Small businesses require forms for operations as well as taxes, recordkeeping, hiring, and compliance. There are many forms out there, but which ones do you need, and where do you find them?<\/p>\n\n\n\n
Today, it\u2019s never been easier to find and manage documents as PDFs. Rather than storing your documents physically in a filing cabinet, you can digitally store and sort documents as PDFs. A PDF opens on almost any device and compresses easily<\/a> for sharing. <\/p>\n\n\n\n Here are some common forms that small businesses work with and a little bit about each form. <\/p>\n\n\n\n Disclaimer: PDF.Live is not a law firm, and we are not attorneys or CPAs. For guidance on your specific situation, consult a qualified employment attorney or tax professional, as form requirements vary by jurisdiction and change frequently.<\/em><\/p>\n\n\n\n The form I-9<\/a> is the Employment Eligibility Verification form, which small businesses are required to keep on file for all employees at their company. The form I-9 verifies the employee\u2019s identity and their authorization for employment. The employee completes Section 1, and the employer completes Section 2 after reviewing the employee’s identity and work authorization documents. <\/p>\n\n\n\n The W-4 is the Employee\u2019s Withholding Certificate<\/a>. Employers require employees to complete W-4 forms to determine tax withholding. Employees fill out the W-4, and the employer uses it to withhold federal income tax from each paycheck and deposit it with the IRS. The W-4 is not submitted to the IRS, but used internally for payroll and tax withholding. <\/p>\n\n\n\n A W-2 is the Wage and Tax Statement<\/a>. Businesses must issue a W-2 every year to each employee they paid wages to, full-time or part-time, and file copies with the Social Security Administration. The W-2 contains information about the employee and how much income they earned at the company. The employee then uses the W-2 to file their taxes. <\/p>\n\n\n\n The 1099<\/a> is actually a series of forms that are used to report payments to non-employee entities. Businesses use it to report payments they made to independent contractors and freelancers for services. The 1099 is submitted to the non-employee, contractor\/vendor, and to the IRS. <\/p>\n\n\n\n A direct deposit form is a generic form used to gather an employee or contractor\u2019s bank information for depositing any income or owed payment. Direct deposit forms aren’t standardized, so you can create your own by requesting the employee’s bank name, routing number, and account number. Employees fill out their direct deposit information, and payroll keeps direct deposit forms on file for paying them. <\/p>\n\n\n\n A 1040-ES form is the Estimated Tax for Individuals form<\/a>. The 1040-ES is used by individuals to calculate estimated taxes for payment to the IRS. Employers don’t provide it to employees. Individuals use its worksheet to figure their estimated tax and keep it for their records, though the included payment vouchers are mailed with payments made by check. It\u2019s just used to calculate a dollar amount that is to be paid to the IRS by individuals. “If you’re self-employed or a sole proprietor who pays taxes quarterly, this is a form you would use to estimate a quarter\u2019s taxes.\u00a0<\/p>\n\n\n\n The 1099-S form<\/a> is a version of the 1099 used to report the gross proceeds from the sale of real estate. The settlement or closing agent typically files the 1099-S, so if your business buys or sells property, you usually won’t file it yourself.\u00a0<\/p>\n\n\n\n A rental agreement is a contract between a landlord and tenant, containing information about both parties, the premises being rented, the lease term, the rent amount, late fee, and a security deposit amount. Most rental agreements include at least these details, though requirements vary by state. Landlords or property managers are usually responsible for creating a rental agreement form. <\/p>\n\n\n\n A non-disclosure agreement is an agreement entered into between two parties not to disclose or misuse certain confidential information provided by the disclosing party. NDAs will have specific instructions related to the nature of the information being disclosed. For this reason, it\u2019s a good idea to have an attorney review an NDA before you use it. <\/p>\n\n\n\n An invoice is a form used to submit a bill to another party for services or goods rendered. Invoices contain information about the goods or services, the vendor\u2019s name, the recipient\u2019s information, and the total amount that the recipient owes. It may also contain payment instructions, depending on how and when the payment needs to be received. <\/p>\n\n\n\n Some small businesses use client intake forms to gather information about new clients before working with them for the first time. If a business wants more information about the purpose of doing business with the new client or to get any specific instructions about the client beforehand, they would need this form. An example would be a dog groomer giving a new client an intake form to get information about their dog\u2019s breed and coat. <\/p>\n\n\n\n All states have their own specific Department of Motor Vehicles forms used for:<\/p>\n\n\n\n You will need to find the form specific to your state\u2019s motor vehicle agency, as forms from other states won\u2019t apply across the border. <\/p>\n\n\n\n Similar to DMV forms, states that collect income tax have their own forms. A state income tax form contains information about how to calculate income tax you owe and any tax that you already paid. States have unique ways of calculating income tax, separately from federal income tax. Some states, like Florida and Texas, do not collect income tax, so search your state\u2019s tax laws to find the right form. <\/p>\n\n\n\n Whether you\u2019re preparing an invoice, editing a contract, or just trying to store your employee\u2019s W-4s, PDF.Live can help you manage your business forms. <\/p>\n\n\n\n PDF.Live\u2019s forms library<\/a> has readily available fillable forms for many states and the federal government. <\/p>\n\n\n\n Have your own forms that you need to edit? Our online PDF editor works entirely in your web browser and doesn\u2019t require any downloads or third-party applications. With our PDF editor, you can add fillable form fields<\/a> to your forms. <\/p>\n\n\n\n We also have a PDF text editor tool<\/a> so you can change the titles or verbiage of a generic NDA form into something that\u2019s better suited for your business. <\/p>\n\n\n\n Need to reduce the file size of a bunch of documents you\u2019re storing? PDF.Live\u2019s compression tool<\/a> reduces PDF size for easier storage. <\/p>\n","protected":false},"excerpt":{"rendered":" Small businesses require forms for operations as well as taxes, recordkeeping, hiring, and compliance. There are many forms out there, but which ones do you need, and where do you find them? Today, it\u2019s never been easier to find and manage documents as PDFs. Rather than storing your documents physically in a filing cabinet, you … <\/p>\nEmployment & Hiring Forms<\/strong><\/h2>\n\n\n\n
I-9<\/h3>\n\n\n\n
W-4<\/h3>\n\n\n\n
W-2<\/h3>\n\n\n\n
1099<\/h3>\n\n\n\n
Direct deposit form<\/h3>\n\n\n\n
Tax Forms<\/strong><\/h2>\n\n\n\n
1040-ES<\/h3>\n\n\n\n
1099-S<\/h3>\n\n\n\n
Operations & Admin<\/strong><\/h2>\n\n\n\n
Rental agreements<\/h3>\n\n\n\n
NDAs<\/h3>\n\n\n\n
Invoices <\/h3>\n\n\n\n
Client intake forms<\/h3>\n\n\n\n
State\/Local Forms<\/strong><\/h2>\n\n\n\n
DMV forms <\/a><\/h3>\n\n\n\n
\n
State tax<\/h3>\n\n\n\n
How PDF.Live Helps With Business Forms<\/strong><\/h2>\n\n\n\n