Federal, State & Local Registration

1. 1

   Register with the state

   Register your business with your Secretary of State or the state agency that handles business filings. LLCs and corporations file formation papers. Sole proprietors and partners using a name other than their own usually file an assumed business name, sometimes called a DBA, with the state or the county, depending on the state.

   If you will do business in another state, such as taking jobs across a border, you may need to register there as a foreign entity. Most states have an online filing system and a business search tool. Use the search first to confirm the name you want is available.

   • Search your state's business name database
   • File formation papers or an assumed name
   • Ask if you must register in nearby states
   • Save the approved filing in your records
2. 2

   Federal tax ID (EIN)

   Apply for an Employer Identification Number, or EIN, directly at IRS.gov. There is no charge and the online application gives you the number right away in most cases. You need an EIN if you have employees or run an LLC with more than one member or a corporation, and most banks ask for one to open a business account.

   Sole proprietors without employees can often use their Social Security number, but an EIN keeps that number off W-9 forms you hand to customers. Watch out for websites that charge a fee to get an EIN for you. Save the IRS confirmation letter with your company records.

   • Form your state entity before applying
   • Apply at no charge on IRS.gov
   • Download and save the EIN confirmation
   • Use the EIN on your W-9 and bank forms
3. 3

   Registered agent

   Name a registered agent in each state where your business is registered. This is the person or company that accepts lawsuits and official state notices for your business during normal business hours at a physical address in that state.

   You can often serve as your own agent, but your address becomes public record and you must be available. Many owners use a commercial registered agent service for privacy and so mail never gets missed. If you move or change agents, file the update with the state right away. A missed lawsuit notice can lead to a default judgment against you.

   • Decide to serve yourself or hire a service
   • List the agent on your state filing
   • Update the state when the agent changes
   • Open and act on agent mail the same day
4. 4

   Annual reports and standing

   File your annual or periodic report with the state on time every year to keep your business in good standing. Most states require LLCs and corporations to confirm their address, agent and officers. The due date and fee depend on the state, and some states only require it every other year.

   If you miss it, the state can mark your business inactive or dissolve it, which can cause trouble with banks, contracts and liability protection. Put the date on your compliance calendar with a reminder a month ahead. Order a certificate of good standing when a lender or customer asks for proof.

   • Look up your state's report due date
   • Add it to your calendar with early reminders
   • File online and save the receipt
   • Check your status on the state site yearly
5. 5

   County and city

   Check with both your county and your city for local business licenses, zoning rules and taxes. Some cities require a general business license even for home-based work. Others have none. Counties may handle assumed business names, property tax on business equipment or rules for unincorporated areas.

   Call or visit the local clerk or planning office and ask what applies to your type of work at your address. If you work from home, ask about home business rules, signs, parking and customer visits. If you work in several cities, each one may have its own license. Keep copies of every approval.

   • Call your city clerk about business licenses
   • Ask the county about local filings and taxes
   • Check zoning for a home‑based business
   • List every city you work in
6. 6

   Requirement matrix

   Build one simple table that lists every registration your business holds, with columns for the agency, the account or license number, the renewal date, the cost, the login and who is in charge of it. A spreadsheet or a page in your project software works fine.

   This matrix becomes the master list behind your compliance calendar. It also makes it easy to hand things off to a bookkeeper, a new manager or a buyer. Update it every time you get a new license, change an address or close an account. Store logins in a password manager, not in the sheet itself.

   • List each federal, state and local filing
   • Add agency, number, renewal date and owner
   • Keep logins in a password manager
   • Update the table after every change

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