Manage Tax Deposits, Filings, and Documents in Zenoti Integrated Payroll
This article explains how to review tax deposit statuses, monitor tax filing progress, and access finalized tax documents in Zenoti Integrated Payroll (ZIP).
Overview
Once payroll is processed, Zenoti handles the required tax deposits and files taxes as needed with state and federal agencies. You can review and track each stage of this process from the ZIP dashboard:
Tax Deposits - Review deposit statuses from ZIP dashboard >Tax Deposits. Use this screen to confirm that tax payments are funded and deposited on time.
Tax Filings - Review filing statuses from ZIP dashboard >Tax Filings & Documents >Tax Filings. Use this screen to verify that returns have beensubmittedto the relevant agencies and toidentifyany filings that need attention.
Tax Documents - Access and download final tax documents from ZIP dashboard >Tax Filings & Documents > Documents > Tax Documents. Use this screen to retrieve filed forms such as Form 941 and Form 940 for your records.
Each of these areas is covered in detail in the sections below. For in-depth guidance on specific topics, refer to the linked articles in theAdditional Resourcessection.
Prerequisites
Your organization must use Zenoti Integrated Payroll (ZIP).
You must have the Process Payroll Payouts or Configure Payroll Payouts role permission to access payroll reports.
Payroll must be approved for tax deposits and filings to be generated.
All authorization forms must be signed before Zenoti can file taxes on your behalf. For more information, refer to the Access and Manage Tax Filing Authorization Forms in Zenoti Integrated Payroll (ZIP) article.
Tax Deposits
How Tax Deposits work
When a payroll is approved, ZIP creates tax deposit records based on the payroll's tax liabilities. These deposits may take up to 24 hours for their due dates to populate.
Zenoti sends tax deposits to the relevant agencies only when the Funding Status is Funded.
Access the Tax Deposits screen
Navigate to Employees > Zenoti Integrated Payroll to open the ZIP dashboard.
Click Tax Deposits in the right-hand menu.
Note
If you do not see this option, click More to reveal additional menu items.
The screen displays the following details for each deposit: tax type, deposit amount, payday alignment, funding status, and deposit status.
Funding Status
Status | Meaning |
Funded | Payroll funds were successfully processed. |
Pending | Funding is in progress or not yet completed. |
Failed | Payroll funding failed. Tax deposits will not be sent. |
Deposit Status
Status | Meaning |
Deposited | The taxes have been successfully paid to the tax agency. |
Pending | The taxes are yet to be paid. |
Examples of Tax Deposit frequencies
Tax deposits may vary based on the type of tax and the agency's requirements.
Tax type | Frequency | Example |
Federal Income Tax | Monthly | IRS Form 941 |
State Unemployment Tax | Quarterly | State-specific SUTA filings |
Local Payroll Taxes | Monthly | City or county payroll taxes |
Social Security and Medicare | Monthly | FICA contributions |
Tax Filings
How Tax Filings work
The Tax Filings section provides a real-time view of your business's payroll tax filing activity across all applicable federal and state agencies. Zenoti handles tax filing submissions on your behalf. Whenever there is a meaningful update to a filing — such as a successful submission, a block, or a resolution — an email notification is automatically sent to the designated signatories or company email addresses configured in your account.
Access the Tax Filings screen
Navigate to Employees > Zenoti Integrated Payroll to open the ZIP dashboard.
Click Tax Filings & Documents in the right-hand menu.
Select the Tax Filings tab.
Use the available filters to narrow down the view by filing status, tax agency, filing period, or other relevant criteria.
Note
Use the Blocked status filter as a quick health check after each payroll run to ensure no filings are pending resolution.
Filing Statuses
Status | Meaning | Action required? |
Filed | The tax return or payment has been successfully submitted to the relevant agency. | No. Filing is complete. |
Pending | The filing is queued and currently being processed. | No. The filing will proceed automatically. |
Blocked | The filing could not be completed due to an issue. A reason code is displayed alongside this status. | Yes. Review the reason code and take corrective action. The filing will be reattempted automatically once resolved. |
Not Applicable | This filing does not apply to your business based on your location, tax setup, or account configuration. | No. |
Email Notifications
ZIP sends automated email notifications for tax filing updates to the signatories listed on your payroll account and the company email address configured in your ZIP settings.
