How to Request Back Filings in Kintsugi
Your quick reference for requesting back filingsUpdated 6 days ago
Kintsugi can file sales tax returns for periods that have already closed. These are called back filings (you may also see them described as unfiled or past-due returns). If you know you have past periods that were never filed, you can request back filings yourself in the app, choosing exactly which states and which periods you want covered.
This article covers US back filings only.
Before you start
You need an active registration in the state you are requesting. States you are not registered in will not appear as options.
Anyone in your Kintsugi organization can submit a request.
Back filings are separate from your regular monthly and quarterly returns. Requesting them does not change anything about your current filings.
Each back filing carries a fee and, in almost every case, state penalties and interest. Both are covered below.
How to request back filings
Navigation path: Log in to Kintsugi > Filings > Back Filings > Request Back Filings > Select State > Select Period > Add Notes > Submit Request
Log in to Kintsugi.
Navigate to the Filings tab from the left side menu.
Go to Back Filings section.
Click Request Back Filings.
In the Request Back Filings modal, tick each state you want us to file for and under each state you select, tick the specific periods. Add anything we should know in the Notes field. This is optional. Click Submit Request.
Which periods you will see
For each state, the periods listed are the ones from your registration date that Kintsugi has not already filed. If you filed one of those periods yourself outside Kintsugi, leave it unticked so it is not filed twice.
Each state also carries a tag:
Tag | What it means |
|---|---|
Paid with return | Kintsugi remits the penalties and interest at the same time as the return, from the bank account on file. |
State bills you later | The state processes the return first, then sends you a separate notice for the penalties and interest, usually by post several weeks later. Send us a copy and we remit it from that same account. |
Not available | There are no unfiled periods left to request for that state, based on your registration date and the periods Kintsugi has already filed. |
For the full list of which states fall into which penalty and interest category, see How Kintsugi handles penalties and interest on back filings.
The back filings are created on your Back Filings tab straight away, in Unfiled status. Nothing is sent to any state at this point. Each one still needs your approval.
You choose state by state and period by period, so you can ask us to cover one state fully and another state partially.
Reading the Back Filings table
Each row is one back filing for one state and one period.
Column | What it tells you |
|---|---|
Jurisdiction | The state the return is for |
Country | Where the filing applies |
Start Date and End Date | The period being reported |
Due Date | The date the return was originally due to the state |
Total Liability | The tax calculated for that period |
Estimated P&I | The estimated penalties and interest, with the Paid with return or State bills you later tag beneath it |
Total to Pay | The tax due plus the estimated penalties and interest |
Status | Where the back filing is in the process |
Hover the info icon next to the Estimated P&I amount for a reminder that the figure is an estimate, that the state sets the final amount, and that approving the filing authorises Kintsugi to remit that estimated amount with your return from the bank account on file. Make sure sufficient funds are available.
Reviewing a back filing before you approve
Click anywhere on a row to open Filing Details. This shows:
Period Overview: jurisdiction, due date, period, transaction count, and transaction amount
Tax Overview: sales, collected tax, adjustment, and fees
Once the filing is processed, the sales data for that period is locked and used as the basis for the return, so this is the point to check the numbers rather than after.
Click File when you are ready to proceed, or Cancel to go back.
Approving your back filings
Back filings never approve themselves. Auto File covers current and upcoming filings only, so a back filing waits in Unfiled status until you approve it, however long that takes.
You can approve one at a time using the Approve button on a row, or click Approve all in the banner at the top of the list to approve every unapproved back filing on the page at once.
The Back Filing Terms
When you approve, the Back Filing Terms window opens. You need to read it and click Confirm and Approve before anything is filed. Your acceptance is recorded.
The terms cover four things:
Timeline. We submit back filings within 6 to 8 weeks of your approval. They are processed in the order they are approved, so the clock starts on your approval date, not on the date you requested the back filing or the date the period closed.
Penalties and interest. States charge these on returns filed after the due date, and the state sets the amounts, not Kintsugi. The Estimated P&I figure is an estimate only. Interest accrues daily, and many states do not calculate the final amount until after your return is processed, so what you pay may differ. In some states we remit penalties and interest with your return from the bank account on file. In others the state bills you directly after processing, and you should send us that notice so we can remit it from the same account. Each back filing shows which applies.
What you are approving. You confirm the listed periods and jurisdictions are the ones you want Kintsugi to file on your behalf. You acknowledge the submission timeline, and that in states where the state accepts it, Kintsugi remits both the tax due and any penalties and interest the state assesses, from the bank account on file.
Fees. A fee applies to each back filing, based on your plan. The Back Filing Terms show the fee before you approve, and it is charged when the back filing is submitted.
If we identified the periods for you
Our team also reviews state tax portals. If we spot a period that was never filed before you do, we will let you know and ask whether you want us to file it. Once you agree, the back filing appears on your Back Filings tab and is approved exactly as described above.
FAQs
Q: How soon after I submit a request do the back filings appear?
A: Straight away. They are created on the Back Filings tab in Unfiled status as soon as you submit.
Q: Why does a state say Not available?
A: Based on your registration date and the periods Kintsugi has already filed, there are no unfiled periods left for that state. If you believe a period is still missing, reach out and we will check.
Q: Who in my organization can request back filings?
A: Anyone with access to your Kintsugi organization.
Q: Can I request back filings for a state I am not registered in?
A: No. The request window only lists states where you hold an active registration. If you have historical exposure in a state you never registered in, that is usually a Voluntary Disclosure Agreement rather than a back filing. Reach out and we will talk it through.
Q: Will my back filings be approved automatically on the 5th like my regular returns?
A: No. Auto File applies to current and upcoming filings only. A back filing sits in Unfiled status until you approve it yourself. If you requested back filings and nothing has been submitted, this is almost always why.
Q: How much does a back filing cost?
A: The fee depends on your plan and is shown in the Back Filing Terms before you approve. It is charged when the back filing is submitted. State penalties and interest are separate and set by the state.
Q: Which bank account does Kintsugi use?
A: The one on file for your account, the same one used for your regular filings. Make sure sufficient funds are available when the return is submitted, since the tax due and, in some states, the penalties and interest come out of it together.
Q: Why does the Estimated P&I change, or differ from what the state eventually charges?
A: Interest accrues daily, and most states do not finalise penalties until they have processed the return. The figure in Kintsugi is an estimate to help you decide, not a quote.
Q: What do I do when a penalty notice arrives in the post?
A: Send us a copy and we will remit it on your behalf from the bank account on file. This applies to states tagged State bills you later, where the notice does not flow into Kintsugi automatically.
Q: Can I file these myself instead?
A: Yes. Leave those periods unticked when you request, or tell us if they are already on your Back Filings tab, so we do not file them as well.
Q: Do back filings show up in exports?
A: Yes. Filing Category is a filter in Advanced Export, so you can pull back filings on their own, original filings on their own, or both together.
Q: Does this work for filings outside the US?
A: Not yet. The request flow covers US states only. For non-US periods that need correcting or catching up, reach out to us.
Related Articles
Unfiled Returns and Back Filings: What They Are and How They Get Filed
Filing Statuses Explained: Unfiled, Filing, Filed, Paused, Issue, Skipped, and Cancelled
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.