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Key Concepts

The platform supports three distinct account types, each designed for different use cases:

Accountant

Purpose: For accounting firms and professionals managing multiple client accounts.Comes with an accountant portal, where you can view all clients at glance. Insights for your clients. You can also manage which users have access to which clients, which users can manage client access.

Features:

  • Manage multiple client accounts
  • Manage your own firm filings
  • Client access management with granular permissions

Business

Purpose: For businesses that need to file 1099 forms for their vendors/contractors. As we expand, additional features may be added to enable running of your business. If you are a business owner, you should select this account type.

Features:

  • Manage 1099 filings for the business
  • Team member management
  • Role-based access control
  • Integration with accounting software (QuickBooks, Xero)

Individual

Purpose: For individual taxpayers who need to file 1099 forms for the payments made to independent contractors.

Features:

  • Personal account management
  • Simplified interface for individual use
  • Basic 1099 filing capabilities

User Roles & Access

User Types:

  • Owner: Full access to the account. There can be only one owner per account. Please contact us to transfer the ownership from one user to another. Please make sure the new owner is an admin on the account. We also require you to provide the necessary documentation to establish you as the new owner of the company. This could include
  • Admin: Full administrative access and can perform any action on the account
  • Standard User: Access based on assigned roles. See more roles for additional details.

User Roles:

  • Client Representative: This role is applicable only to accountant accounts. Users with this role can add new clients, work on the clients the user has access to. New clients will not be accessible to this user
  • Client Manager: This role is applicable only to accountant accounts. Users with this role can manage clients and other users' client access. All new clients will be accessible to this user
  • Team Member: Users with role can view team members and their current access to the account
  • Team Manager: Users with this role can add/edit/delete team members and their current access to the account
  • 1099 Prepare: Users with this role can prepare 1099 forms. Can add/edit/delete payees, 1099 forms, and import data
  • 1099 Submit: Users with this role can review/audit and submit 1099 forms for processing

Filing Season:

The IRS typically begins accepting forms from 1st week of Jan to 2nd week of Nov.
The 1099SmartFile system is open for business throughout the year, however, filings submitted when IRS is not accepting filings will be staged and transmitted when the IRS opens for business.

Peak Season Dates:

We offered tiering pricing, but the tiered pricing is only applicable for the peak season dates, which goes from Dec 1st to Apri 1st. Forms submitted after these dates will be charged at regular per form price.

Filing Due Dates:

Even though the IRS accepts the forms for most of the year, the forms due early in the year. These due dates vary by the form type, box amounts and whether your filing electronically or not. Please checkout out forms page for up to date information.

Filings submitted after these due dates are considered late. Our product notifies when you need to submit your filings to us (typically 12 hours before the IRS due date) do that they are filing on time with the IRS.

Per IRS regulations, you are required to provide a print a copy of the 1099 form to the recipient. They need to be post marked on before Jan 31st.

We use externally print vendor to have your forms printed and mailed and you need to submit forms to us 2 business days before, so that your forms postamrked before Jan 31st. Our product will notify you of these important dates as you use our product.Comprehensive Guide to the

Filing Season and Critical Deadlines

IRS Filing Acceptance Period

The Internal Revenue Service (IRS) maintains a specific window for the electronic submission of tax forms. Typically, the IRS officially begins accepting these forms from the first week of January and continues to process submissions through the second week of November. While this constitutes the primary filing season, it is crucial for filers to be aware of the specific due dates for each form type.

1099SmartFile System Operational Status

The 1099SmartFile platform operates year-round, offering continuous service for our users. However, any filings submitted outside of the IRS's official acceptance window (i.e., between the second week of November and the first week of January) will not be immediately transmitted to the government agency. Instead, these submissions will be securely staged within our system and will be transmitted to the IRS automatically once their electronic submission portal officially reopens for the new filing year.

Peak Season and Tiered Pricing Structure

To accommodate high submission volumes leading up to the filing deadlines, the cost-effective tiered pricing structure is exclusively applicable during the Peak Season (December 1st through April 1st).

Submissions received after the Peak Season dates (beginning April 2nd) will automatically revert to the standard, fixed per-form price. This off-peak pricing is higher due to the lower volume of submissions and the need to maintain infrastructure during this period.

Key Determinants of Due Dates:

While the IRS accepts forms for a large portion of the calendar year, the actual deadlines for submitting the forms are concentrated early in the year. The precise due date for your filing is not monolithic; it is highly dependent on several factors:

  1. Form Type: Different IRS forms (e.g., 1099-NEC, 1099-MISC, 1099-K) often have distinct due dates.
  2. Box Amounts and Content: Certain forms may have filing deadline exceptions based on the amounts reported in specific boxes.
  3. Method of Submission: Electronically filed forms may occasionally have a later due date than paper-filed forms.

We urge all filers to consult our dedicated Forms Page for the most accurate and up-to-date information on specific IRS due dates for all supported form types.

Late Filing Policy:

Any filing transmitted to the IRS after the official, specified due date is formally considered late and may be subject to penalties by the IRS. To assist our users in meeting these critical deadlines, the 1099SmartFile product incorporates a robust notification system. This system will alert you to the internal deadline for submitting your complete filing to us. This internal deadline is typically set 12 hours prior to the official IRS due date to ensure we have sufficient processing time to guarantee the timely and successful transmission of your forms to the IRS.Recipient Copy and Print Delivery Due Dates

A mandatory requirement of IRS regulations stipulates that the payer must furnish a printed copy of the 1099 form to the recipient. This copy must be officially postmarked on or before the critical deadline of January 31st of the relevant filing year.

Print Submission Requirements for Timely Mailing:

To manage the logistics of large-scale printing and mailing while guaranteeing the January 31st postmark deadline, we rely on an external, specialized print vendor. Therefore, to ensure that your forms are processed, printed, and postmarked by the mandated date, you must submit your final, complete forms to the 1099SmartFile system two full business days in advance of the January 31st deadline.

Our service will actively inform you of these crucial internal print submission deadlines as you navigate and utilize the print and mail functionality within our product. Adhering to this two-business-day lead time is essential to comply with the IRS postmark requirement.

Important Dates:

December 1st Week: 1099SmartFile commences accepting forms for the upcoming filing season.

January 1st Week: The IRS begins accepting forms. 1099SmartFile transmits all forms submitted up to this date and subsequently commences regular, multiple daily file transmissions.

January 31st: This date serves as the official deadline for the majority of forms and the due date for providing recipient print copies. Users must submit their files at least 12 hours prior to the official deadline for e-filing and 2 business days before for print submissions.

April 1st: The peak filing season concludes. Forms submitted after this date will be subject to a per-form price, and tiered pricing will no longer be applicable.

November 2nd Week: The IRS ceases accepting forms for the current year.