You may receive notifications for the following events: a filing being successfullysubmitted, a filing being blocked with a reason code, a payroll funding failure placing your account in bad standing, or a previously blocked filing being successfully reattempted.
Note
Ensure that your signatory and company email addresses are kept up to date in your ZIP account settings. Missing or outdated contact details may result in delayed awareness of critical filing issues.
Company Bad Standing and Funding Failures
If a payroll funding or bank debit fails, your company account is placed in bad standing. When this happens, outstanding tax filings cannot be processed, and you may receive immediate tax filing failure notifications.
Once the funding failure is resolved - for example, after a successful bank debit retry or manual payment reconciliation - your account is restored to good standing. Any filings blocked due to bad standing are automatically reattempted. You do not need to manually trigger resubmission.
Note
To reduce the risk of bad standing, ensure your linked bank account has sufficient funds before each scheduled payroll processing date. Verify that your banking details in ZIP are accurate and current.
Blocked Status - Reason Codes
When a filing is Blocked, a reason code appears on the Tax Filings screen. The following table lists common reason codes, their meanings, and the recommended corrective action. Once the underlying issue is resolved, ZIP automatically reattempts the filing.
Reason code | What it means | Recommended corrective action |
already_filed | The return for this period has already beenfiledand a duplicate submission was prevented. | Verify whether the filing wassubmittedoutside ZIP. If confirmed complete, no action is needed. If filed in error, contact Zenoti Support. |
applied_for_tax_id | A tax ID application is inprogressbut the ID has not yet been issued. | Monitor your application status with the relevant agency. Once you receive the Tax ID, update it underZIP dashboard>Settings>Review Set up>Tax Set up. |
company_bad_standing | The account is in bad standing due to a failed payroll funding or bank debit. | Resolve the outstanding payment failure. Verify your bank account details and available balance in ZIP. |
held_by_customer | The filing has been placed on hold at the request of the business or an administrator. | Review whether a hold was requested. If the hold is no longer needed, contact Zenoti Support to release it. |
inactive_account | The company's payroll account is inactive. | Contact Zenoti Support to reactivate your payroll account. |
incorrect_account_setup | Required payroll or tax account configuration is incomplete or incorrect. | Review your payroll configuration in ZIP, including federal and state tax account details, filing frequencies, and deposit schedules. |
invalid_ssn | One or more employees have an invalid or missing Social Security Number (SSN). | Audit employee records in ZIP and correct any SSNs that are missing or incorrectly formatted. |
invalid_tax_id | The federal EIN or a state tax ID on file is invalid or does not match agency records. | Verify your EIN against your IRS confirmation letter. Update the correct ID underZIP dashboard>Settings>Review Set up>Tax Set up. |
invalid_tax_rate | A tax rate configured in your account does not match the rate assigned by the agency. | Obtain your current tax rate notice from the relevant agency and update the rate in ZIP underZIP dashboard>Settings>Review Set up>Tax Set up. |
late_company_reactivation | The account was reactivated too late to file for one or more past periods. | Contact Zenoti Support to identify affected periods. You may be subject to late filing penalties. |
missing_historical_data | Payroll history required to complete the filing is absent. | Gather historical payroll reports from your previous provider and contact Zenoti Support for import guidance. |
missing_prior_quarter | The filing for a preceding quarter has not been completed. | Resolve any blocks on the prior quarter's filing first. Contact Zenoti Support for the correct filing sequence. |
not_liable | The company is not liable for this particular taxbased on current configuration. | Verify your business's tax liability status with the relevant agency. If the determination is incorrect, update your tax liability settings in ZIP. |
poa_failure | A Power of Attorney (POA) authorization has failed, expired, or was rejected. | Re-execute the POA authorization under ZIP dashboard > Settings > Review Set up > Authorize Filing. |
previous_filing_in_progress | A filing for the same period and agency is already being processed. | Wait for the in-progress filing to complete. If the status does not resolve within one to two business days, contact Zenoti Support. |
tpa_failure | A Third-Party Administrator (TPA) registration or authorization has failed. | Review your TPAenrollmentstatus with the relevant state agency. |
missing_tax_funds | Insufficient funds are available to cover the tax payment associated with this filing. | Ensure your linked bank account has sufficient funds. Once the debit succeeds, the filing is reattempted automatically. |
Tax Documents
How Tax Documents work
Zenoti files employer-level tax forms based on your business location. Common examples include Form 941 (Employer's Quarterly Federal Tax Return) and Form 940 (Annual Federal Unemployment Tax Return). Quarterly and annual tax documents become available within the first two weeks after the end of each quarter or calendar year.
