Frances De Leon

Why Customization and Scalability Matter in Your Accounting Software

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Why Customization and Scalability Matter in Your Accounting Software One Size Doesn’t Fit All As your business evolves, so do your financial requirements. What works for a startup in its first year may not support a growing team, expanding revenue streams, or multi-entity reporting. That’s why choosing accounting software with customization and scalability isn’t just a nice-to-have—it’s essential for long-term success. In this post, we break down what these features mean, why they matter, and how the right platform can adapt with your business through every stage of growth. Table of Contents Why Customization Matters Every business is different. From how you recognize revenue to how you structure reports, your workflows are unique. Off-the-shelf solutions often fall short when it comes to these specific needs. Customization allows you to: These tailored workflows reduce manual entry, improve accuracy, and give your team the clarity it needs to make better decisions. A customized system isn’t just more efficient, it’s also easier to adopt because it mirrors your operations instead of forcing you to adapt to generic defaults. Why Scalability Is Essential If your current accounting system only works when your business is small, it becomes a problem the moment you grow. Scalability means your platform can handle: The most scalable tools grow with you. Rather than switching platforms every time your business hits a new milestone, scalable software lets you unlock features gradually—such as advanced reporting, audit trails, or consolidation functionality—without disrupting your operations. Examples of Growth in Action Small Business Scaling Up:A growing e-commerce brand started with basic accounting software. As order volume increased and inventory processes became more complex, they customized the system to automate stock tracking and integrate payment processing. This helped reduce errors and manual work, while keeping reporting accurate and up to date. Mid-Sized Company Expanding Globally:A manufacturing business expanded into new markets. Their accounting system scaled with them, supporting multi-currency transactions, multiple entities, and integration with their ERP. The company maintained consistent reporting across regions and stayed audit-ready without switching platforms. What to Consider When Choosing a Platform When evaluating accounting software, consider: MontPac’s Recommendation At MontPac, we’ve helped clients at every growth stage select and implement accounting systems that are both flexible and scalable. We’ve seen what happens when businesses outgrow their platforms and how much time and cost it takes to recover. Our recommendation is simple: choose software that fits your current needs, but can scale with your operations. A strong foundation now will save you from rushed migrations, rework, and reporting gaps later. We can guide you through platform selection, help customize workflows, and manage implementation. Whether you’re just starting to formalize your finance stack or considering a move to something more robust, we’ll make sure your accounting system works for you, not the other way around.

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United States Tax Compliance and Filing Obligations for January 2026

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United States Tax Compliance and Filing Obligations for January 2026 January is one of the busiest compliance months for U.S. businesses. Between federal filings, state tax payments, payroll reporting, and license renewals, deadlines stack up quickly especially for companies operating in multiple states. This article is a quick reminder to double-check your January tax and compliance filings. The start of the year brings some of the most deadline-heavy obligations for U.S. businesses, from federal payroll filings to state tax payments, 1099s, W-2s, and more. Table of Contents Federal Obligations (All States) By January 15 By January 31 State-Level Obligations Commonly Due in January These apply based on nexus (physical, economic, or employee presence). 1. State Income & Franchise Taxes Common January Requirements Examples 2. Sales & Use Tax January Activity Examples 3. Payroll & Employment Taxes (State) Common January Deadlines Examples 4. Annual Reports & Entity Compliance Some states require annual or biennial reports in January: Examples 5. Business Licenses & Renewals JANUARY COMPLIANCE QUICK CHECKLIST ✔ Issue W-2s and 1099s ✔ File federal payroll returns (941 / 940) ✔ Pay Q4 estimated taxes (federal + state) ✔ File December sales tax returns ✔ File Q4 state payroll & unemployment reports ✔ Renew licenses and registered agent services ✔ Confirm entity is in good standing with each state  Important Notes MontPac’s Recommendation January compliance is not the time to rely on memory or spreadsheets. The combination of payroll filings, information returns, estimated taxes, and state-level requirements makes this month particularly high-risk for missed deadlines. At MontPac, we recommend setting up a centralized compliance calendar and reviewing all federal and state obligations before year-end. For multi-state businesses, having a dedicated accounting partner monitor filings, payments, and renewals can significantly reduce risk and administrative burden. If you’re unsure which January filings apply to your business or how many states you’re actually required to file in, our team can help you identify gaps and coordinate with our network of trusted tax partners to ensure full compliance.  With the right preparation and support, January doesn’t have to be overwhelming. It can be a strong start to a well-managed financial year.

