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Tax & Compliance Command Center

Your streamlined guide for Quarterly & Annual Taxes

Every Quarter

The Quarterly Routine

The "Who Does What" Split

  • Payroll Company: Handles Employee Taxes (SS, Medicare, Unemployment).
  • You (Bookkeeper Pro): Handle Owner Income Tax & Sales Tax.
1

The "Employee" Step (5 Mins)

Log in to Payroll Portal. Download "Quarterly Package" (Form 941 & State Unemployment). Save to "2025 Tax Documents".

2

The "Owner" Step (15 Mins)

Open Bookkeeper Pro > Taxes Tab > "Quarterly Payment Estimates". Go to IRS Direct Pay (Select 1040-ES) and pay that amount.

3

The "Sales Tax" Step

Open Bookkeeper Pro > P&L Report > Look at "Income". Log into State Treasury, enter Total Sales, pay tax.

Weekly Maintenance (Fridays)

Download Bank CSV -> Drag into App -> Categorize:

  • Employee Paychecks "Paycheck" (Expense)
  • Payroll Fees "Professional Fees"
  • Parts/Fuel Normal Expenses
  • Money to You "Owner's Draw" (Equity)
  • Loan Payments "Transfer"
Year-End

Annual Filing Routine (Form 1040)

1. The "Payroll Packet"

Source: Gusto/ADP

  • W-3 Form: Summary of wages paid.
  • Form 940: Annual Federal Unemployment return.

*Just download these. Payroll company files them.

2. The "Profit Packet"

Source: Bookkeeper Pro

  • Profit & Loss Report: (Jan 1 - Dec 31).

*Go to Reports -> Profit & Loss -> Print/Save PDF.

How to File (The Actual Steps for Schedule C)

Step 1
Fill Schedule C

Enter "Total Income" from P&L. Enter "Payroll Expenses" (Match W-3). Copy other expenses from P&L.

Step 2
Calc Total Tax

IRS calculates tax on Net Profit.
Ex: Tax Bill = $30,000

Step 3
Subtract Pre-Payments

Subtract the checks you sent quarterly.
Ex: Paid $28,000 already.

Step 4
Pay Difference

Write one final check.
Ex: $30k - $28k = Pay $2,000.

Calendar

Key Tax Deadlines

📅 April 15: The "Big Filing" Deadline

File Form 1040 (Individual) + Schedule C (Business Profit/Loss).

Action: Send Bookkeeper Pro P&L Report to Accountant. Pay any remaining tax owed.

APR 15

For YOU (Estimated Taxes)

Form 1040-ES (Checks written based on Bookkeeper Pro)

  • Q1 (Jan 1 – Mar 31) Due April 15
  • Q2 (Apr 1 – May 31) Due June 15
  • Q3 (Jun 1 – Aug 31) Due Sept 15
  • Q4 (Sep 1 – Dec 31) Due Jan 15

For EMPLOYEES (Payroll Tax)

Form 941 (Filed by Payroll Co - You just verify)

  • Q1 Filing Due April 30
  • Q2 Filing Due July 31
  • Q3 Filing Due Oct 31
  • Q4 Filing + W2s Mailed Jan 31

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