Tax documentation and records

Tax Documentation and Records

EZShip provides all the documentation you need for tax filing and financial record-keeping.

Available Tax Documents

For Carriers

• 1099-NEC — Issued annually if you earned $600 or more through EZShip
• Earnings summary — Monthly and annual earning reports
• Expense receipts — Platform fees and Quick Pay charges

For Shippers

• Shipping expense reports — Itemized shipping costs by period
• Invoice archive — All paid invoices for deduction purposes
• W-9 records — Carrier W-9s for your records

Accessing Tax Documents

1. Go to Settings > Tax Documents
2. Select the tax year
3. Download available documents as PDF

1099 Timeline

• January 15 — Preliminary 1099 data available for review
• January 31 — Final 1099-NEC forms issued
• Available online — In your Tax Documents section
• Mailed — Paper copy sent to your address on file

Updating Tax Information

Keep your tax information current:

1. Go to Settings > Tax Information
2. Update your W-9 or EIN as needed
3. Verify your legal business name and address
4. Changes take effect on the next tax document

Record Retention

EZShip retains records for 7 years in compliance with DOT and IRS requirements:

• All invoices and payment records
• Shipping contracts and rate confirmations
• Bills of Lading and Proof of Delivery
• Communication logs

Exporting Financial Data

For your accountant or bookkeeping system:

• CSV export — Transaction history in spreadsheet format
• PDF bundle — All invoices for a date range
• QuickBooks compatible — Export in QBO format
• API access — For custom accounting integrations (Enterprise plan)

Tax Deductions for Carriers

Common deductible expenses to track:

• Fuel costs
• Vehicle maintenance and repairs
• Insurance premiums
• EZShip platform fees
• Tolls and parking
• Per diem meals while on the road