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Why GAAP Compliance Matters Sooner Than You Think

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Table of Contents Proper Accounting Isn’t Just for the Big Companies When you’re building a startup, it’s easy to focus on growth, fundraising, and product-market fit and push things like accounting compliance down the road. After all, if you’re not being audited or preparing for an IPO, why bother with GAAP (Generally Accepted Accounting Principles), right? We’ve seen both sides of that decision. One startup we worked with built their accounting foundation the right way from the start—GAAP-compliant workflows, clean reporting, and well-documented processes—even before landing their first customer. Years later, when investors came in, due diligence went smoothly, and funding closed quickly. Another one of our clients came in with outdated books, managed informally by a relative, and not GAAP-compliant. Cleaning up and reconciling six months of backlogged records slowed down their fundraising and cost them valuable momentum. These two stories show the difference early compliance makes. Waiting too long to adopt GAAP can slow you down at exactly the wrong time—when you’re trying to raise capital, bring on strategic partners, or prepare for an acquisition. The companies that move fast during due diligence, raise at better valuations, and scale with confidence are the ones that treated GAAP not as a regulatory burden, but as a strategic advantage. GAAP reporting can sometimes obscure what is really important in your day to day operations; cash.  Your business runs on cash flow so losing visibility is not good.  However, there are reports that can bridge the two worlds of proper accounting and cash flow insights. What Is GAAP and Why Should You Care? Key GAAP features include: GAAP brings structure, transparency, and consistency to your financial reporting.   One thing to consider is that unless explicitly stated on the financial statements, the viewers will assume they were prepared in accordance with GAAP.  (That is not to say that they are audited, fully GAAP compliant financial statements. That is a rigorous process that encompasses a lot more accounting and disclosures that you would not likely complete on a monthly basis at a non-public company.)  With this in mind, if you present financial statements in a cash basis without unpaid liabilities recorded are you really being forthright to the stakeholders of your business? GAAP accounting requires a little more effort but there are a number of clear benefits. 1. GAAP Reduces Friction in Fundraising As soon as you start raising significant institutional capital, investors will request audited or reviewed financial statements—or at the very least, accrual-based reports that conform to GAAP principles.  If you’re still running cash-basis books in QuickBooks with no clean documentation, here’s what happens: On the other hand, GAAP-compliant financials show maturity, reduce back-and-forth, and make you look like a company that’s ready to scale. It’s not just about accuracy—it’s about credibility. You avoid being “unauditable” and could also delay the need for a costly audit. 2. GAAP Gets You Ready for M&A or Strategic Partnerships Acquirers and strategic partners want to see clean, auditable financials. If you’re preparing for an acquisition (or even thinking about it in the next 12–24 months), switching to GAAP at the last minute is risky and expensive. With GAAP already in place, you can: The last point is not always a deal killer but it is certainly not a fun discussion to have with your investors.  Early compliance is like preparing your house for sale—you want everything looking clean, stable, and trustworthy before buyers show up. 3. GAAP Gives You Better Visibility Into the Business Founders who operate on cash-basis accounting often have a distorted view of their financial performance. GAAP provides a more accurate, consistent picture by matching revenue with the costs incurred to earn it. This helps you: When you’re trying to make hiring decisions, evaluate pricing, or model runway, cash-basis accounting hides the real story behind your numbers.. 4. GAAP Makes Your Accounting Systems More Scalable As your business grows, complexity increases. You’ll need to: Without GAAP, these complexities become pain points. But with GAAP-compliant systems and policies already built in, your back office won’t become a bottleneck when growth accelerates. At MontPac, we work with early- and growth-stage companies every day and we’ve seen what happens when founders delay GAAP adoption until it’s too late. The truth is, early adoption of GAAP makes your life easier down the line. We recommend transitioning to GAAP before your next fundraising round, especially if you’re approaching Series A or Series B. This way, your books are already clean, your metrics are reliable, and your team isn’t scrambling to fix errors during diligence. MontPac helps clients make this shift strategically and efficiently. Our teams understand the startup landscape, and we tailor our GAAP implementation based on your industry, business model, and growth plans. Final Thoughts GAAP compliance isn’t just about checking a box. It’s about being prepared for the moments that matter: raising capital, negotiating an acquisition, or scaling with clarity. By adopting GAAP sooner rather than later, you reduce risk, save time, and signal maturity to investors and potential acquirers..   Don’t wait for someone to force you into compliance. Take the lead, get your systems in order, and build a finance foundation that grows with you.

