Getting Started with W2 and 1099 Mailing

A complete guide to sending tax documents through our secure (and upgraded!)mailing service.

Our tax filing service allows you to upload, process, and mail tax documents (1099 and W2 forms) directly to recipients. This guide walks you through the entire process from creating your account to successfully sending your tax filings.

Before you begin, ensure you have the following:

• A valid email address, associated with your company

• PDF copies of your tax documents (1099 or W2 forms)

• A valid payment method (credit or debit card)

• Your business/company information including:

  • Company name

  • Billing contact name

  • Complete mailing address (street, city, state, zip code, country)

Note: if you already have a Mailform account with your company email, skip to step 2!

1. Navigate to the Sign Up page

2. Enter your email address

3. Create a secure password that meets these requirements:

   • Minimum 8 characters

   • At least 3 of the following: uppercase letters, lowercase letters, numbers, special characters

4. Confirm your password

5. Click Create Account

For faster registration, you can sign up using:

• Google - Use your existing Google account

• Facebook - Use your existing Facebook account

• FreshBooks - Connect your FreshBooks account

• Xero - Connect your Xero accounting software

Simply click the provider of your choice and follow the authorization prompts.

After creating your account, you'll see a "Company" header - click this to create a Company, which is a necessary step in accessing W2 filing features.

Set up your company profile with the following information:

Click Continue to proceed.

Add team members to collaborate on tax filings:

1. Enter team member email addresses

2. Click Send Invitations

3. Team members will receive an email invitation to join

You can skip this step and add team members later.

We securely store your payment information for billing, there is no upfront charge to try the product and no monthly, additional or subscription fees for sending W2's :

1. Enter your billing name and email

2. Provide your billing address

3. Enter your card details through our secure Stripe-powered form

4. Click Save Payment Method

Your card will be tokenized securely and will not be charged until you submit an order.

Choose the subscription plan that fits your needs:

Select your plan and click Complete Setup to finish onboarding.

Once onboarding is complete, You'll see Tax Filings listed as part of the Services Menu

• 1099 Forms - Various 1099 tax forms

• W2 Forms - Employee wage and tax statements

1. Navigate to the Tax Filing section

2. Upload your PDF documents using one of these methods:

   • Drag and drop files directly onto the upload area

   • Click to browse and select files from your computer

3. For each uploaded file, select the document type:

   • Choose 1099 for 1099 forms

   • Choose W2 for W2 forms

4. Click Continue once all files are uploaded and categorized

Our system automatically extracts recipient and sender addresses from your uploaded documents.

After uploading, the system will:

1. Process each PDF document

2. Extract recipient addresses from tax forms

3. Extract sender/return addresses

4. Display all extracted information for your review

Ensure your return address is complete and accurate:

• Name

• Street Address

• City, State, Zip Code

• Country

For each document, verify:

• Recipient name

• Complete mailing address

• City, state, and zip code

If any addresses are incomplete or incorrect:

1. Click the Edit button next to the address

2. Make necessary corrections in the dialog

3. Save your changes

Customize printing and mailing options for each envelope:

You can apply options individually or in bulk to all envelopes.

Before finalizing, review:

• Total number of envelopes

• All recipient addresses

• Selected printing options

• Order total

1. Confirm your payment method

2. Review the final cost breakdown

3. Click Submit Order to process your tax filings

After successful payment:

• You'll receive an order confirmation

• Your documents will be printed and mailed

• Track your mailings through your account dashboard

Currently, we only accept PDF files for tax document uploads.

Yes, you can manually edit any extracted address before checkout. Click the edit button next to any address to make changes.

Processing typically begins within 1 business day. Delivery times depend on the recipient's location and selected mailing options.

Yes, all payment processing is handled through Stripe, a PCI-compliant payment processor. Your card details are never stored on our servers.

Contact our support team immediately if you need to cancel an order. Cancellations may be possible if the order hasn't entered the printing queue.

Navigate to your account settings and select "Team Management" to invite additional users to your company account.

If you encounter any issues or have questions:

• Check our help documentation

• Contact support@mailform.io

• Review your account dashboard for order status updates

Start sending your tax filings today with confidence and ease!