Key Takeaways

  • Forming a business paperwork includes registering the business name, obtaining licenses, and choosing a structure.
  • Essential documents often include tax ID (EIN), operating agreements, shareholder agreements, contracts, and compliance filings.
  • Annual reports, permits, and ongoing filings help maintain good standing with state and federal agencies.
  • Clear record-keeping systems, both digital and paperless, save time and ensure compliance.
  • Professional legal guidance can help prevent missed steps in the filing process.

The question of how to do paperwork for business is an important one for small companies and startups that begins with taking control of documents and papers. The best way to do this is to write down a management plan for your office-related paperwork and make it clear from the start that both you and your employees need to follow this plan. It should describe how paperwork moves through your office — from when it arrives in the mail and is entered into your computer system to when it lands in the recycling bin.

Another important step is to make sure you are using the appropriate tools to help your business be as productive as possible. Programs and apps can help your business in a number of areas, including:

  • Contact management.
  • Communication and meetings.
  • Bookkeeping and accounting.
  • Expense tracking and travel.
  • Social media management.
  • Email management.
  • Project management.

Tools for Keeping Your Office Organized

When it comes to contact management, technology can help you do more than keep track of your customers. A contacts app or customer relationship management tool such as Salesforce can help you to remember all the people you meet at networking events, as well as other potential leads for new business.

With regard to communication and meetings, technology offers many ways to make these more organized. Services like Do can help you make your meetings more organized, whether you are conducting them face to face, via phone, or over video conferencing software.

Streamlining your bookkeeping and accounting processes is easy with tools such as Xero, Quickbooks Online, and Wave. These services make sure you use as little of your valuable time as possible on tasks such as invoicing, receiving payments, and managing cash flow.

Keeping track of expenses on business trips is easy thanks to apps like Expensify. It also makes the reporting processes after the trip much simpler. When it comes to making travel plans, you can rely on apps such as TripAdvisor and Expedia to help you get the most out of your trip with the least possible administration.

These days, no small business can afford to be without a social media strategy. You can approach this in an organized and effective way by making the most of tools like Buffer or Hootsuite.

You can simplify email management by using Gmail for your small business, which gives you access to a number of Google extensions that will make quick work of organizing your inbox. If you're not using Gmail, SaneBox offers reminders, filtering, and much more.

Good project management apps allow you to share files, track tasks, and collaborate with colleagues. This is one of the areas in which small businesses generally gain the most from technological help. Give Asana or Basecamp a try — these are two one-stop solutions for project management.

Another way to get organized is to work toward a paperless office. Scan as much paperwork as you can onto your computer. Save these files into appropriate folders as PDFs, and you'll free up space in your office that would otherwise have been dedicated to filing cabinets.

Legal and Formation Documents Every Business Needs

Beyond organization tools, one of the most important steps when forming a business is completing the right legal paperwork. Depending on your state and industry, required documents may vary, but most businesses encounter several common filings:

  • Articles of Incorporation or Organization – Required to legally establish corporations or LLCs with the state.
  • Operating Agreement (LLC) or Bylaws (Corporation) – Governs ownership, roles, and decision-making.
  • EIN (Employer Identification Number) – Issued by the IRS, necessary for taxes, hiring, and opening a business bank account.
  • Business Licenses and Permits – City, county, or state approvals that authorize your business to operate legally.
  • Registered Agent Documentation – Identifies a person or service to receive official notices and legal papers.
  • Shareholder or Partnership Agreements – Clarify ownership stakes, profit distribution, and exit procedures.

These documents form the foundation of compliance and can prevent costly disputes later.

Paperwork Startups Needs to Do

When you launch a new business, it's natural to want to get started and make your first sale as quickly as possible. Before you do this, however, you need to complete an array of paperwork. Some of this paperwork relates to registering your business name and obtaining the necessary licenses.

Other paperwork serves the purpose of informing your local and state government about your new business venture. There are also documents that will help make sure the launch of your business is a resounding success. Certain documents, such as business plans, are not essential but make it easier to stay focused and succeed.

The paperwork you might be required to complete when starting a business include:

  • Forms for permits and licenses.
  • Applications for Employer Identification Numbers.
  • Requests for business bank accounts.
  • Special forms related to the choice of a business structure.

Compliance and Ongoing Reporting Requirements

Filing initial paperwork is just the first step—businesses must also maintain compliance through ongoing documentation:

  • Annual or Biennial Reports: Many states require businesses to confirm ownership, address, and registered agent details on a recurring basis.
  • Tax Filings: Federal, state, and sometimes local tax returns must be filed, including income tax, sales tax, and payroll tax forms.
  • Employment Records: If hiring, businesses must maintain I-9 forms, W-4s, and payroll documentation.
  • Insurance Certificates: Proof of coverage (e.g., workers’ compensation, general liability) may be required to stay compliant.
  • Contracts and Service Agreements: Keeping updated versions of supplier contracts, customer agreements, and NDAs reduces legal risks.

Regular compliance paperwork demonstrates credibility with regulators, lenders, and partners.

Practical Tips for Managing Business Paperwork

While forming a business paperwork can feel overwhelming, small steps simplify the process:

  • Create a Filing Calendar: Track deadlines for tax filings, renewals, and reports.
  • Use Business Banking: Keep personal and business finances separate to avoid accounting issues.
  • Go Paperless When Possible: Store contracts and records digitally for quick retrieval.
  • Keep Backups: Maintain both physical and cloud copies of essential documents.
  • Seek Legal Review: Before signing agreements or filing formation papers, consider legal counsel to catch potential issues.

Proactive management helps ensure you never miss a critical deadline.

Frequently Asked Questions

  1. What is the most important paperwork when starting a business?
    The most important paperwork includes formation documents (LLC articles or incorporation papers), an EIN, and required licenses or permits.
  2. Do all businesses need an operating agreement?
    LLCs benefit from an operating agreement, even if not required by state law, because it outlines member responsibilities and ownership rights.
  3. How often do I need to file annual reports?
    Most states require businesses to file annual or biennial reports to remain in good standing with the Secretary of State.
  4. Can I use my Social Security number instead of an EIN?
    Sole proprietors sometimes can, but an EIN is recommended for separating business and personal taxes and for opening a business bank account.
  5. Do I need a lawyer to complete business paperwork?
    Not always, but legal help ensures documents are accurate, compliant, and tailored to your situation. You can find an attorney on UpCounsel for guidance.

If you need help with forming a business paperwork, you can post your legal need on UpCounsel's marketplace. UpCounsel accepts only the top 5 percent of lawyers to its site. Lawyers on UpCounsel come from law schools such as Harvard Law and Yale Law and average 14 years of legal experience, including work with companies like Google, Menlo Ventures and Airbnb.