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Customization and Scalability in Accounting Software

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In today’s dynamic business landscape, the need for robust and adaptable accounting software has never been more critical. Businesses, regardless of their size or industry, require solutions that not only cater to their current needs but also evolve with them. This is where customization and scalability in accounting software come into play. Let’s delve into why these features are essential and how they empower businesses for sustainable growth. Table of Contents The Need for Customization Every business is unique, with specific processes, requirements, and goals. Off-the-shelf accounting solutions may offer a broad range of features, but they often fall short in addressing the nuanced needs of individual businesses. Customization bridges this gap by allowing companies to tailor the software to their unique workflows and preferences. The Power of Scalability As businesses grow, their accounting needs become more complex. Scalable accounting software ensures that the system can handle increasing volumes of transactions and data without compromising performance. Real-World Examples Choosing the Right Software When selecting accounting software, businesses should consider their current needs and future growth plans. Key factors to evaluate include: Conclusion Customization and scalability in accounting software are not just desirable features; they are essential components for businesses aiming for long-term success and growth. By investing in a solution that adapts to their unique needs and scales with their growth, businesses can achieve greater efficiency, improved decision-making, and enhanced financial management. As the business environment continues to evolve, the ability to customize and scale accounting software will remain a critical factor in maintaining a competitive edge. Whether you’re a small startup or an expanding enterprise, choosing the right accounting software can empower you to navigate the complexities of growth with confidence and agility.

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How to Create a Financial Dashboard for Your Business

