Tax Season FAQs

General
Ingestion
Eligibility
Form Generation
Data Corrections
Filing
Form Delivery

Tax season involves several steps, from preparing and validating your data to reviewing eligibility, generating forms, delivering recipient copies, and approving filings. This guide answers common questions about completing these workflows in the Taxbit Dashboard and resolving issues that may arise along the way. Use this FAQ to find guidance on reviewing data before form generation, updating account or form information, managing corrections and voids, tracking form and filing status, delivering forms, and contacting Taxbit Support. For detailed instructions, follow the related guides linked throughout this article.

General

Q: How do I contact Taxbit Support during tax season?

For most questions, feel free to ask Taxbit Assist, or use the Help or Contact Us option in the Dashboard or submit the appropriate Taxbit support form. Include the organization, tax year, form type, affected account IDs or population, a clear description of the issue, and any relevant export or error details.

Use the outage option for a critical incident. Severity 1 and Severity 2 incidents receive around-the-clock handling under Taxbit’s standard SLA. Customer Experience owns customer communication, coordinates with Engineering for technical issues, and involves tax SMEs when tax interpretation is needed.

For non-urgent requests, use the applicable support form and allow the response time described in the current SLA. SLA resolution times are targets, not guarantees, and actual resolution depends on the issue and required fix.

Please refer to the following guides for additional information: Contacting Taxbit Customer Support

Q: What are the current extension rules?

Extension availability depends on the form type and tax year. Under the current published US guidance, a 30-day extension is available for Forms 1099-MISC, K, INT, DIV, R, B, DA, 1042-S, and 5498. No extension is available for Form 1099-NEC.

The recipient-copy extension is not automatically approved, so Taxbit still recommends delivering recipient copies by the original deadline. The IRS filing extension is automatically granted under the published process. Always follow the annual timeline and extension communications for the applicable tax year.

Please refer to the following guide for additional information: US Tax Season Extensions

Q: Where can I track form, filing, and mailing status?

Use the Dashboard pages and reports for the relevant stage:

Active Jobs: Track eligibility, form-generation, and mailing jobs while they are processing.
Forms: Review generated forms and form-level delivery status.
Notifications: Download completed Data Validation and Mailing Request Reports.
Filing: Review filing approval status, approval details, and filing history.
Reports: Review reconciliation reports and the Mailing Status Report.

If you need a regulatory acceptance receipt that is not available in the Dashboard, please contact Taxbit Support by submitting a request: Online Request Submission Form

Ingestion

Q: What data do I need to ingest before generating forms?

Before generating forms, confirm that the applicable filer is set up under Settings and that the filer’s name, address, and contact information are accurate. Then ingest the required Account/Account Owner data, followed by Transactions and/or Form Data.

Customers using an API integration do not need to ingest data directly through the Dashboard.

For additional information, please refer to the following guides:

Q: In what order should I ingest data for a new account?

To generate a tax form for an account that is not already in Taxbit, ingest the associated Account Owner/Account data first, then the Transactions or applicable Form Data for the account.

Q: What should I do if my import has invalid rows?

After uploading a file, open the file’s options menu and select Download Summary Reports. Review the Summary report to identify the affected rows and specific issues, and to review the overall counts.

Correct the source file and upload it again through the Ingest page. If the file is in Needs Review status, review the valid, invalid, and warning rows, then select Approve File to ingest all valid data or Reject File to reject the entire file.

Q: What should I do if my ingested data is incomplete or invalid?

On the Eligibility page, select the applicable form and tax year, review the Incomplete Account Data count, and filter the table to “Data Validation: Incomplete.” Export the Data Validation Report from the Eligibility page, download it from the Notifications tab, and review the issue details.

Correct the source data and re-ingest it through the appropriate data-ingestion workflow. After the corrected data is ingested, review the updated validation and eligibility results before generating forms.

Common validation issues include incomplete or improperly formatted names, addresses, or TINs. Some form types have additional requirements, so use the validation report and the applicable data-requirements guide as the source of truth.

Please refer to the following guide for additional information: How to Identify Incomplete Data

Eligibility

Q: How do I review my data before generating forms?

Use the Dashboard to review the data for the applicable tax form and tax year before generating forms:

Confirm that each required filer is set up under Settings and that the filer’s name, address, and contact information are accurate.
Confirm that Account and Account Owner data has been ingested, followed by Transactions and/or Form Data as applicable. Customers using an API integration do not need to upload the same data through the Dashboard.
Review reconciliation reports from the Reports page and/or Eligibility page. Compare counts, totals, amounts, and other expected populations against the data in Taxbit.
On the Eligibility page, select the relevant form and tax year. Review the eligible population, data-validation results, and any accounts that need to be added to or removed from scope.
Download a QA Package to review draft forms and the associated CSV data before generating final forms.

After correcting any issues, re-ingest the updated data and repeat the review before generating forms. For additional information, please refer to the following guides:

Q: What is eligibility status?

