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Physical Mailing from the Dashboard

Contents

 

Tax Managers can submit physical mailings directly from the Dashboard for available tax forms. This workflow lets you request mailing for all forms, a filtered population, or a specific selection of forms from the Forms table.

Please note: Taxbit uses a third-party print and mail vendor to fulfill physical mailing requests. In general, mailed forms are postmarked within 4 business days after submission to Taxbit, including 1 business day for Taxbit processing and 3 business days for vendor handling.

During tax season, Taxbit will notify clients of the deadline to submit physical mailing in advance of any statutory deadlines. Any mailings done after those deadlines can still be mailed, but there is no guarantee they will be postmarked by the statutory deadline. For more information on the Tax Season deadlines, please refer to this guide: Tax Season Timeline

For the steps on how to physically mail from the Dashboard, please refer to the following guide: How to Submit a Physical Mailing


Important Considerations

In order for a form to be physically mailed, you must initiate the mailing from the Dashboard. Forms will never be automatically mailed, even if the mailing preference is set to TRUE.

Note, however, there will be a banner on the Forms Page to indicate there are forms for accounts that have physical mail preference set to TRUE that have not yet been mailed. The banner will allow you to filter directly to this population in order to trigger mailing. It is also possible to filter for this population using

See below for some additional considerations regarding physical mailing. 

Requirement

Details
Mailing Address Mailing will be completed using the current mailing address included on the Account / Account Owner. If a mailing address is not available, Taxbit uses the current permanent address. If no current complete address is available, the address on the tax form will be used.
Return Address By default, the return address will be the Filer Name and Filer Address that was used on the form itself (not the current data on file). You can optionally set a different return address at the time of mailing. The return address must be a US address. 
Supported Forms In general, all PDF deliverables are available to be physically mailed. CSV deliverables are not available for physical mail.

However, please note that only the latest tax form for a given account, form type, and tax year can be mailed. See below for other reasons a tax form may not be mailed.
Supported Tax Years In-app mailing is available for TY2025 and later. For earlier tax years, please submit a request to Taxbit Support via this online support form to mail the form(s): Physical Mailing Request Form
User Role Only users with the Tax Manager role can submit physical mailing requests.
Mailing Cost Each successfully mailed form incurs a per-form cost of typically about $1-$2. Note that forms with higher page counts will cause the price to increase (e.g., Form 1099-DA). Subject to change based on current postage costs.
Irrevocable Once a form has been submitted for physical mail and sent to our print vendor, it is generally not able to be revoked.

Please note: A support ticket is no longer required to issue forms for physical mail, other than for unsupported tax years mentioned above.


Review Mailed Forms

In order to review the forms that have been physically mailed, there are multiple reports available, outlined below.

Report Details
Mailing Request Report The Mailing Request Report will be available directly within the notifications section once a mailing request has been completed. The report will include a row for each of the forms included in a single request for mailing, indicating whether the form was ‘Mailed’ or ‘Not Mailed’. If the status is ‘Not Mailed’, there will be a clear description outlining the reason mailing could not be completed (e.g., incomplete address).
Forms Table Export

The Forms Table Export is available directly from the Forms Page via the Export button. This report includes all of the information within the table, with some additional details on mailing – fields outlined below.


  • Mailing Status
  • Mailed On Date
  • Recipient Address
  • Return Address

For more information on the Forms Page Exports, please refer to the following guide: Forms Page Exports
Mailing Status Report The Mailing Status Report is available from the Reports Page of the Dashboard. This report includes a row for each account, form type, and tax year that has been mailed, reflecting the latest mailed date (if there are multiple). For more details on this report refer to this guide: Mailing Status Report

 

Mailing Issues

Some forms may be excluded from a batch even when the overall request is submitted successfully. This will be identified in the Mailing Request Report described above.

Issue

Details

Invalid recipient mailing address

The mailing address does not meet mailing validation requirements.

Invalid return address

The selected or default return address is not a valid U.S. mailing address.

Not latest form generated

The selected form is not the latest generated version for that account and form type.

Unsupported country

The recipient country is not currently supported by our vendor for mailing. For more information on which countries are not supported, please refer to the following page: International Mail Service Suspensions

Page limit

The form exceeds our vendor’s 120-page mailing limit.

Already mailed

The form has already been mailed and the mailing address has not changed since the earlier mailing. Note that only changing the mailing address will allow you to mail the form again. Changes to any other fields (e.g., name, return address, etc.) will not allow you to mail the form again.

Please note: A form that cannot be physically mailed will not prevent other forms in the same batch from being mailed.