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As entrepreneurs, gaining real-time clarity into our business’s financial performance is paramount. A financial dashboard serves as an invaluable tool for this purpose. It provides a visual representation of key financial metrics that will empower entrepreneurs and their team to make timely and informed decisions. Creating an effective dashboard requires careful planning, a clear understanding of your business goals, and the right tools. Here’s a step-by-step guide to building a financial dashboard that can drive your business’s success. Table of Contents 0. Ensure Your Accounting is Accurate Before building any dashboard, you need reliable numbers to feed it. Even the most visually appealing dashboard will mislead you if your bookkeeping and accounting contain errors or inconsistencies. Make sure your books are up-to-date, reconciled, and compliant with accounting standards. This foundation ensures that your KPIs are based on accurate, trustworthy data — turning your dashboard into a tool for smart decision-making rather than guesswork. 1. Identify Key Performance Indicators (KPIs) Consider your Key Performance Indicators (KPIs) as the vital signs of your business. The foundational step is to identify which metrics are most critical to your unique operations. A helpful framework is to trace the flow from marketing activities to cash generated. For example, some might track new leads generated, lead conversion to sales opportunities percentage, sales close rate, days sales outstanding, etc.  The right KPIs will depend on your industry, business model, and specific objectives. Choose metrics that provide actionable insights and align with your strategic goals. 2. Choose the Right Dashboard Tool Fortunately, there are numerous tools available for creating financial dashboards, ranging from simple spreadsheet templates to sophisticated business intelligence (BI) software. When evaluating options, consider: Popular options include Microsoft Power BI, Tableau and Looker.  Whatever tool you use should be able to pull data from various sources like your CRM and accounting software. 3. Design for Clarity and Impact An effective financial dashboard goes beyond just presenting numbers; it’s about how that data is visually communicated. Design a logical and easily digestible layout. Grouping related metrics together enhances organization and comprehension.  Furthermore, leverage visual elements such as charts, graphs, and gauges to clarify complex data. For example, a bar chart might illustrate monthly revenue trends, while a pie chart could show the distribution of expenses. The goal is to create a dashboard that presents complex financial information in a way that is accessible and actionable.  Determine what period makes sense for each metric. Perhaps monthly for financial items but daily may be better for marketing purposes. 4. Embrace Real-Time Data Integration For a financial dashboard to be truly effective, it needs to display up-to-date information. This means integrating your dashboard with your data sources to pull in real-time data. Automating data feeds minimizes the risk of errors and ensures that your dashboard reflects the most current financial situation. Regular updates allow you to respond quickly to emerging trends or issues. 5. Customize for Different Users Different stakeholders in your business will have different needs when it comes to KPIs. Customize your dashboard to cater to these varying needs. For example, the CEO might need a high-level overview of all KPIs, while the CFO might require more detailed metrics related to cash flow and financial forecasting. Access should be tailored to the users’ needs and ability to see sensitive financial information.  Customizing dashboards for different users ensures that everyone has access to the information they need to perform their roles effectively. 6. Incorporate Predictive Analytics To take your financial dashboard to the next level, consider incorporating predictive analytics. This involves using historical data and statistical models to forecast future financial performance. Predictive analytics can help you anticipate trends, identify potential risks, and make proactive decisions. For instance, you could use forecasting models to predict cash flow shortages and plan accordingly, or to identify the impact of market changes on revenue. By integrating these insights into your dashboard, you can move beyond mere reporting and start using data to drive strategic decisions. 7. Regularly Review and Update Your Dashboard A financial dashboard is only useful if it remains relevant. As your business grows and evolves, so too should your dashboard. Regularly review the KPIs and data sources to ensure they align with your current business goals and challenges. Updating the dashboard with new metrics, or refining existing ones, ensures that it continues to provide value and supports informed decision-making. MontPac Recommendations Creating a KPI dashboard is a powerful way to gain insight into your business’s operational and financial health to drive informed decision-making. But before you start building, make sure the underlying data is rock-solid. A dashboard is only as good as the accounting records it draws from. Our team of accountants and CFOs can help lay that foundation. Our team can reformat your chart of accounts, streamline your bookkeeping, and ensure your accounting is accurate, consistent, and ready for dashboard integration. We designed our internal dashboard to start with leading indicators from marketing and sales liquidity, tracking dozens of metrics between new leads and cash receipts. Every business has different KPI needs, but making KPIs available in a timely manner enables all stakeholders to respond quickly to changing trends — whether good or bad. Ultimately, the results should show up in improved profit and cash flow. Ready to explore how a customized KPI dashboard can transform your business? Let’s talk. 

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Cash Accounting vs. Accrual Accounting: Which One Works Best for Your Business?

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When it comes to managing your business finances, the foundation of good decision making is having the right information, at the right time. All companies must adopt an accounting method that aligns with their operational needs, regulatory requirements, and long-term financial strategy. The two primary accounting methods for any business are ‘cash accounting’ and ‘accrual accounting’. Each has their own perks and quirks. So, which one is the best fit for your business?  Our experts at MontPac break it down below in simple terms: What is Cash Accounting? Cash accounting is as straightforward as it sounds, you record money when it actually changes hands. If cash hits your bank, it’s income. If you pay a bill, it’s an expense. No waiting, no guesswork. It’s mostly suited to small businesses that want to keep things simple. Why Businesses Love Cash Accounting: The Downsides: What is Accrual Accounting? Accrual accounting takes a more forward-thinking approach, recording income when it’s earned (even if you haven’t been paid yet) and expenses when they’re incurred. It provides a deeper, more accurate view of your business’s financial performance, making it MontPac’s go to method for any business looking to scale and grow. Why Businesses Love Accrual Accounting: The Downsides: So, Which One Should You Choose? If you’re a small business with simple finances and want to keep things easy, cash accounting may just be your best bet. But if you’re looking to grow, pursue outside investment, or get a clearer financial picture, accrual accounting is most definitely our recommended way to go. At MontPac, we have 20 years of experience helping businesses navigate these decisions with ease. Whether you’re keeping it simple with cash accounting or stepping up to accrual accounting, our team is here to guide you every step of the way. Get in touch today to see how we can help your business thrive!

