkeeping-for-independent-contractors-6-tips-to-keep-in-mind" target="_self">independent contractors</a>, also by January 31. To do this, you can download and print Copy B from the IRS website and send it to each of your independent contractors.If your contractors prefer electronic materials, you may send Copy B electronically, provided you have obtained written consent. &nbsp;<h3>Step 5. Keep Copies for Your Records</h3>Finally, ensure compliance and organization for your small business and financial records by saving a copy of all 1099 forms.Retain them for at least three years for audit purposes.&nbsp;<h2>Who Should Receive a 1099?</h2>Any non-employee, individual or partnership, paid $600 or more for services during the year should receive a 1099, but there are exceptions. Payments to corporations, most product purchases, or via credit card (handled by 1099-K issuers), are exempt. However, law firms and medical professionals may still receive 1099s even if they are incorporated.The IRS has created several versions of the 1099 form. While you will likely use a 1099-MISC or a 1099-NEC, you may require a different variant. Some of the other 1099 tax documents include:&nbsp;<ul><li>1099-INT for reporting income from interest</li><li>1099-DIV for reporting cash paid for dividends</li><li>1099-R for worker pensions and payouts</li><li>1099-S for reporting payments for real estate transactions</li><li>1099-G for reporting tax refunds and unemployment benefits</li></ul><h2>Common 1099 Filing Mistakes to Avoid</h2>If you're handling 1099 preparation and distribution for your business, ensure you avoid these common 1099 filing mistakes.&nbsp;<ul><li>Missing the January 31 deadline.</li><li>Sending incorrect contractor info or Tax ID.</li><li>Filing 1099-MISC instead of 1099-NEC.</li><li>Forgetting to file the 1096 summary for paper submissions.</li><li>Not reporting payments made through Venmo or PayPal properly.</li></ul>Avoid errors and potential IRS penalties when you let our experts handle your 1099 filings.<h2>Deadlines for 1099 Forms (2026)</h2>While the main 1099 filing deadline is January 31 each year, here are the key deadlines to be aware of for 2026.&nbsp;<ul><li>January 31, 2026: Deadline to issue all 1099-NEC/MISC forms and file with the IRS.</li><li>February 28, 2026: Paper filing deadline for other 1099 types (if applicable).</li><li>March 31, 2026: E-filing deadline for other information returns.&nbsp;</li></ul><h2>1099 FAQs</h2><h3>1. What’s the minimum amount for issuing a 1099?</h3>If you pay independent contractors $600 or more within a calendar year, you should issue a 1099 form to them. If you paid them less than $600, you do not need to provide a 1099 form to that worker, although they will still need to report that income to the IRS.&nbsp;<h3>2. Is a 1099 required for cash payments?</h3>Yes, a 1099 is required for cash payments. Your preferred payment method doesn't matter, as all options qualify, including cash, check, and transfer. So, if your 1099 worker was paid $600 or more within a calendar year, they should receive a 1099 form, regardless of your chosen payment method.&nbsp;<h3>3. Do I need to issue a 1099 for payments via PayPal or Venmo?</h3>If PayPal, Venmo, or other payment platforms you use issue a 1099-K to your contractors, you won't have to issue an additional 1099. For 2025 and 2026, the reporting threshold is now $ 20,000 or more in gross payments and more than 200 transactions, which was restored by the passage of the&nbsp;<a href="https://www.hrblock.com/tax-center/irs/tax-law-and-policy/one-big-beautiful-bill-taxes/" target="_blank">One Big Beautiful Bill Act</a>.&nbsp;<h3>4. What if I file late or make an error?</h3>If you've found an error after issuing a 1099, file a corrected return with the IRS as soon as the issue is discovered. Filing late, however, typically subjects business owners to late filing penalties.&nbsp;<h3>5. Can my accountant issue 1099s for me?</h3>Yes, EAs, tax professionals, and CPAs with services like 1-800Accountant can prepare and file your 1099s on your behalf. Fees associated with 1099 services are flat-rate and tax-deductible.&nbsp;<h3>6. What’s the penalty for not issuing a 1099?</h3>The penalty for failing to issue a 1099 can range from $60 to over $680, depending on whether the failure is due to lateness or intentional disregard. Many businesses face IRS penalties promptly, as some will accrue.<h3>7. Do I have to issue a 1099?</h3>If you have paid non-employees $600 or more during the year, it is your obligation to issue the appropriate 1099 form to them and the IRS.&nbsp;<h3>8. When do I have to issue a 1099 form?</h3>The deadline for issuing 1099 forms is January 31 of each year in advance of tax time. A copy of the form must also be filed with the IRS by that date. If you fail to issue a required 1099, you may be subject to penalties from the IRS.<h3>9. What’s the difference between 1099-NEC and 1099-MISC?</h3>The IRS uses the 1099-MISC and 1099-NEC to report non-employee taxable payments. The 1099-MISC is used to report payments not subject to self-employment tax. Form 1099-NEC is used for reporting non-employee compensation, which is typically subject to the 15.3% self-employment tax that funds Social Security and Medicare.<h3>10. Does an employer have to provide a 1099?</h3>The 1099 form reports non-employment income to the IRS. Businesses must issue a 1099 form to a taxpayer who has received at least $600 or more in non-employment income during the tax year.<h3>11. What’s the minimum amount of money required to issue a 1099? Who qualifies for a 1099?</h3>Businesses must issue a 1099 form to a taxpayer who has received at least $600 in non-employment income during the tax year. Non-employees must report their income to the IRS even if they are paid less than the $600 threshold.&nbsp;<h2>Simplify 1099 Compliance with 1-800Accountant</h2>Don’t risk penalties or filing mistakes – get help filing your 1099s now with 1-800Accountant, America's leading virtual accounting firm for small businesses. Let our team of experts prepare and submit your 1099s, handle contractor records, and ensure IRS compliance, on time, every time.&nbsp;We offer a comprehensive suite of tax-deductible financial services, ideal for small businesses managing 1099 workers. Services include&nbsp;<a href="https://1800accountant.com/services/small-business-taxes">small business taxes and advisory</a>,&nbsp;<a href="https://1800accountant.com/services/entity-formation">entity formation</a>,&nbsp;<a href="https://1800accountant.com/services/bookkeeping">bookkeeping</a>, and&nbsp;<a href="https://1800accountant.com/services/payroll">payroll</a>, which empowers you to focus your time and energy on what you do best: growing your business.

