With 2025 year-end on the horizon, now is the time to organize your payroll and tax reporting. Getting ahead of the process helps you avoid last-minute stress and ensures your business stays compliant when filing W-2 and 1099 forms.
Use this three-step checklist to cover the essentials for year-end reporting. You’ll be ready to e-file with confidence and start the new year strong.
Note: This information is for informational purposes only and does not constitute formal tax, legal, or compliance advice. Always consult with qualified tax advisors, legal counsel, and your organization’s internal teams for guidance specific to your situation. Additional regulations may apply. For the most accurate and up-to-date information, refer to official government resources and regulatory agencies.
Start by defining your internal year-end processes. Align your team and tools now to prevent confusion down the road. Ask your year-end team these key questions:
Decide how you’ll process your forms. You can complete them manually, use your accounting software, rely on dedicated tax prep software, or use pre-printed W-2 forms. Choose the method that fits your business best.
Each form requires copies for the IRS, SSA, and your workers. Decide how you’ll deliver forms to each party to keep distribution efficient.
As of 2025, most businesses are required to electronically file year-end forms.
Distribute forms to employees based on their preferences. By default, employees must receive a paper copy. However, if your company uses a self-service portal and has provided the option for employees to receive their forms electronically, you may do so with the employee's explicit permission.
Each form type has its own deadline. Make sure your team knows each due date to stay on track with distribution.
W-2 Deadlines
January 31: W-2 Forms must be distributed to the SSA (Social Security Agency) and to each employee.
1099 Deadlines
Form 1099-NEC must be filed with the IRS and all recipients by January 31. Other 1099s may have individual deadlines that you can confirm on the IRS website.
Note: In 2026, some deadlines have shifted because due dates fall on weekends or holidays. Be sure to double-check all form deadlines.
Accurate data is the backbone of a smooth year-end. Taking time to confirm worker details and payment information upfront saves time (and potential correction headaches) later.
Before you distribute or file forms, ensure your workers are properly classified. Proper classification is essential to comply with tax and labor laws. The IRS has a comprehensive guide on how to do this correctly.
Gather all required information from employees and independent contractors to complete W-2 and 1099 forms accurately.
Double-check that your company and worker data is complete and accurate. Make sure your team has the following information ready.
Employer Information
Employee/Contractor Information:
E-File Accuracy Tip: Run a TIN/SSN verification before e-filing to catch mismatches early — it’s one of the most common reasons forms get rejected.
Once your data is ready, file your forms. E-filing gets your forms delivered faster, processed accurately, and provides digital confirmation for your records.
With Greenshades, these steps are automated. The platform generates your forms, e-files with the SSA and IRS, and provides confirmation receipts and validation checks to help prevent errors before you submit.
Reminder: Don’t forget to review any state-specific reporting rules. Some states require separate filings or additional year-end forms.
From data validation to automatic e-filing, Greenshades streamlines every step of the W-2 and 1099 process — no spreadsheets or manual uploads required.
✅ Automated form generation and e-filing
✅ Built-in compliance checks
✅ Secure employee self-service portal
✅ Comprehensive year-end resources