Workloads for a small firm with 15 returns of information and a larger accounting firm filing 1,500 are quite different. Tax software costs don’t always reflect this difference.
Another issue one more: information return filing is seasonal for most organizations. A small business may employ its software for filing extensively during a time period but barely touch it during the remainder of the year.
It also raises the question about how to purchase. Do businesses have to pay indefinitely for access, or should its software cost follow the amount it files?
TaxFormHero takes the second approach that uses per-form pricing rather than subscription fees, signup fees or seat licenses.
Begin by examining your filing volume
It’s not a good idea to judge filing platforms solely based upon the price they advertise. Compare the number of returns you are expected to file and what services you will require.
TaxFormHero’s published pricing starts at $1.99 for each form. Gradually, the cost per form decreases as you increase your volume. Organisations that have significantly larger volume can also discuss custom rates.
A recurring subscription isn’t necessary for an occasional filer. If an CPA has more than one client, he or she does not need to purchase seats separately because more staff are needed to help in the workflow.
Optional services must be a choice
Different filers may not require similar services.
A company may be comfortable with the process currently in place of downloading recipient copies, and then distributing copies to them. It is possible for a business to have the service provider take care of delivery.
With TaxFormHero’s 1099 e-filing platform, recipient copies can be downloaded free. In addition to the paid-for services, you can also include the delivery of electronic recipients, as well as print-and-mail. Other options include TIN verification.
Modularity allows companies to differentiate between the expense of filing as well as the costs of supplementary services, instead of paying automatically for features they don’t need.
Organizational issues are caused by the size
Price isn’t the only thing to consider when filing volume increases.
Accounting software can aid accountants who work with several businesses in organizing their EINs without a huge collection of accounts. TaxFormHero allows multiple payer entities to be managed with one login and supports bulk imports through Excel or CSV.
While maintaining the separation between payer records and the W-9 collection, a more comprehensive solution for 1099 filing and W-9 collection will help reduce the burden of repetitive administrative tasks. For people who handle a variety of tax returns, importing structured data can be a lot more practical than filling out forms separately.
Compliance and Security are a part of the Cost Discussion
The cheapest solution for filing may not be the best choice if extra work involved or the lack of capabilities that are required by an organization are a factor.
TaxFormHero is IRS-authorized and permits electronic filing for 1099s as well as W-2s and other tax returns. The firm claims that it offers two-factor authentication, and the 256-bit encryption for data both in transit and at rest. It reports completing an independent SOC 2 Type I audit to meet the Security Trust Services criteria in October 2025.
Businesses should evaluate these security and operational considerations alongside the price per return.
Purchase the Filing System You Actually Have
Software economics shouldn’t be the same for small businesses accounting firms, small and large enterprises.
More accurate calculations are based on quantity of paperwork filed, the amount of paying entities and their workload and delivery requirements.
It isn’t necessary to maintain a monthly, fixed cost for software when you are only doing seasonal compliance. The expense of a pay per form structure may fluctuate along with the amount filed, making budgeting easier.