The eligibility status indicates whether an account is in scope to receive a specific tax form for a specific tax year. Forms can only be generated for accounts that are eligible and have complete data.

You can adjust the reporting population by adding eligible accounts to scope or removing accounts from scope, where applicable. Eligibility is separate from Data Validation: an account may be eligible but still have incomplete information that prevents form generation.

Please refer to the following guide for additional information: Eligibility Statuses

Q: How is eligibility determined?

Eligibility is determined for each account, form type, and tax year using the information available in Taxbit. The evaluation generally includes:

Account Owner information, including tax residency. Tax residency may be determined from the tax country on the Account Owner or from tax documentation such as a W-9, W-8, or self-certification.
Transactions and/or Form Data, including whether the relevant reporting threshold or other form-specific requirements are met.
Exemptions and jurisdiction-specific rules.

If both Transactions and Form Data are provided, Form Data is used for eligibility and reporting for the applicable form. Eligibility calculations run automatically after ingestion. Updates may take time to appear because the calculation is an asynchronous job; API-provided data is evaluated nightly and is generally available the following day.

Q: What happens when an account has incomplete data?

An account can be eligible but still lack the information required to generate a form. To identify the issue:

On the Eligibility page, select the applicable form and tax year.
Review the Incomplete Account Data count and filter the table to “Data Validation: Incomplete”.
Select Export, choose Data Validation Report, and export the report.
Download the report from the Notifications tab on the left navigation bar and review the “issue_detai”l column.
Correct the source data and re-ingest it through the appropriate data-ingestion workflow.

Common validation issues include incomplete or improperly formatted names, addresses, or TINs. Some form types have additional requirements, so the validation report and the applicable data-requirements guide should be treated as the source of truth.

After corrected data is re-ingested, the data-validation status updates automatically. Please refer to the following guide for additional information: How to Identify Incomplete Data

Q: What is the difference between Eligibility and Data Validation?

Eligibility determines whether an account is in scope for a specific form and tax year. Data Validation determines whether the information needed to complete that form is present and valid. An account may be eligible but have incomplete data, so review both fields before generating forms.

Q: Why has my eligibility status not updated after I ingested data?

Eligibility is recalculated automatically after ingestion as an asynchronous job. Updates may not appear immediately, especially for larger files. You can track the job under Active Jobs. For API-provided data, eligibility calculations run nightly and are generally available the next day.

Q: What is data reconciliation, and what should I review?

Data reconciliation confirms that the data in Taxbit matches the population and amounts you expect to report. Before generating forms, review the available Reports page and Eligibility page reports and compare account counts, totals, amounts, and other relevant populations. Resolve discrepancies, re-ingest corrected data, and rerun the review before continuing.

For more information, please refer to the following guide: Data Reconciliation

Form Generation

Q: How do I generate forms?

Generate forms from the Eligibility page after reviewing the data and resolving incomplete-data issues. Forms are generated only for eligible accounts with complete data.

You can generate forms for:

The entire population for the selected form and tax year.
The filtered population shown in the Eligibility table.
Specific accounts selected in the table.

After starting generation, track the job under Active Jobs. When the job is complete, the updated forms are available on the Forms page.

Please refer to the following guide for more information: How to Generate Tax Forms

Data Corrections

Q: How do I update amounts shown on a tax form?

You can easily update the amounts shown on a tax form by exporting and directly editing and ingesting the Form Data Export. The workflow is:

From the Eligibility page, select the form and tax year, filter to the relevant accounts, and export the Form Data Export.
Update the necessary fields.
On the Ingest page, select Form Data, the applicable form type, and the tax year, then upload the updated file.
Return to the Eligibility page and confirm that the data and eligibility results are correct.
Generate the updated forms and review them on the Forms page.
If the forms need to be filed or re-filed, approve the filing from the Filing page.

This process applies regardless of whether the existing form is generated or filed. Taxbit determines whether the resulting form is an original revision, correction, or void based on the prior form and filing status. Please refer to the following guide for additional information: How to Update Form Data

Q: How do I update the TIN or other Account or Account Owner information?

Similar to updating form data above, you can use the pre-populated Account Owner/Account Export for the applicable population to update the necessary account data:

On the Eligibility page, select the form and tax year, filter to the relevant accounts, and export the Account Owner/Account Export.
Update the necessary fields.
On the Ingest page, select the applicable Accounts template and upload the corrected file.
Review the updated validation and eligibility results.
Generate the updated forms and review them on the Forms page.
Approve the resulting filing from the Filing page when ready.

Be sure to continue to include all required fields in the template, not only the field being changed. Please refer to the following guide for more information: How to Update Account Data

Q: How do I change an account from Form 1099-NEC to Form 1099-MISC?

First, confirm that the account should no longer be reported on Form 1099-NEC and that the Form 1099-MISC amount and data are correct.

