We often see businesses fall out of good standing or get a sudden bill from their city or state simply because they didn’t realize what needed to be filed, or when. Between federal, state, and local requirements, it’s easy to miss a renewal or registration that keeps your business compliant.
This list highlights common filings and renewals that small business owners should review regularly. It’s designed to give you a quick overview of what might apply to your business, not a complete or guaranteed list of every requirement.
⚠️ Disclaimer: This list is for general informational purposes only. It does not constitute legal or business advice, and Blue Magnolia Consulting does not ensure your compliance. Requirements vary by business type, location, and industry. Always verify details with federal, state, county, and city agencies, and consult national or local trade organizations for industry-specific guidance.
Federal Compliance
Every business, no matter its size or location, has certain federal filings and obligations. These include tax returns, payroll reporting, and workplace requirements that apply nationwide.
- File annual federal income tax returns (Forms 1120, 1120S, 1065, or 1040 Schedule C).
- Pay quarterly estimated taxes if you expect to owe over $1,000 in income tax.
- Submit payroll filings (Forms 941, 940, and W-2) if you have employees.
- Collect W-9s and submit 1099s if you pay contractors or service vendors.
- Display required federal workplace posters (Minimum Wage, OSHA, EEOC, etc.).
- Maintain OSHA injury and illness logs if you have 10+ employees.
- File USDOT biennial update if operating commercial vehicles.
- Maintain required federal business licenses (e.g., ATF, FDA, FCC, USDA).
State Compliance
Each state sets its own business filing and tax rules, so what’s required in one may differ in another. Check your state’s Secretary of State and Department of Revenue websites for deadlines, fees, and renewal requirements.
- File your Annual or Biennial Report with the Secretary of State to stay in good standing.
- Renew your state business license annually (check with your state’s Department of Revenue).
- File state tax reports as required (income, franchise, B&O, or gross receipts).
- Register for and remit state sales tax and use tax (if applicable).
- File for and renew any tax-related exemptions that apply to your business type (if applicable).
- File and pay unemployment and workers’ compensation taxes if you have employees.
- Maintain an active registered agent and update contact information when it changes.
- Renew professional or occupational licenses as needed.
Local (City & County) Compliance
Cities and counties often have their own business licenses, taxes, and permits on top of state rules. Visit your local city hall or county clerk’s office to confirm what’s required for your location.
- Obtain and renew required city or county business licenses each year.
- File business personal property tax listings with your county assessor annually (if applicable).
- Renew local permits (health, fire, occupancy, alarm, signage) as required.
- Register any DBA/Fictitious Business Name and renew before expiration.
- Verify local employer requirements (minimum wage reporting, payroll taxes, etc.).
Industry-Specific Compliance
Certain industries (construction, healthcare, food service, transportation, etc.) have additional licenses and reporting obligations. Check with your state licensing board or relevant trade organization to be sure you’re covered.
- Check for special state or federal licenses: childcare, restaurants, liquor, construction, etc.
- Maintain certifications and required insurance (bonding, liability, professional).
- File environmental or hazardous material reports if applicable.
- Ensure all facility and equipment inspections (elevators, boilers, etc.) are up to date.
Nonprofit Organizations
Nonprofits have special filing and renewal requirements at both the federal and state level. Review your IRS and state charity filings each year to maintain your tax-exempt status and legal standing.
- File IRS Form 990 annually to maintain tax-exempt status.
- Renew state charitable solicitation registration each year (if fundraising).
- File your state nonprofit annual report to stay in good standing.
- Renew any property or sales tax exemptions as required.
Quick Tips to Stay Compliant
Compliance isn’t one-and-done. It’s an ongoing part of running a healthy business. These simple habits will help you stay organized, avoid missed deadlines, and keep your business in good standing.
- Use a compliance calendar or reminder tool to track all deadlines.
- Keep your mailing and email addresses current with all agencies so you can receive any notifications about renewals or changes.
- File reports even if you had no activity to avoid penalties.
- Sign up for updates from your local Department of Revenue and industry-specific organizations, if offered.
- Review your compliance annually or after any major business change.
- When in doubt, check with your state and local agencies; don’t assume it’s automatic.
Possible Consequences of Not Staying Compliant
Missing a filing or renewal might not cause problems right away, but the consequences can add up fast.
- Penalties and interest: Fees often start small but can grow month after month. Some taxes and filings can quietly accumulate penalties for years before you even realize it.
- Loss of good standing: If you miss your state’s annual report or tax payments, your business can lose its legal good standing, meaning you can’t get financing, sign new contracts, or even operate under your business name until it’s fixed.
- Business license suspension: Cities and states can revoke or suspend your license, leaving you unable to legally operate until all filings are brought current.
- Cease-and-desist orders: For certain industries (like construction, restaurants, or child care), operating without required licenses or insurance can result in immediate stop-work or closure orders.
- Personal liability: If your entity is dissolved or you fail to maintain required insurance, you could become personally responsible for debts, taxes, or employee injuries that occur during that time.
Staying proactive with compliance protects not only your business’s reputation but also your peace of mind.