Compliance Calendar

1. 1

   Build the master calendar

   Create one shared calendar just for compliance in the tool your team already uses, such as Google Calendar or Outlook. Pull every date from your requirement matrix, including state annual reports, license and permit renewals, insurance renewals, tax filings and contract end dates.

   For each event, add the agency, what is due, a link to the filing page, where the paperwork lives and the person responsible. Set two reminders, one far enough ahead to gather what you need and one a few days before. Use repeating events for anything that comes back each month, quarter or year.

   • Create a shared compliance calendar
   • Add every date from your requirement matrix
   • Name one owner for each deadline
   • Set an early and a final reminder
2. 2

   Add the money dates

   Add every date that involves paying or reporting money. That includes quarterly estimated taxes, payroll deposits and returns, sales tax returns, W-2 and 1099-NEC deadlines, annual tax returns, insurance premiums, loan payments and software renewals.

   Ask your accountant for the exact due dates that apply to your business and state, since they depend on your structure and filing schedule. Put the amount or the account to pay from in the event notes. Linking your calendar to your bookkeeping routine means taxes and bills get paid from planned savings instead of surprising you.

   • Get your tax due dates from your accountant
   • Add payroll and sales tax filing dates
   • Add premiums, loans and renewals
   • Note the account to pay each from
3. 3

   Weekly review

   Spend fifteen minutes each week looking at what is due in the next two weeks. Check that permits for upcoming jobs are pulled, payroll is ready, sub certificates are current and nothing from last week is still open.

   Pick the same day and time every week and put it on the calendar as a repeating event. Use a short checklist in your task or project software so the review takes minutes, not an hour. Mark items done as you go. If something is behind, assign it to a person with a date right then, not later.

   • Book a 15-minute weekly review
   • Look two weeks ahead on the calendar
   • Check permits, payroll and certificates
   • Assign any late item on the spot
4. 4

   Monthly review

   Once a month, close your books, reconcile your bank and credit card accounts, and confirm that sales tax and payroll filings for the month are done. Look at the next month's calendar for renewals, reports and payments coming up.

   Use this review to check your tax savings account against what you expect to owe. Clear out finished items and add new deadlines from jobs, contracts or licenses you picked up during the month. If you have a bookkeeper, do this review together. Many accounting tools can send a monthly reminder and checklist for you.

   • Reconcile bank and card accounts
   • Confirm the month's tax filings are done
   • Check the tax savings balance
   • Add new deadlines from the month
5. 5

   Quarterly review

   Each quarter, confirm estimated tax payments and quarterly payroll returns are filed, review profit against your plan and check that insurance still matches your work, staff and vehicles.

   This is a good time for a short meeting with your accountant to adjust estimated payments based on real numbers. Review your contract templates, website policies and privacy policy for anything that no longer fits how you work. Look at licenses that need continuing education and book the classes now. Write down decisions and next steps so the next review starts where this one ended.

   • Confirm quarterly tax payments and returns
   • Meet your accountant to adjust estimates
   • Check insurance against current work
   • Book any continuing education due
6. 6

   Annual review

   Once a year, walk through every area of compliance. File your state annual report, renew licenses due, review insurance with your agent, send W-2s and 1099-NECs, and prepare your tax return with your accountant.

   Check your requirement matrix line by line and confirm every registration, account and login is still current. Meet your attorney to review your entity, owner agreements and contract templates. Update the compliance calendar for the year ahead with any new dates. Set this review on the calendar now as a repeating event so it never depends on memory.

   • File the annual report and renewals
   • Review insurance, contracts and agreements
   • Check the requirement matrix line by line
   • Load next year's dates on the calendar

General information only, not legal, tax or financial advice. See the Disclaimer.