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The Role of Cybersecurity In Protecting Financial Data

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As a business owner, your financial data is one of your most valuable assets. It keeps everything running, including payroll, expenses, cash flow, and customer transactions. However, as more businesses rely on digital systems, financial data has also become a prime target for cybercriminals. A security breach can cost you time, money, and, most importantly, your customers’ trust. Cyber threats are more sophisticated than ever, so protecting your financial information is one of the most necessary parts of running a successful business. At MontPac, we specialize in accounting services while prioritizing security. We ensure that your financial data is handled with strict security measures so you can focus on growing your business without worry. Why Financial Data Security Should Be a Priority Imagine if a hacker accessed your bank accounts, stole customer payment details, or held your financial records for ransom. The impact goes beyond financial losses. It can damage your company’s reputation and disrupt your operations. Cybercriminals target financial data because it is highly valuable. If your business is not prepared, a single phishing email or weak password could expose sensitive information. The best approach is to be proactive—addressing security risks before they turn into costly breaches is much easier than fixing the damage later. Common Cyber Threats Business Owners Face Understanding the risks is the first step in protecting your business. Here are some of the most common threats: Now that you know what is out there, let’s look at how to protect your business. 1. Control Who Has Access Not everyone in your company needs access to sensitive financial data. Limiting access to only those who need it is one of the best ways to prevent breaches. 2. Encrypt Your Data Encryption protects your financial data by converting it into a code that can only be read with the correct key. Even if hackers gain access, they will not be able to use the data. 3. Train Your Team Human error is one of the biggest security risks for any business. Employees need to understand cybersecurity threats and how to avoid them. Training should cover: 4. Keep Your Systems Up to Date Cybercriminals often exploit outdated software with known security flaws. Keeping your systems updated makes it harder for hackers to gain access. 5. Have an Incident Response and Business Continuity Plan for Cybersecurity Incidents No business is entirely immune to cyber threats. Having a clear mitigation plan in place to help you respond quickly if an attack occurs. Your cybersecurity plan should include: 6. Stay Compliant with Security Regulations Many industries have frameworks and regulations to protect personal and financial data. Compliance not only helps you avoid fines but also strengthens security. Some key frameworks or regulations include: If your business processes payments, stores customer data, or works with financial institutions, following these guidelines helps protect against legal and financial risks. MontPac Recommendation Here are the steps that we recommend to ensure that all financial data is handled with a high level of protection: Protecting your financial data is about more than preventing losses. It is about securing the future of your business. By implementing strong access controls, encrypting data, training employees, keeping systems updated, and following compliance regulations, you can reduce cybersecurity risks.

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Accounting Tips for Startups