On the 1099-NEC Eligibility page, remove the account from scope if it remains eligible for NEC but should not be reported there. If updated underlying data makes the account ineligible, manual removal may not be necessary.
Prepare the applicable 1099-MISC Form Data using the associated template.
Ingest the 1099-MISC Form Data through the Ingest page.
Review the 1099-MISC eligibility and validation results.
Generate and review the 1099-MISC form.

If a 1099-NEC form already exists, the next step depends on its status:

A Generated form that was created in error can be deleted from the Forms page.
A Filed form cannot be deleted. If the form should not have existed, generate and approve a Void form instead.

For more information, please refer to the following guides:

Q: How do I create a tax form for an account that is not already in the system?

Before an associated tax form can be generated, the account and transaction/form data must first be ingested. Add the account and its reporting data in this order:

Ingest the Account Owner/Account information, including the Account ID, name, address, tax residency, and TIN as applicable.
Ingest Transactions or the applicable Form Data for the new Account ID.
Once all of the data is ingested, select the applicable form and tax year on the Eligibility page.
Review eligibility and Data Validation results, and correct any potential issues.
Generate the form for the account or filtered population.
Review the completed form on the Forms page and approve the filing when ready.

Please refer to the following guides for additional information:

Q: How do I delete a generated tax form?

Generated forms that were created in error can be deleted from the Forms page via the following steps:

Select the form type and tax year.
Filter to the relevant account(s).
Select the forms and choose “Delete Forms” from the bottom.

Only forms in the Generated state can be deleted. Filed forms cannot be deleted, but can be voided if they were filed in error. You can delete no more than 100 generated forms at a time; use filters and repeat the process for larger populations.

Please refer to the following guides for more information:

Q: How do I void a tax form that has already been filed?

Use a Void when a filed form should not have existed. A Void is different from a Correction; A Correction updates a form that should still exist, while a Void cancels a form that should not have existed.

On the Eligibility page, select the applicable form and tax year.
Filter to and select the accounts that need to be voided.
If the accounts still show as eligible, select “Remove From Scope” from the bottom. This step is not required when updated data already makes the accounts ineligible.
Select Generate Forms to generate the void forms.
Review the resulting forms and approve the filing from the Filing page.

For more information, please refer to the following guides:

Q: What is the difference between a revision, correction, void, and rescind?

Revision: A new version of a form is generated before filing when relevant data changes.
Correction: A filed form should still exist, but one or more values need to be updated.
Void: A filed form should not have existed and must be canceled.
Rescind: A non-US filing that was approved but not submitted to the tax authority is reversed so a new filing can be generated.

Rescind is available only for supported non-US filings, such as MRDP, DAC7, CARF/CRS, and is not available for US Information Reporting filings such as Forms 1099 and 1042-S.

Filing

Q: How do I approve forms for filing?

A Tax Manager must approve filing from the Filing page:

Select the Filing page under Information Reporting.
Select the applicable year from the top right.
Expand the relevant form or jurisdiction with a “Needs Approva”l status.
Review the filing counts, select “Approve Filing”, then confirm the approval.

For US Information Reporting, approval authorizes Taxbit to submit the federal filing and applicable state filings. For MRDP filings, approval generates XML and CSV files for review; the organization is responsible for submitting those files to the applicable jurisdictions unless direct filing services have been arranged with Taxbit.

Please refer to the following guide for additional information: How to Approve Forms for Filing

Form Delivery

Q: How can I deliver forms to recipients?

Generated forms can generally be delivered through:

Download from the Taxbit Dashboard.
API delivery through the released tax-document endpoint, embedded in your application.
S3 delivery for customers with that delivery arrangement.
Physical mailing through the Dashboard for supported tax years and forms.

Your available delivery methods may depend on your Taxbit configuration and contracted services. Please refer to the following guide for additional information: Form Delivery

Q: Is physical mailing automatic when a mailing preference is set?

No. A physical-mail preference records the recipient’s stated preference, but it does not submit a mailing request automatically.

For TY2025 and later, a Tax Manager can submit a mailing request from the Forms page for the entire population, a filtered population, or selected forms by following the steps outlined in this guide: How to Submit Physical a Mailing

Mailed forms are generally postmarked within four business days after submission, including one business day for Taxbit processing and three business days for the print-and-mail vendor. Only the latest generated form for an account, form type, and tax year can be mailed. A typical per-form cost is approximately 1–2, subject to page count and current postage costs.

For more information, please refer to the following guide: Physical Mailing from the Dashboard

Q: Why was a form not included in my physical mailing request?

It’s possible for a mailing request to be completed successfully while individual forms may be excluded. To check which forms were excluded, review the Mailing Request Report in Notifications, the Mailing Status Report in Reports, or the Forms Table Export for the mailing status and issue details.

Common reasons include:

Invalid recipient or return address.
The selected form is not the latest generated version.
The recipient country is not supported by the print-and-mail vendor.
The form exceeds the vendor’s page limit.
The form was already mailed and the mailing address has not changed.
The form is a CSV deliverable rather than a mailable PDF.