Tax Filings in the ZIP Dashboard
This article explains how the Tax filings section in the ZIP Dashboard works and how ZIP sends real-time notifications when a filing status changes.
Overview
The Tax Filings section on your Zenoti Integrated Payroll (ZIP) dashboard provides a real-time view of your business's payroll tax filing activity across all applicable federal and state agencies. You can track the current status of each filing, understand why a filing may be delayed, and take corrective action when needed.
Zenoti Integrated Payroll 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.
How to access Tax Filings?
To navigate to the Tax Filings screen, follow the steps below:
From your Zenoti dashboard, go to Employees › Zenoti Integrated Payroll › Tax Filings & Documents › Tax Filings.
On the Tax Filings screen, use the available filters to narrow down the view by filing status, tax agency, filing period, or other relevant criteria.
This helps you quickly focus on filings that require your attention - for example, filtering by Blocked to see only filings that need action.
Note
Use the Blocked status filter as a quick health check after each payroll run to ensure no filings are pending resolution with your federal or state agencies.
Filing statuses
Each tax filing in your dashboard will display one of the following four statuses:
Status | What it means | Action required? |
Filed | The tax return or payment has been successfullysubmittedto the relevant agency. | No. Filing is complete. |
Pending | The filing is queued and currently being processed. This is a normal transitional state. | 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. No action required. |
Email notifications
ZIP sends automated email notifications for tax filing updates to the following recipients configured in your account:
Signatories listed on your payroll account, and/or
Company email address configured in your ZIP settings.
You may receive email notifications for events such as:
A filing being successfully submitted (status changes to Filed)
A filing being blocked (status changes to Blocked with a reason code)
A payroll funding failure placing your account in bad standing
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 will be 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 successfully resolved — for example, after a successful bank debit retry or manual payment reconciliation — your account will be restored to good standing. Any filings that were blocked due to bad standing will be 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, and verify that your banking details in ZIP are accurate and current.
Blocked status – Reason Codes and Corrective Actions
When a filing is Blocked, a reason code is displayed on the Tax Filings screen. Use the reference table below to understand the cause and follow the recommended corrective action. Once the underlying issue is resolved, ZIP will automatically reattempt the filing — no manual resubmission is required.
# | Reason Code | What It Means | Recommended Corrective Action |
1 | already_filed | The return for this period has already been filed — either by ZIP or externally — and a duplicate submission was prevented. | Verify whether the filing wassubmittedoutside ZIP (for example, directly via the agency portal or a prior payroll provider). If confirmed complete, no action is needed. If filed in error, contact Zenoti Support to review and reconcile. |
2 | applied_for_tax_id | A tax ID application is inprogressbut the ID has not yet been issued by the agency. The filing is on hold until the ID is received. | Monitor your application status with the relevant federal orstateagency. Once you receive the Tax ID, update it underZIP dashboard > Settings > Review Set up > Tax Set up.The filing will be reattempted automatically. |
3 | company_bad_standing | The account is in bad standing, typically due to a failed payroll funding or bank debit. Tax filings are suspended until the account is restored. | Resolve the outstanding payment failureimmediately. Verify your bank account details and available balance in ZIP. Contact your bank if the debit was rejected. Once funding is successfully processed, filings will resume automatically. |
4 | held_by_customer | The filing has been intentionally placed on hold at the request of the business or an administrator. | Review whether a hold was requested by your team or a prior administrator. If the hold is no longer needed, contact Zenoti Support to release it and resume filing. |
5 | inactive_account | The company's payroll account is inactive, which prevents filings from beingsubmittedto any agency. | Contact Zenoti Support to reactivate your payroll account. Ensure all required business and banking information is complete andaccuratebefore reactivation is processed. |
6 | incorrect_account_setup | Required payroll or tax account configuration is incomplete or incorrectly set up, preventingan accuratefiling from being generated. | Review your payroll configuration in ZIP, including federal and state tax account details, filing frequencies, and deposit schedules. Correct any missing orerroneousentries.. |
