LLC Annual Filing Requirements Tracker
Two documents and four sheets that treat the gap between what you're registered for and what you're actually doing as the finding, not the date.
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Entity Register
[Company], LLC — every jurisdiction, home and foreign
Status is the state's own current term, checked on its own record and dated the day it was checked. Still exists and in good standing are not the same claim.
| Jurisdiction | Type | Registered Agent | Current Status (State's Own Term) | Status Last Confirmed |
|---|---|---|---|---|
| — | — | — | — | — |
| — | — | — | — | — |
| — | — | — | — | — |
Two claims a due-date calendar cannot tell apart
| Still exists | Some states have no provision letting them dissolve a delinquent entity on their own initiative, so this proves nothing about standing |
| In good standing | The state's own current status term, confirmed today against its own record, not assumed from the date it was formed or registered |
A jurisdiction that has not been dissolved and a jurisdiction in good standing are different claims. The gap between them is exactly what this register exists to hold.
A compliance calendar can only remind you about a date, and a home state's annual or periodic report is the one obligation here that actually has one. Foreign qualification does not. It switches on the day you hire someone who lives and works in another state, lease an office, or sign a contract performed on the ground. The obligation exists retroactively from that day, whether or not anyone at the company has noticed. This pack keeps two registers instead of one calendar and treats the gap between them as the finding.
Kestrel Data Studio, LLC, a fictional Colorado-formed data consultancy, found two gaps on the same day. On May 4, 2026, a bank asked for a Certificate of Good Standing that Colorado would not issue, because a registered agent's resignation from June 2024 had gone uncured for twenty months. That same day, a client's legal team asked for a Texas Certificate of Authority the company had never obtained, tracing back to a remote data analyst hired in Austin in February 2025.
The Texas gap cost a fixed $750 registration fee plus a $1,500 late-filing fee, priced at the registration fee times every calendar year the activity ran unregistered, regardless of whether any Texas tax was ever due. Colorado's side carries no dollar figure at all. The state has no provision letting it dissolve a delinquent entity on its own initiative, so the gap just sits until someone outside the company asks for proof it does not have. Entity Register and Foreign Qualification Tracker exist to ask first.
What's in the pack
Entity Register
Every jurisdiction you're actually registered in, home and foreign, with that state's own current status term rather than a paraphrase, checked and dated the day someone looked.
Foreign Qualification Tracker
Every state with a real employee, office, lease or contract performed on the ground, checked against whether a registration already exists or the activity is ruled out under a named exclusion. The trigger here is an activity, not a headcount, revenue or location threshold, which is a different register entirely.
Registered Agent Register
The agent on file in every jurisdiction, not just at home, since a resignation or a lapsed subscription is its own trigger with no filing date attached to it at all.
Annual Filing Calendar
The one part of this that is genuinely date-based, on each jurisdiction's own cycle: a fixed report month, a formation anniversary, or a separate qualification anniversary. It hands off to a full compliance calendar once Entity Register says which jurisdictions actually belong on one.
Maintenance Procedure
The method behind the other three sheets: build what you're registered for, build what you're actually doing, and treat any state that shows up in one list and not the other as the finding.
Good Standing Note
What actually happens after a miss, state by state, worked through for one company. Oregon revokes a lapsed foreign qualification 45 days after notice, a hard stop Colorado's own statute has no equivalent to at all.
Entity Standing and Trigger Sweep
A weekly agent that checks every dated filing against its own grace period and separately asks whether any new hire, lease or contractor relationship since the last sweep has created a state nobody has registered for yet.
How to use it
- 1
Open in River, or download it
Install the pack so the agent reads your registrations and filings directly, or take the blank Word and CSV files away and fill them in yourself.
- 2
Send what you're registered for, and where you work
Every formation document and foreign qualification you're aware of, plus every state with even one employee, office, lease or contract performed on the ground.
- 3
Find the gap between the two lists
Entity Register says what you're registered for. Foreign Qualification Tracker says what you're actually doing. Any state in one list and not the other is the finding.
- 4
Fix what's overdue, then watch for the next trigger
Cure a delinquency or file a late qualification using that state's own formula, or answer a notice a state already sent, then let the weekly sweep catch the next hire before it ages into a multi-year gap.
Frequently asked questions
Is this template free?
Yes. Two documents and four sheets download as Word and CSV files with no signup and no credit card. "Edit with AI" is a separate, optional path for founders who want the agent to build the registers from their own filings. The rest of the packs sit in the template library.
What format are the downloaded files?
Word documents (.docx) for Maintenance Procedure and Good Standing Note, and CSV (.csv) for the four registers and trackers, zipped together. They open natively in Word, Pages, Google Docs, Excel, Numbers and Sheets, with nothing to convert.
What does 'Edit with AI' actually do?
It creates a free River account and installs this exact pack as a private workspace. The agent asks what you're registered for, then separately asks where you actually operate. It builds both registers from your answers and flags any state that shows up in one and not the other.
How is this different from a 50-state annual report checklist?
Those list one date per state, the home-state filing. This tracks that plus foreign qualification, which has no date at all. It switches on the day you hire someone in a new state or lease space there, and the obligation is backdated to that day whether or not anyone noticed. A checklist of new licences and permits is a related but separate gap.
What if I'm not sure whether an activity actually triggers registration in a state?
Every state publishes its own list of activities that don't count as transacting business. An isolated transaction, a contractor relationship rather than an employee, and business conducted purely in interstate commerce are common examples. The tracker records the specific exclusion and its citation rather than a guess, so a state can be ruled out on the record instead of just left off the list.
Does curing a delinquency or filing a late qualification fix everything retroactively?
Not always, and this is not legal advice. Colorado's registered-agent-lapse cure is a flat statutory fee, regardless of how long the lapse ran. A restriction like being unable to sue to collect a debt usually lifts only from the cure date forward, not retroactively. Confirm which applies before assuming a filing undoes what happened during the gap.
What if a client or bank has already asked for a Certificate of Good Standing I can't produce?
That's usually how the gap gets found, not how it's prevented, the same way a certificate of insurance request often surfaces a coverage gap nobody had checked. Order the certificate from the state that's actually delinquent, expect it to require curing that status first, and expect a foreign state to want the home state's own certificate before it will register you either.
Find out which state you're already out of compliance in
Download the blank pack as Word and CSV files, or open it in River and have your own registrations checked against where you actually operate first.
Edit with AI