Frequently Asked Questions
Security
- What kind of security do you use?
- We approach security with multiple layers, including transport encryption and robust data-protection measures like AES-256 encryption at rest. Please see this FAQ section below and our Security Section for more details.
- What encryption technologies do you implement?
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We utilize various cryptographic techniques that operate transparently as you use the system. For instance, when you enter Recipient data, it’s automatically encrypted/decrypted with a unique 256-bit key assigned to each Registrant account.
For quicker searching (e.g., by Tax ID), we use salted, precomputed hashes, which hide your raw data and still allow fast lookups. Additionally, we protect sensitive user passwords with a high-cost Key Derivation Function. And of course, every session—both on our public site and cloud application— is forced to use encrypted (HTTPS) connections.
- If you’re printing and mailing our forms, how do you keep them safe?
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Our Print & Mail partner facilities have undergone SOC 2 audits and maintain best practices suitable for handling sensitive data in the financial, healthcare, and other industries.
- I've heard using a username can be unsafe?
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If you use easily guessed passwords or reuse credentials from breached sites, then yes, traditional username/password setups can be risky. You can significantly boost security by enabling Multi-Factor Authentication. Just navigate to the “System → My Profile” tab and enable MFA under “Edit.”
- What is Multi-Factor Authentication, and how does it keep my account safe?
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Multi-Factor Authentication requires two or more independent methods of verifying a user’s identity (e.g., something you know, something you have). After you enable MFA, you’ll need a time-based rotating code (typically generated by Google Authenticator) in addition to your password to log in.
This extra layer prevents unauthorized access even if someone obtains your username and password. The code changes every 30 seconds, so a stolen credential alone won't grant access to your account.
We officially support Google Authenticator, although other similar apps may also work.
- Are your physical servers safeguarded?
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We use Amazon Web Services in a Virtual Private Cloud environment with SELinux (Security Enhanced Linux) enforcing mode. AWS complies with numerous certifications and regulations—like PCI Level 1, HIPAA, ISO 27001, SOC 1, SOC 2, and more. Learn more here.
Filers
- How many filers can I have?
- You can have an unlimited number of filers.
- I can only type (x) characters into a given field. Why is that?
- We enforce the IRS rules on field lengths to ensure that all data you enter is correctly transmitted to the IRS.
- What is the difference between System Filer Name and the Name on the main tab?
- In most cases, they’ll be the same. However, you may wish to report a filer to the IRS under one name while storing it as another for internal searching or organizational reasons. If you’re unsure, simply use the same name in both fields.
- How often do you E-File my Filer data with the IRS?
- We transmit data periodically throughout the week. Exact times can vary.
- I’m filing for multiple filers across multiple years. How do I do this?
- Create each filer and select a different “filing year” for each. Activate each filer, enter or import your recipients, and repeat for each filer/year combination.
Recipients
- How many recipients can I have?
- You can have an unlimited number of recipients.
- Which form copies can I use?
- We predominately support Copy B for most forms. Additionally, for some forms, like 1099-K we include a “combined” copy to simplify your workflow.
- Can I import data from Microsoft Excel?
- Yes. Download our Excel Template. Enter your data, then log in to your cloud account and navigate to System → Import Data. Drag and drop your completed file, and we’ll import all your details seamlessly.
- Can I import data from QuickBooks?
- Absolutely. We have a Windows-only QuickBooks import tool for QuickBooks® Desktop that extracts the data you need. Once it generates a file, go to System → Import Data in your cloud account, drag the exported file, and we’ll create your filer(s) and recipients automatically. We also support QuickBooks® Online (QBO) via a direct integration, allowing you to easily pull data right from your QBO account into E-File Magic.
- When do you attempt to electronically deliver forms to my recipients?
- We typically handle E-Delivery in batches, once in the morning and once in the afternoon (PST). Recipients receive an email with a secure link to download their encrypted forms.
- I printed and mailed the forms myself, and now a recipient wants a PDF copy. How do I do that?
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Each form we produce includes a QR code and a link. Recipients can scan or visit that link to securely retrieve an electronic copy. Alternatively, you can email them a PDF yourself. If you choose to do so, we strongly recommend password-protecting the PDF for better security.
- Can I password-protect the PDF forms?
- Yes, you can encrypt the PDF forms with a password by going to the Generate PDF screen. Choose a password, and the PDF will be encrypted accordingly, enhancing security if you email or store the file.
General
- How much does E-File Magic cost?
- Our pricing varies depending on the services you select. We don’t charge any licensing fee to use our cloud software until you create your first order. You’ll see an exact price quote during the submission process.
- I have a suggestion for a new feature. Where do I send it?
- We love hearing from you. Email or call us with your request—we’ll consider how to implement it to improve everyone’s experience.
- Will you be adding additional forms for us to process?
- Yes, we have a highly flexible platform and are always expanding our form library. If you need a specific form, let us know.
- How many years has E-File Magic been in business?
- Our first filing year was 2006, so we’ve been around for over a decade, serving and supporting customers just like you.
- What browsers do you support?
- Any recent version of Chrome, Firefox, Opera, or Internet Explorer 9+ works. We strongly recommend IE 10+ or other modern browsers for best performance.
- How does E-File Magic handle IRS Corrections?
- The IRS splits corrections into two categories: (1) amount/description changes, and (2) name/address/Tax ID changes. We automatically handle the required Identifying or Correcting transaction based on the type of correction. Simply mark the record as “Corrected” on the Recipients → Manage screen, and E-File Magic will do the rest.
- What forms do you support?
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- 1042S
- 1097BTC
- 1098
- 1098C
- 1098E
- 1098F
- 1098Q
- 1098T
- 1099A
- 1099B
- 1099C
- 1099CAP
- 1099DIV
- 1099G
- 1099H
- 1099INT
- 1099K
- 1099LS
- 1099LTC
- 1099MISC
- 1099NEC
- 1099OID
- 1099PATR
- 1099Q
- 1099R
- 1099S
- 1099SB
- 1099SA
- 3921
- 3922
- 5498
- 5498ESA
- 5498SA
- W2G
- What states participate in the Combined Federal/State Filing Program?
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- Alabama
- Arizona
- Arkansas
- California
- Colorado
- Connecticut
- Delaware
- District of Columbia
- Georgia
- Hawaii
- Idaho
- Indiana
- Kansas
- Louisiana
- Maine
- Maryland
- Massachusetts
- Michigan
- Minnesota
- Mississippi
- Missouri
- Montana
- Nebraska
- New Jersey
- New Mexico
- North Carolina
- North Dakota
- Ohio
- Oklahoma
- Pennsylvania
- South Carolina
- Wisconsin
