As the year comes to a close, it is time to begin preparing for your 2025 year-end accounting and compliance requirements. While year-end can feel overwhelming, early preparation is the key to avoiding delays, penalties, and unnecessary stress. By gathering the right information now, you help ensure accurate filings and a smooth transition into the new year.

Below is a comprehensive guide of what you need to prepare and important deadlines to keep in mind.

Key Year-End Deadlines

The deadline to file W-2 and 1099 forms is February 2, 2026. To meet this deadline, we must receive all required information by January 19, 2026. Information received after January 20, 2026 may be subject to a surcharge, and filing timelines cannot be guaranteed.

Submitting documents early allows time to resolve discrepancies and ensures your filings are completed accurately and on time.

What We Need to Close Your Year

To finalize your books and complete required compliance filings, please provide:

• • December bank statements for all accounts
  • December loan balance statements
  • December credit card statements
  • Copies of new loan documents and notes receivable
  • Invoices for fixed asset purchases made during the year
  • End-of-year inventory count
  • Updated TWC unemployment rate letter
  • Annual Texas Franchise Tax Webfile number (mailed in January 2026)

These items allow us to properly reconcile accounts and prepare accurate financial statements.

1099 Reporting: What to Prepare

If you paid vendors or contractors for services, rent, or other qualifying payments during the year, you will need to:

• • Obtain or update vendor information
  • Provide completed W-9 forms for all applicable vendors
  • Notify us once December is reconciled so we may begin preparing 1099 forms

Accurate vendor data helps prevent IRS notices and delays.

W-2 Reporting: Employee Updates Matter

To ensure your employees receive correct W-2 forms, please submit:

• • Any updates to employee names or addresses
  • Updated W-4 forms, if applicable

Keeping employee information current avoids reissues and compliance issues.

Property Tax & Vehicle Information

Please gather the following for property and vehicle reporting:

• • Original Property Tax Rendition forms (blue form with iFile number)
  • End-of-year mileage for company vehicles
  • Information for newly purchased vehicles, including VIN, license tag, and purchase documents
  • End-of-year inventory amounts

This information is required for state and local compliance filings.

Ownership, Structure, and Entity Changes

If your business experienced any changes this year, please provide documentation for:

• • Ownership changes
  • Company address updates
  • Entity structure changes

Notifying us of these changes ensures your filings reflect your current business status.

New Leases, Purchases, or Sales

Please send copies of:

• • New lease agreements
  • Purchase agreements
  • Sale agreements

These documents allow us to properly record transactions and maintain accurate financial records.

Important Filing Dates at a Glance

• W-2 & 1099-NEC: February 2, 2026
• 1095-C to Employees: March 2, 2026 (if applicable)
• ACA Filings to the IRS: February 28, 2026 (paper) / March 31, 2026 (electronic)

Let’s Make Year-End Simple

We understand that year-end is a busy time for business owners. Our goal is to make the process as smooth and efficient as possible while ensuring full compliance. If you have questions about what is required or need help gathering documentation, your abip Advisor is here to help.

By preparing early and staying organized, you set your business up for a strong finish to 2025 and a confident start to 2026.