Downloads and Submission Choices
ZenTax may offer direct submission, manual submission, or download options depending on the form and task. The choice shown on screen is the authoritative choice for that filing.
Download types
Depending on the workflow, you may see:
- Summary File: totals and review information for the selected return or year-end form.
- E-File: the file required for manual submission to an agency.
- SSN File: the file used for manual SSA verification.
- TIN File: the file used for manual TIN matching.
- State filing files.
- Local .txt or .csv files.
- Workbook or spreadsheet downloads.
- A ZIP file when multiple documents are provided together.
The download name and format can vary by form and filing year.
Safe download procedure
- Confirm the selected company, form, year, and period. -> The downloaded file is tied to that selection.
- Review exceptions and totals. -> You avoid downloading a file with known blocking errors.
- Select the applicable download action. -> Your browser downloads the offered file.
- Open the file only with an approved application. -> You can review or submit the file according to the agency instructions.
- Store the file in your organization's approved location. -> The filing record is retained according to your organization's policy.
If a download does not begin, allow downloads for the ZenTax browser window and try again. If the file is empty or incomplete, confirm that processing has finished and contact Aqore Support.
Quarterly federal submission
For Form 941, the screen may allow you to authorize ZenTax or remain responsible for manual submission.
- If you select Yes, complete the displayed authorization steps and review the submission status.
- If you select No, use the offered download action and follow the applicable agency's manual filing process.
- If a Form 8879-EMP form is shown, complete and save it before continuing.
- After a submission, monitor the status and keep the submission ID or electronic postmark when displayed.
Year-end federal submission
For W-2 and W-2C, manual filing may require the eight-character BSO User ID shown in the Federal File task. For Form 1095-C, manual filing may require the five-character Transmission Control Code. Enter these values only when you are responsible for the manual submission and the field is shown.
For 1099-NEC and 1095-C, review the destination and instructions shown in ZenTax before submitting. Agency requirements can change by filing year.
State and local submissions
State and local downloads are generally used for manual filing with the applicable agency or locality.
- Download the file from the State File or Local File task. -> ZenTax provides the file in the available format.
- Submit the file through the applicable agency or locality process. -> The external agency processes the filing.
- Return to ZenTax and select Submit for the applicable row. -> ZenTax records the submission status for tracking.
Recording a submission in ZenTax does not replace the external agency's filing confirmation. Keep the confirmation provided by the agency.
Authorization and security
Only authorized users should approve a submission or download a file containing employee or tax information. Do not share agency credentials, employee identifiers, or downloaded files through unsecured email or chat.