Collect W‑9s, clean up payee records, check names and taxpayer IDs in seconds, import client data and e‑file — all from one account. Add every client payer and EIN under the same login while keeping each entity separate where it belongs. No seat licenses. No annual plan to justify. You pay for the forms you file.
The short answer
Yes. One TaxFormHero login holds as many client payers and EINs as your firm manages. Each payer keeps its own legal name, EIN, recipient directory and filing history, so client records stay separate while the login stays one. There are no seat licenses and no user cap — billing follows the forms you file, starting at $1.99 per form and falling to $0.45 at volume.
The difference shows up twice a year: in a quiet October, and in a January when you take on more work than you planned for.
| Seat-licensed software | TaxFormHero | |
|---|---|---|
| What you buy | Users, for a year | Forms, when you file them |
| A quiet season costs | The same as a busy one | Nothing |
| Adding a seasonal preparer | Another licence | No change |
| Taking on a new client mid-January | May need a plan upgrade | Add a payer and carry on |
| Signup fee | Common | None |
| Minimum commitment | Usually annual | None |
| Client entities per account | Often capped by tier | As many as you manage |
The same four movements for every client, whether it is one contractor or six hundred.
Add each client as a payer
One payer per client, subsidiary or entity — created individually, or imported when you are onboarding several at once.
Fix the payee data first
Send W‑9 links for the payees a client cannot document, and run TIN matching over the names and numbers they can.
Import against the right payer
Choose payer, tax year and form before the upload, so a file can never land against the wrong client.
Review, file, retrieve
Drafts are reviewed like any other return. After filing, the data and PDFs stay in the account for four years.
The expensive part of a client's 1099 work is rarely the amounts. It is tracking down legal names, tax IDs and signatures once the deadline is close. Send secure signing links while the work is current: $0.69 per request, including the signed PDF, the recipient record and TIN matching.
Interactive TIN matching, not an overnight batch. Select a long list from an uploaded spreadsheet and every record is still submitted and answered individually, in seconds, against the payee it belongs to. $0.49 per check.
Open the original payer, tax year and form, mark it corrected, change what was wrong and file again. The recipient needs a corrected copy too. Each correction is a new transmission and is charged at your current rate.
Payers and recipients are separate imports on purpose — onboarding a client is not the same job as filing for one.
| Import | One row is | Reach for it when |
|---|---|---|
| Payer import | One client, entity or business you file under | You are onboarding several client payers at once |
| Recipient & form import | One recipient and their box amounts, for a payer, tax year and form you chose first | You are filing a batch of one form type for one client |
One habit worth keeping
Start from the form's own template and its instruction sheet, not from whatever spreadsheet the client sent. The template carries the columns the importer expects; the instruction sheet says what belongs in each field and how it has to be formatted. Nothing transmits on upload — imported returns arrive as ordinary drafts, reviewed in the same table as anything typed by hand.
If a client or a prior system hands you a fixed-width Publication 1220 .txt or
.dat file, convert it before anyone starts re-keying. The free
FIRE File Converter
produces a payer CSV and a recipient-and-form CSV laid out for the importers. It runs in the
browser, so the client's file is never uploaded to us. Review the figures before you file:
a conversion gives you structured data, not a reviewed return.
Recipient PDFs are free to download and hand over. Per client you can add state filing at $0.99, secure e‑delivery at $0.19 with consent collected and recorded, or print and mail at $1.69. Form 1096 and W‑3 transmittals are handled, so there is nothing separate to prepare.
Refer a colleague and your firm receives 10% of their e‑filing payments, while the firm you referred gets 10% back on their own filing. Both sides gain, which is the only version of a referral worth passing on to someone whose judgement you rely on. See the referral terms.
Graduated bands, each charged at its own rate. The volume that matters is the volume you file.
| Filing volume | Which forms | Price per form |
|---|---|---|
| First 150 forms | forms 1–150 | $1.99 |
| Next 350 forms | forms 151–500 | $0.99 |
| Next 500 forms | forms 501–1,000 | $0.60 |
| Beyond 1,000 forms | every form after | $0.45 |
Worked through, because graduated pricing is easy to misread
A firm filing 1,500 forms pays $1,170.00 before any extras — an average of $0.78 per form. It is not 1,500 × $0.45. The cheapest rate applies only to the forms sitting in the cheapest band, never backwards across the whole order. Run a client batch through the calculator.
Specific answers you can put in writing, not adjectives.
| Question a client asks | The answer |
|---|---|
| Are you independently audited? | AICPA SOC 2 Type I for the Security trust services criteria, unqualified opinion issued by Prescient Assurance LLC, October 2025 |
| How is our data encrypted? | 256-bit encryption at rest and in transit |
| Can access be hardened? | Optional two-factor authentication on the account |
| Are our records mixed with another client's? | No — each payer keeps its own recipients, forms and history |
| How long do you keep our filings? | Four years, retrievable from the account they were filed in |
| Who transmits to the IRS? | TaxFormHero, as an IRS-authorized e-file provider, through IRIS |
Read the full security and compliance detail, or ask about the SOC 2 report.
Bulk filing, step by step
Imports, corrections and the whole workflow, shown rather than described.
Instant TIN matching
How interactive matching differs from an overnight batch file.
FIRE file converter
Turn a client's Publication 1220 file into importable CSVs, free.
What changed for 2026
The $2,000 threshold, the new tips and overtime boxes, the end of FIRE.
Bring in the client payers, collect the W‑9s before the deadline matters, verify the payee data in seconds, import the forms, and file from one account.
Answers come straight from our guides. For anything about your own filing, we’ll point you to a person.
Can’t find the answer? Contact us
General information, not tax advice. Please don’t type Social Security or tax ID numbers here.