Unfiled Returns and Back Filings: What They Are and How They Get Filed

Updated 14 days ago

If we have told you that a state is showing unfiled returns, this explains what that means, how the returns get filed, and what you need to do in the app.

What an Unfiled Return Is

An unfiled return is a tax return a state expected for a past period that was never submitted. The state's portal shows the period as open and outstanding.

Once we prepare and file one of these, it appears in Kintsugi as a back filing, which is simply a filing for a period that has already closed. This is different from an original filing, which covers your current or upcoming period.

Why You Might Have Them

Unfiled returns usually relate to periods before Kintsugi was filing that jurisdiction for you. Common situations include:

Periods before you joined Kintsugi. If you were registered in a state before you started with us, returns for those earlier periods are not something we would have filed.
A registration effective date earlier than your first filing with us. States sometimes backdate a registration, which creates filing obligations for periods that predate your account.
A jurisdiction we do not currently file for. If a state is not switched on in your account, we are not filing it, so returns can accumulate there.

If none of those explains the returns on your list, tell us. It is worth understanding rather than assuming.

How They Get Filed

There are two approval steps, and it is worth knowing that up front so the second one does not surprise you.

Step 1: You tell us to proceed

When we contact you about unfiled returns, we ask whether you want us to file them on your behalf. Nothing happens until you confirm. See: Why Kintsugi Is Contacting You About Past-Due Balances or Unfiled Returns

Step 2: You approve each return in Kintsugi

Once you confirm, we prepare the returns and add them into Kintsugi as filings for your review. Each one then waits for your approval before it is submitted to the state. See:

This second step exists for the same reason your regular monthly filings need approval: you should see the calculated amount before a return goes to a tax authority in your name.

How to Approve Unfiled Returns

Navigation Path: Log in to Kintsugi > Filings > Backfilings

You can also filter by Status to see only the ones still waiting on you. Back filings that need your approval will be in Unfiled status.

To approve, just click "Approve" on the row of the specific jurisdiction or do bulk-approve by clicking "Approve" button located at the top portion of the unfiled list. See: Manually Approving Unfiled Filings in the Kintsugi App (and What Happens to the Payment)

If you wish to review them first, just click anywhere on each row to open sidebar showing full filing details: review the calculated tax amount and jurisdiction.

Important: Auto-Approve Does Not Apply

Your current-period filings are approved automatically on the 5th of the month if you take no action. Back filings work differently. Auto-Approve and Auto-File cover current and upcoming filings only, so a back filing will sit in Unfiled status indefinitely until you manually approve it.

If you asked us to file past-due returns and nothing seems to have been submitted, this is the most likely reason. Check the Filings page for back filings awaiting approval.

What Happens to the Amount Due

The tax owed on a back filing is calculated from your transaction data for that period, so the final figure may differ from any estimate the state showed. States commonly add interest and penalties on late returns, and those can arrive as a separate notice after the return is filed.

Frequently Asked Questions

Q: How long do back filings take to prepare?

A: It depends on how many periods and jurisdictions are involved, and on whether we have complete transaction data for those periods. We will tell you what to expect when you ask us to proceed. See: Back Filing Process and Timeline

Q: Will filing late returns trigger penalties?

A: Often yes, since the return is late. Filing is still almost always better than not filing, because penalties usually keep growing until the return is in. If a penalty notice arrives, send it to us.

Q: Can I file these myself instead?

A: Yes. Tell us that is your plan so we do not file them as well, which would create duplicate returns to unwind with the state.

Q: I approved the outreach email. Why is nothing filed yet?

A: Most likely the returns are in Kintsugi waiting on your approval. Log in to Kintsugi > Go the Filings tab > Click Back Filings section > Bulk-Approve or Single-Approve an unfiled return.

Q: Do back filings show up in reports and exports?

A: Yes. Filing Category is available as a filter when you export, so you can pull back filings separately, original filings separately, or both together.

Need Help?

For further concerns, we're always here to help. If you can't find the answer you're looking for, just reach out to us using the chat in the bottom right corner of your screen.