Workloads for a small firm that files 15 returns of data and a larger accounting firm that file 1,500 are very different. Tax software prices don’t always reflect the difference.
A second wrinkle is that information returns are highly seasonal. A small business may employ its software to file during a time period but very little use it during the remainder of the year.
This raises a real-world purchasing problem. Do businesses have to pay indefinitely for access, or should its software cost follow the amount it files?
TaxFormHero takes the second approach, using per-form pricing rather than signup fees, subscriptions, or seat licenses.
Begin with the actual filing volume
It’s not a good idea to judge filing systems solely based on the price they advertise. Check the number of returns you plan to file, and the type of services you require.
TaxFormHero charges $1.99 for each form. Gradually, the price per form is reduced as you increase the volume of your forms. Custom rates are also available for businesses that file large volumes of paperwork.
If you’re an occasional filing, there isn’t a subscription you can rescind at the end of filing season. If a CPA has multiple clients, he or will not have to buy separate seat licenses because additional staff members are needed to help with the workflow.
Optional Services should actually be Optional
Not every filer needs identical services.
Certain companies might prefer to download recipient copies and distribute them according to their current processes. A different business may require the service provider to handle the distribution.
TaxFormHero provides a free recipient copy download. For paid-for services you can also include electronic recipient delivery or print-and-mail. Verification of TINs is an option service.
Modularity allows companies to differentiate between the expense of filing as well as the costs of additional services instead of paying for features they may not require.
The scale of the problem is also a challenge for companies
Filing volume isn’t just about price.
Accounting software is a great tool for an accountant working with multiple companies to organize their EINs without having a cluttered list of accounts. TaxFormHero allows multiple payer entities to be managed with one login and supports bulk imports with Excel or CSV.
A more comprehensive 1099 filing and W-9 collection system should cut down on the amount of administrative work that is repetitive while ensuring a the clear distinction between records of payers. Importing organized data is a better way to handle many returns for professionals.
Compliance and Security are part of the Cost Discussion
The cheapest solution for filing isn’t always best if the extra work involved or the inability to perform the tasks required by the business are the main reasons.
TaxFormHero that is authorized by the IRS can be used to file electronic 1099s, W-2s and various other information returns. The company claims that its platform supports two-factor authentication, and 256 bit encryption of data in transit and at rest. It reports completing an independent SOC 2 Type I audit for the Security trust services requirements in the month of October 2025.
These security and operational concerns are to be considered along with the price per return.
Purchase for the Filing System You Actually Have
Software economics are not the same for small business accounting firms, large enterprises.
The most effective takes into account the amount of data filed, number payer entities working on processing data, the need for delivery of information to recipients, verification requirements, and security expectations.
It isn’t necessary to maintain a monthly, fixed cost for software if you’re just doing annual compliance. The cost of a pay-per-form structure may fluctuate as does the amount required to be submitted, making budgeting more efficient.