7 | invalid_ssn | One or more employees on the filing have an invalid or missing Social Security Number (SSN) on record. | Audit employee records in ZIP and correct any SSNs that are missing, incorrectly formatted, or flagged as invalid. SSNs must be 9 digits in the formatXXX-XX-XXXX. Employees should verify their SSN against their Social Security card. Once corrected, the filing will be reattempted. |
8 | invalid_tax_id | The federal Employer Identification Number (EIN) or a state tax ID on file is invalid or does not match agency records. | Verify your EIN against your IRS EIN confirmation letter (CP 575 or 147C). For state tax IDs, cross-reference the original agency registration confirmation. Update the correct ID underZIP dashboard > Settings > Review Set up > Tax Set up. Contact Zenoti Support if the mismatch persists. |
9 | invalid_tax_rate | A tax rate configured in your account (for example, state unemployment insurance/SUTA rate, local tax rate) is invalid or does not match therate assigned by the agency. | Obtain your current tax rate notice from the relevant agency (for example, your annual SUTA rate notice from the state workforce agency). Update the rate in ZIP under ZIP dashboard > Settings > Review Set up > Tax Set up. |
10 | late_company_reactivation | The company account was reactivated after a period ofinactivitybut the reactivation occurred too late to file for one or more past periods within normal agency deadlines. | Contact Zenoti Support toidentifywhich periods are affected and whether late filings need to besubmitteddirectly to the agency. You may be subject to late filing penalties. Consider contacting the relevant agency to explain the lapse and request penalty abatement if applicable. |
11 | missing_historical_data | Payroll historyrequiredto accurately complete the filing is absent. This is most common when migrating from a prior payroll provider mid-year. | Gather historical payroll reports from yourpreviousprovider covering wages paid, taxes withheld, and deposits made for the affected period.Contact Zenoti Support for guidance on importing historical payroll data to unblock the filing. |
12 | missing_prior_quarter | The filing for a preceding quarter has not been completed. Agenciesrequiresequential, in-order filing before the current period can be processed. | Identifythe unfiled prior quarter and resolve any blocks on that filing first. Contact Zenoti Support todeterminethe correct filing sequence andinitiatethe missing period's filing. |
13 | not_liable | The system has determined the company is not liable for thisparticular taxbased on current configuration. This may be flagged for review if the determination appears incorrect. | Verify your business's tax liability status with the relevant agency. If your business is genuinely not subject to this tax (for example, a non-profit exempt from FUTA, or no employees in a specific state), no action is needed. If the determination is incorrect, update your tax liabilitysettings in ZIP or contact Zenoti Support. |
14 | poa_failure | A Power of Attorney (POA) authorizationrequiredfor Zenoti to file on your behalf has failed, expired, or was rejected by the agency. | Re-execute the POA authorization. Navigate to ZIP dashboard > Settings > Review Set up > Authorize Filing and follow the steps to resubmit the POA for the affected agency. Some agenciesrequirea wet signature or agency-specific form. |
15 | previous_filing_in_progress | A filing for the same period and agency is already being processed. The new attempt was blocked to prevent a duplicate submission. | This is typically a transient state. Wait for the in-progress filing to complete or fail before taking action. If the status does not resolve within 1–2 business days, contact Zenoti Support to investigate whether the prior attempt is stuck. |
16 | tpa_failure | A Third-Party Administrator (TPA) registration or authorization required to file on your behalf has failed or been rejected by the state agency. | Review your TPA enrollment status with the relevant state agency. TPA authorizations may need to be re-registered via the agency's online portal or by submitting a new TPA designation form. |
17 | missing_tax_funds | Insufficient funds are available in your payroll account to cover the tax payment associated with this filing. The filing is blocked until the payment obligation can be met. | This could be due to pending collection of tax liabilities.Ensure your linked bank account has sufficient funds to cover outstanding tax liabilities. Once funds are available and the debit succeeds, the filing will be reattempted automatically. |
Key reminders
Automatic reattempt: You do not need to manually resubmit a blocked filing. Once the underlying issue is resolved, ZIP will automatically reattempt 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 on the status of your filings.
Contact Zenoti Support if you are unsure how to resolve a specific blocker, or if a filing remains blocked after you believe the issue has been addressed.