Access and download Tax Documents
Navigate to Employees > Zenoti Integrated Payroll to open the ZIP dashboard.
Click Tax Filings & Documents in the right-hand menu.
Select the Documents tab.
Open the Tax Documents section.
Locate the document you need and click the download icon.
Note
Documents are available only for periods during which Zenoti processed payroll and filed taxes. Documents from external or previous providers do not appear in ZIP.
For detailed steps and additional download options, refer to the Access Payroll Tax Documents in Zenoti Integrated Payroll (ZIP) article.
Limitations
Zenoti does not migrate tax forms filed bypreviouspayroll providers. Retrieve and store those records independently by contacting your prior provider.
Only users with appropriate permissions for ZIP settings and payroll access can view or download documents.
Note
Automatic reattempt: You do not need to manually resubmit a blocked filing. Once the underlying issue is resolved, ZIP automatically reattempts the filing on your behalf.
Act promptly on blockers: Many tax agencies impose penalties and interest for late filings. Address blocked filings as quickly as possible to minimize financial exposure.
Keep banking details current: Funding failures trigger bad standing and can halt multiple filings simultaneously. Regularly verify your linked bank account details and available balance in ZIP.
Maintain accurate contact information: Ensure your signatory and company email addresses are up to date so you receive all filing status notifications without delay.
Use filters effectively: Apply the Blocked filter on the Tax Filings screen after each payroll run to perform a quick compliance check.
Frequently asked questions (FAQs)
Tax Deposits
Q: Why don't I see a due date for a deposit?
A: Deposits may take up to 24 hours to populate due dates after payroll approval.
Q: What happens if the funding status is "Failed"?
A: Check (Zenoti's payroll partner) does not process tax payments unless the funding status is Funded. You may need to re-initiate payroll funding.
Q: Can I export the Tax Deposits report?
A: Exporting the Tax Deposits report is not currently supported in Zenoti. Contact your Zenoti representative or the Zenoti Payroll Support team for assistance.
Q: How often should I check the Tax Deposits tab?
A: You do not need to check it after every payroll run, but review the tab before respective tax due dates. This helps ensure all deposits are on track.
Tax Filings
Q: What should I do if a filing is blocked?
A: Review the reason code displayed on the Tax Filings screen and take the corrective action described in the Blocked Status - Reason Codes table above. Once resolved, ZIP automatically reattempts the filing.
Q: What happens if my company is in bad standing?
A: Outstanding tax filings cannot be processed while your account is in bad standing. Resolve the funding failure, and filings resume automatically once the account is restored to good standing.
Q: Do I receive notifications for filing status changes?
A: Yes. ZIP sends automated email notifications to the signatories and company email address configured in your account.
Q: Does Zenoti file all types of taxes?
A: No. Zenoti files only the taxes explicitly listed in the supported tax forms. Certain taxes, such as NY Disability, are not filed or remitted by Zenoti. If your business is subject to unsupported tax types, you are responsible for remitting those payments directly or consulting your CPA. For a complete list of taxes filed by Zenoti, refer to the Tax Forms Filed by Zenoti article.
Q: Why are my tax filings not submitted immediately after payroll is processed?
A: Taxes are withheld at the time of payroll but are filed closer to their statutory due dates - typically within the last two weeks of the applicable quarter. Filing cannot be scheduled earlier. This is by design to ensure filings align with agency deadlines. Zenoti ensures all filings are submitted before the statutory deadlines, so no action is needed on your part.
Tax Documents
Q: Why don't I see tax documents for a specific quarter?
A: Only forms filed by Zenoti appear in ZIP. If another provider handled payroll that quarter, the documents are not visible.
Q: Can Zenoti retrieve filings from a previous provider?
A: No. Contact your previous provider for past documents. They may charge a retrieval fee.
Q: Who can view tax documents?
A: Only users with appropriate permissions for ZIP settings and payroll access can view or download documents. Contact your Zenoti administrator for access.
Q: Can Zenoti correct or amend a tax form if there is an error?
A: Yes. If you notice an error in a Zenoti-filed return, email payrolloperations@zenoti.com with the required details.