Service Calendar And Key Deadlines

 Running a client’s business well depends on all of us hitting key deadlines. Graphite services are interconnected, which means a missed deadline in one area can cascade — delaying reporting, filings, processes, and deployments downstream. Keeping an eye on the major milestones and actively managing what's due is what keeps the workflow moving, from monthly closes to tax filings, with the accuracy and pace the business needs.

Here are the key deadlines to know.

For Accounting Services Clients

To meet the standard monthly close target of the 15th business day, Graphite requires specific inputs from the client several days in advance.

Required Documents

During onboarding, Graphite gains access to the client’s systems to collect the documentation we need to do the monthly close. Sometimes, certain systems are harder/take longer to access. In those situations, Graphite asks the client to send the documentation by the 2nd or 3rd business day of the month.

The exact documentation depends on the engagement scope (for example, whether AP/AR is included), but the essential inputs are:

• Source Documents: Clients must provide access to all necessary source documents required for the accounting period, like finalized bank/credit card statements, revenue/sales reports, and inventory counts.
• Invoices and Expenses: If Accounts Payable (AP) is included in the service scope, a structured intake of invoices and expenses is required.
• Payroll Data: Accurate payroll journals and summaries must be provided to incorporate into the general ledger.

Timing and Deadlines

The "when" is defined by a combination of the target date and the necessary lead time for the Graphite team:

• Input Lead Time: All required inputs which Graphite can’t access through the client’s systems must be delivered to Graphite by the 2nd or 3rd day of the month to close the books by the 15th business day.
• Response Turnaround: Once the close process begins, clients are expected to respond to requests for information or approvals within one business day to prevent delays from compounding.

For Tax Services Clients

Tax work typically follows an annual rhythm aligned with federal and state filing deadlines. Because tax filings rely heavily on accurate accounting data, the timing and success of the engagement depend on the availability of finalized financial records.

Required Documents

To ensure accurate preparation and timely submission of filings, Graphite requires the following essential inputs:

• Financial Records: Clients must provide the financial records and supporting documentation required to prepare tax filings. Regardless of the quarter, we’ll consistently ask for these documents:
• Profit & Loss Statement (P&L): This tells the accountant the company’s net income. Since companies only pay tax on profit, the accountant needs this to see how much the business actually made after expenses.
• Balance Sheet: This tracks assets (like cash in the bank) and liabilities (like loans). Accountants use this to reconcile bank accounts and ensure no "hidden" expenses were missed.
• Prior Year Filings: Access to prior year tax filings is necessary to establish context and consistency.
• Ownership Details: Information regarding ownership structures and any recent changes to those structures is required.
• R&D Documentation: For companies claiming R&D tax credits, supporting documentation identifying qualifying activities and expenses is mandatory.

Timing and Deadlines

The "when" for tax services is dictated by statutory deadlines (see Annual Tax Deadlines below), but delivery relies on a proactive coordination cycle:

• Information Gathering Lead Time: Preparation begins with an information-gathering phase to review financial records and prior filings. Delays in receiving this data are the most common cause of filing delays.
• Filing Season Responsiveness: Responsiveness is prioritized during tax preparation periods as deadlines approach to ensure all filings are submitted on time.
• Ongoing Business Updates: Clients should tell Graphite about major business changes—such as expansion into new states or structural developments—as they occur to ensure appropriate planning and compliance.
• Internal Handoffs: If a client also uses Graphite’s accounting services, the tax team receives financial data directly from the accounting team, which improves efficiency and reduces the coordination burden on the client.

Annual Tax Deadlines

When Graphite Financial handles a client’s tax services, the workflow is a cycle of data collection and filing. Because tax laws vary slightly by entity type (C-Corp, S-Corp, LLC, etc.), this list covers the standard recurring deadlines for a typical calendar-year business. For the IRS’s specific date for a tax deadline, check out the IRS’s annual tax calendar HERE.

Quarter 1 (January – March)

This is "Tax Season" proper. The focus is on closing out the previous year and preparing for the first payments of the new year.

Quarter 2 (April – June)

The focus shifts to corporate annual filings and starting the current year’s "pay-as-you-go" estimated payments.

Quarter 3 (July – September)

This is often the "cleanup" quarter and the final push for those who filed for extensions in the spring.

The focus is on "Year-End Planning"—maximizing deductions before the clock strikes midnight on December 31.

For HR Clients

While clients won’t owe any documentation to Graphite around these HR deadlines, it might be helpful for you to have this list.

Ongoing Requirements

New Hire Compliance

• Form I-9 must be completed within 3 business days of hire (all employers)
• State new hire reporting typically required within 20 days (all employers)

COBRA

• Election notice must be provided within 14 days of a qualifying event
• Applies to employers with 20 or more employees

OSHA Reporting

• Fatality must be reported within 8 hours
• Inpatient hospitalization must be reported within 24 hours
• Applies to most employers covered by the Occupational Safety and Health Administration

Key Employee Thresholds

• 1 or more employees: Payroll taxes, Form I-9, OSHA requirements
• 15 or more employees: Federal anti-discrimination laws (Title VII, ADA)
• 20 or more employees: COBRA requirements
• 50 or more employees: FMLA and ACA employer requirements
• 100 or more employees: EEO-1 reporting and Form 5500 (for applicable benefit plans)

How Graphite Works with Clients

The best month-end closes, tax filings, and compliance cycles happen when Graphite and clients are moving in the same rhythm. Graphite handles the execution — the close, the filings, the compliance work — and the timeline holds when inputs arrive on time, requests are answered quickly, and material business changes (new hires, new states, ownership shifts) are shared as they happen. That rhythm is what keeps the work accurate, the filings on time, and the business moving at the pace it needs to move.