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Launching a business is the start of an exhilarating journey filled with creativity, innovation, effort and the ability to turn ideas into reality. Amidst the excitement, accounting is probably not the first thing on an entrepreneur’s mind. However, proper financial management is crucial for the sustainability and growth of any startup. At MontPac, we have assisted 1,000’s of companies to go from inception to exit during the past 18 years and we have developed a few strong opinions along the way. Here’s a comprehensive guide on key financial considerations every startup should keep in mind. 1. Choosing the Right Accounting Method Startups typically have two primary accounting methods to choose from: cash basis and accrual basis. Unless your business model is very simple, we recommend accrual accounting.  It is a little more complicated but in most cases vastly more useful in showing your financial position.  Cash is still and will always be king so couple accrual accounting with some cash forecasting if that is helpful. 2. Setting Up a Chart of Accounts A chart of accounts is a structured list of all the accounts used to record financial transactions in the general ledger. This tool helps in organizing financial data and is essential for generating meaningful financial reports. Key categories include: The chart of accounts for your business could be straightforward but we recommend structuring the revenue and expenses into cost centers or departments.  Research & Development, Sales & Marketing and General & Administrative are the typical departments.  If you plan to be audited some day or if your goal is to be acquired by a large corporation this structure will align with the acquiring entity. 3. Financial Reporting and Analysis Regular financial reporting provides insights into the financial health of the startup and supports strategic decision-making. Key financial statements include: 4. Budgeting and Forecasting Creating a budget helps in planning and controlling financial resources. It involves estimating revenue and expenses for a specific period and serves as a financial roadmap for the business. Regular forecasting helps in adapting to changes and making informed decisions. Knowing when you will break even, run out of capital or become cash flow positive is critical and a diligent financial plan or budget will show you that.  Combined with good monthly reporting analysis of comparisons to plan is the tool that allows you to iterate and become successful.  5. Cash Flow Management Cash flow is the lifeblood of any startup. Managing cash flow effectively ensures that the business has enough liquidity to meet its obligations and seize growth opportunities. Key practices include: When customers pay you and when pay vendors have a huge impact on your cash flow.  A profitable business can still fail if it runs out of cash.  We recommend a 13 week cash flow of ins and outs so if a liquidity problem arises you have time to solve it.   6. Tax Compliance Navigating the complexities of tax compliance is critical for startups to avoid legal issues and penalties. Key tax considerations include: Life is simpler when the government is not sending you scary mail.  Invest some time staying in compliance because it can be expensive to fix and delay or prevent funding or acquisitions. 7. Utilizing Technology and Tools Leveraging modern accounting software can streamline financial management processes and enhance accuracy. Tools like QuickBooks, Xero, and FreshBooks offer features such as invoicing, expense tracking, and financial reporting. Additionally, integrating AI-driven tools can provide advanced insights and automate routine tasks. Think about not just your current situation but a couple years out.  Outgrowing the tools in your finance and accounting tech stack can cause big problems.  Find tools you won’t outgrow in the next couple of years. 8. Seeking Professional Guidance Engaging with financial advisors or accountants can provide valuable expertise and ensure compliance with financial regulations. They can assist in setting up accounting systems, managing tax obligations, and offering strategic financial advice. Find one that has experience with companies at your stage and can help them go well beyond that stage.   Conclusion Accounting might not be the most glamorous aspect of running a startup, but it is undoubtedly one of the most crucial. By establishing solid accounting practices from the beginning, startups can navigate the financial complexities of business growth, ensure compliance, and pave the way for long-term success. Whether you’re just starting out or looking to refine your financial management processes, keeping these key considerations in mind will help you build a strong financial foundation for your startup.

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The Complete Guide to Filing 1099s in 2025

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As we step into 2025, business owners must prepare for one of their critical annual responsibilities: filing 1099 forms. Whether you’re a seasoned entrepreneur or a new business owner, understanding how to handle 1099s can save time, reduce errors, and help you avoid penalties. This blog walks you through everything you need to know for 2025, including key updates and actionable steps. Below is a quick summary of what you’ll find: What is a 1099 Form? A 1099 is a tax form that businesses use to report certain types of payments to the IRS. Unlike employee wages, which are reported on W-2 forms, 1099 forms are used for non-employee income. The most common 1099 forms include: Key Changes to 1099 Filing in 2025 Several changes have been introduced in recent years that affect how businesses file 1099s: Who Needs a 1099? You must issue a 1099 form to anyone you paid over $600 in 2024 for: Exceptions to 1099 Requirements: Steps to File Your 1099s in 2025 Filing 1099s involves several steps, but staying organized makes the process much easier. Here’s what you need to do: Step 1: Collect Information Early Request a completed W-9 Form from every contractor or vendor before making payments. This form contains essential information like: Step 2: Track Payments Throughout the year, use accounting software like QuickBooks to track payments to contractors and flag those requiring a 1099. Accurate bookkeeping ensures you don’t miss anyone.Make sure that banks and cash in safe are completely reconciled with the accounting software. Step 3: Verify TINs Use the IRS TIN Matching Tool to confirm the accuracy of Taxpayer Identification Numbers. This reduces the risk of errors when filing. Step 4: Choose a Filing Method You can file your 1099s in one of two ways: Step 5: File by the Deadlines Step 6: Retain Records Keep copies of all 1099 forms and related records for at least three years in case of an audit. Best Software for Filing 1099s To make the filing process more manageable, several software options are available to streamline your 1099 reporting: Avoid Common Mistakes Avoiding errors is just as important as meeting deadlines. Here are the most common mistakes and how to avoid them: Simplify 1099 Filing with MontPac Navigating 1099 filing requirements can be daunting, especially with changing regulations and tight deadlines. MontPac offers expert assistance to help businesses streamline this process: With MontPac, you can focus on growing your business while we take care of your 1099 filing needs.

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