With the IRS expanding reporting requirements in 2026, it’s critical to understand how to issue 1099s correctly to stay compliant and avoid penalties. Unlike salaried W-2 employees, contractors require a 1099 form to do their taxes which you must provide.

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How to Issue a 1099 Form as a Small Business

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.

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Do I Have to Pay Taxes on My Depop Sales?

Rental real estate investing offers a convenient way for landlords and investors to increase their assets, with capital gains tax typically playing a significant role in these investments. The exact amount you may owe in capital gains tax can vary based on several factors.

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How To Avoid Paying Capital Gains Tax on a Rental Property

A retroactive S corporation election can correct missed opportunities and align your business structure with your intended tax strategy. In this guide, we’ll explain what it is, how it works, who qualifies, and when it makes sense to seek professional help

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What Is a Retroactive S Corporation Election?

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?

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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&nbsp;S corporation tax deadlines for 2026,&nbsp;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 16, 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 16 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, so income and losses flow through to shareholders’ individual tax returns. However, the business itself must still file an informational return,&nbsp;Form 1120-S, with the IRS and issue&nbsp;Schedule K-1&nbsp;forms to each shareholder.Missing this filing can lead to costly penalties and even jeopardize your&nbsp;<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>&nbsp;explain that every S corp must include Schedule K-1s for shareholders. When you partner with&nbsp;<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&nbsp;the 15th day of the third month after the end of the tax year. For a&nbsp;calendar year S corporation, that means&nbsp;March 16, 2026, since March 15 is a Sunday.While the 2026 S corp tax deadline is&nbsp;March 16&nbsp;for a&nbsp;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&nbsp;Form 7004&nbsp;to automatically extend your S corp return by&nbsp;six months, moving your deadline to&nbsp;September 15, 2026.Remember, this extension only covers&nbsp;filing, not&nbsp;payment. Any taxes owed (such as built-in gains or excess net passive income tax) must be paid by&nbsp;March 16, 2026&nbsp;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&nbsp;estimated tax payments&nbsp;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&nbsp;– Q1 payment</li><li>June 15, 2026&nbsp;– Q2 payment</li><li>September 15, 2026&nbsp;– Q3 payment</li><li>January 15, 2027&nbsp;– Q4 payment</li></ul>See the&nbsp;<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>&nbsp;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='1000.0000000000001'><col style="width:12.6603%"/><col style="width:17.147399999999998%"/><col style="width:18.589700000000004%"/><col style="width:51.602599999999995%"/></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 16 2026</td><td>October 15 2026</td><td>File Form 100S; extension applies automatically if taxes are paid by March 16.</td></tr><tr><td>New York</td><td>March 16 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&nbsp;to stop additional penalty accrual.</li><li>Request penalty abatement&nbsp;if you have reasonable cause (e.g., illness, natural disaster, or reliance on incorrect IRS guidance).</li><li>Correct late S elections&nbsp;using IRS relief procedures.</li><li>Work with a tax professional&nbsp;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:27.079899999999995%"/><col style="width:72.9201%"/></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 16</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:&nbsp;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:&nbsp;Cloud tools and regular reconciliations make year-end filing easier.</li><li>Set reminders for estimated taxes&nbsp;to avoid cash-flow surprises.</li><li>Engage professionals early:&nbsp;Partner with experts like&nbsp;<a href="https://1800accountant.com/calculators/s-corp-tax-calculator" target="_self">1-800Accountant</a>&nbsp;to track due dates and optimize deductions.</li><li>Review deductions quarterly:&nbsp;<a href="https://1800accountant.com/blog/s-corp-tax-deductions" target="_self">Our S corp deductions list</a>&nbsp;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 16, 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,&nbsp;<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

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When Are S Corporation Taxes Due in 2026?

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