Starting an LLC feels great—right up until you realize how much paperwork is involved. And we’re not just talking about the forms you file to get started. There’s an ongoing paper trail that every LLC owner needs to manage if they want to stay legit, protected, and out of trouble with the state or IRS.
But before your eyes glaze over at the thought of filing cabinets and forms with 12-letter names, take heart: once you know what you’re dealing with, staying organized isn’t hard. It’s just a matter of understanding what needs to be filed officially, what documents should be stored safely, and how to avoid the pitfalls that trip up so many new business owners.
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Filing vs. Keeping: What’s the Difference?
Let’s get something straight right off the bat—just because a document is important doesn’t mean you have to send it somewhere. Some paperwork is meant for public record (filed with the state or IRS). Other paperwork is for internal use only (kept in your records in case of audit, legal disputes, or internal reference).
Here’s a handy distinction:
- What you file: These are the forms and documents you submit to government agencies—your state, the IRS, sometimes even your local city or county.
- What you keep: These are the behind-the-scenes documents that no one asks for—until they do. You don’t file them, but they’re critical to your business’s operations and legal protection.
LLC Paperwork You’ll File (Officially)
Let’s start with the documents you’ll need to file to form and maintain your LLC legally. These are the non-negotiables—the public-facing paperwork that tells the world (and the government) that you exist and operate legally.
1. Articles of Organization (a.k.a. Certificate of Formation)
This is the form that brings your LLC to life. Filed with your state’s business filing agency—usually the Secretary of State—it includes basic information such as:
- Your LLC’s legal name
- Principal business address
- Name and address of your registered agent
- Whether your LLC is member-managed or manager-managed
Once approved, your LLC officially exists. You’ll usually receive a stamped or certified copy as proof.
2. Employer Identification Number (EIN)
Even if you don’t plan on hiring employees right away, most LLCs should get an EIN. It’s like a Social Security number for your business—used to open bank accounts, file taxes, and apply for credit. You can apply for one online through the IRS, and it’s free.
3. Initial Reports (in Some States)
Some states, like Georgia and Missouri, don’t require an initial report. Others, like California or Washington, do. This report usually confirms the information from your Articles of Organization and may include:
- Business mailing address
- Member or manager names and addresses
- Business activity description
4. Annual Reports (or Biennial Reports)
Most states require LLCs to file a report once a year (or every other year) to stay in good standing. This keeps your public record up to date and usually comes with a modest fee. Miss the deadline? You risk late fees, penalties, or even administrative dissolution.
5. State and Local Licenses or Permits
Depending on your business type and location, you may need to file for:
- A general business license
- Sales tax permits
- Health or food safety licenses
- Home-based business permits
Check with your city or county to make sure you’re not skipping a local requirement that could come back to bite you.
6. Franchise Taxes or State Business Taxes
In states like Delaware, California, and Texas, LLCs owe an annual franchise tax or business entity tax—even if they didn’t make any money. You’ll need to file the appropriate forms and make your payment on time to stay compliant.
LLC Paperwork You’ll Keep (Internally)
Now let’s talk about the documents that aren’t filed with the government but are still essential. These records help prove that your business is operating correctly, can resolve disputes, and may even be requested during legal proceedings or tax audits.
1. Operating Agreement
Not all states require one, but every LLC should have one. This document outlines how your LLC is managed, how profits are distributed, how decisions are made, and what happens if someone wants to leave the company. Even if you’re a single-member LLC, having an operating agreement:
- Demonstrates that your LLC is a separate legal entity
- Can help prevent “piercing the corporate veil” in lawsuits
- Makes you look more credible to banks, investors, and partners
2. Member and Manager Records
Keep a list of all LLC members, including their contact info, percentage of ownership, and capital contributions. If your LLC is manager-managed, note who the manager(s) are and what authority they have.
3. Meeting Minutes and Resolutions
While not legally required for most LLCs, it’s good practice to keep minutes of important decisions—especially if you have more than one member. These might include:
- Approving a new lease
- Admitting a new member
- Major financial decisions like loans or asset purchases
Written resolutions and meeting records can help settle disputes and show that you’re operating your business responsibly.
4. Tax Records and Filings
Whether you’re filing as a sole proprietor, partnership, or S Corporation, keep detailed records of all tax documents, including:
- Federal, state, and local tax returns
- Payroll filings (if you have employees)
- Form 1065 and K-1s (for multi-member LLCs)
- Form 1120-S (if taxed as an S Corp)
Keep these records for at least seven years, especially if you’ve claimed deductions or credits that might be audited.
5. Bank Statements and Financial Records
LLCs should always use a separate bank account for business transactions. Retain monthly statements, receipts, invoices, and a ledger of all income and expenses. It’s not just about taxes—it’s about showing that your LLC is a real, functioning business.
6. Contracts and Agreements
Keep copies of all contracts with vendors, clients, freelancers, or partners. Even emails that outline agreements should be saved in a secure, organized system. If a disagreement arises, these documents could save your hide.
7. Insurance Policies
If you have general liability, professional liability, or other coverage, keep all your policy documents and proof of payment. These may be requested by landlords, clients, or the state, depending on your industry.
How to Stay Organized Without Losing Your Mind
You don’t need a fancy system to keep your paperwork in order—just one that works consistently. Here are a few tried-and-true tips:
- Create a dedicated cloud folder for your business and divide it by categories (Legal, Financial, Taxes, Clients, etc.).
- Keep hard copies of original formation documents in a safe place like a lockbox or fireproof filing cabinet.
- Set calendar reminders for filing deadlines—especially annual reports and tax dates.
- Use accounting software (like QuickBooks or Wave) to track income, expenses, and mileage.
Staying organized means you’ll never be that person frantically digging through emails during tax season or panicking when a lender asks for last year’s filings.
Paperwork Is Part of the Process
Filing and maintaining LLC paperwork might not be the most exciting part of running a business, but it’s one of the most important. The right documents—properly filed and carefully kept—can protect your assets, strengthen your credibility, and keep you on the right side of the law.
It’s not about having an overflowing filing cabinet. It’s about having the right papers in the right place when you need them. So whether you’re just starting your LLC or cleaning up your existing operation, getting your paperwork in order is one of the smartest moves you can make as a business owner.
