Forming an LLC is a big milestone for any entrepreneur or small business owner. It officially separates your personal assets from your business—and sets you up with liability protection, potential tax advantages, and day-to-day flexibility in how you operate.

But creating your LLC is only the start. To keep your company in good standing with your state and the IRS, you’ll need to handle ongoing maintenance—things like required filings, fees, licenses, tax obligations, and recordkeeping.

The good news? Once you know what’s required, maintaining an LLC is straightforward—and services like LegalZoom can automate many steps and send timely reminders. This guide breaks everything down clearly so you can stay compliant without stress.

What is LLC Maintenance?

LLC maintenance is the set of ongoing actions that protect your limited liability status and keep you compliant with state and federal rules. Think of it as the routine “care and feeding” your business needs to stay officially recognized and protected.

Each state has its own requirements, but most expect you to file periodic reports, pay annual fees or franchise taxes, renew licenses and permits, keep ownership and address information current, and maintain proper internal records. Many LLCs also have federal reporting or tax tasks—especially if you’ve elected a special tax classification or hire contractors or employees.

Some tasks recur annually (like an annual report); others are triggered by changes (like a new business address or member). If you want a simple way to manage it all, LegalZoom offers compliance tools and services that track deadlines and file for you.

The Basics of Maintaining Your LLC

While details vary by state, most LLCs stay in good standing by completing a few core tasks. Here’s what to know and manage on an ongoing basis.

Articles of Organization

Your Articles of Organization are the foundational documents you filed to create the LLC. They establish your company with the state and include key details like your legal name, registered agent, principal office address, management structure, and business purpose.

You typically won’t touch these again unless something changes. If you move, appoint a new registered agent, change managers or members, or adjust your tax classification, you’ll generally need to file an amendment (or a state-specific change form) so public records stay accurate.

Common reasons to amend your Articles:

  • LLC name change
  • Registered agent change
  • Registered agent or principal office address change
  • Changing the financial structure or tax status of your LLC (for example, electing S-corp status with the IRS)
  • Updating the management structure (e.g., from member-managed to manager-managed)

Most states charge a modest filing fee for amendments. If you’re unsure whether your change requires an amendment or a simpler “statement of change,” consult a business attorney or use a service like LegalZoom for step-by-step filing help.

Note: Updating your Operating Agreement usually doesn’t require amending your Articles, but you should keep both documents aligned and current.

Annual Report

Many states require an annual (or biennial) report—sometimes called a Statement of Information or Periodic Report. These filings confirm your LLC’s essential details, such as business address, members/managers, and registered agent.

For example, California requires LLCs to file Form LLC-12 within 90 days of formation and then every two years thereafter, even if nothing changed. Other states typically require an annual filing tied to your formation month or calendar year.

Fees vary by state, and missed deadlines can trigger late fees, administrative dissolution, or loss of good standing. LegalZoom’s compliance service can file on time for you and keep your records accurate.

If your state doesn’t require a report, periodically verify that your public records (address, ownership, registered agent) remain correct.

Business Licenses and Permits

Most LLCs need one or more licenses or permits to operate legally. The exact mix depends on your industry, location, and activities—especially if you sell taxable goods/services or operate across city or county lines.

Some licenses renew annually; others have multi-year terms. Track renewal dates and submit on time to avoid fines or suspensions.

Common examples include:

  • Liquor licenses
  • Health permits
  • Zoning and land-use permits
  • Occupational or professional licenses
  • Reseller or sales-tax permits
  • Building and signage permits

With 150,000+ filing jurisdictions nationwide, it’s easy to miss a local rule. Many owners use partners like LegalZoom to research, apply for, and maintain required licenses across states and municipalities.

DBAs and Fictitious Business Names

If your LLC operates under a name different from its legal name, you’ll need a DBA (“doing business as”) filing—sometimes called a fictitious business name. Example: your legal entity is “Riverside Holdings LLC,” but your storefront is “Riverside Coffee Co.”

DBAs usually expire and must be renewed on a schedule that varies by state or county (e.g., every 5–10 years). Missing your renewal can cost you the right to use the name until you refile.

Filing or renewing a DBA is straightforward—and LegalZoom can handle it quickly in all 50 states.

Annual Taxes

Stay current on federal, state, and local tax obligations. Depending on your tax election, income may pass through to your personal return (default for single- and multi-member LLCs) or be taxed like an S-corp or C-corp if you elected a different classification.

Some states charge an annual franchise or LLC tax regardless of income. For example:

• Delaware LLCs pay a flat $300 annual tax (typically due June 1)
• California LLCs owe a minimum $800 annual LLC tax, plus a separate fee based on total income

If you operate in multiple states, you may have filing obligations in each. A CPA can help you plan payments, manage estimated taxes, and capture deductions—especially if your structure or footprint changes.

Annual LLC Meeting

Most states don’t legally require LLCs to hold annual meetings. If your Operating Agreement requires meetings, follow it. Even if not required, a brief annual meeting (with written minutes) helps document major decisions, maintain separation between personal and business affairs, and reinforce your liability protection.

Typical agenda items include approving distributions, reviewing financials, ratifying contracts, confirming managers/members, and authorizing major changes (like loans or adding owners).

Beneficial Ownership Information (BOI) Reporting

Most LLCs must file a federal Beneficial Ownership Information (BOI) report with FinCEN under the Corporate Transparency Act. Deadlines depend on when your company was formed: companies created before 2024 generally have a 2024–2025 transition window; those formed in 2024 have 90 days from formation; and those formed in 2025 or later typically have 30 days. You must also update your BOI when ownership or key details change. If you’re unsure whether you’re exempt or how to file, consider getting help from a compliance service or your attorney.

Foreign Qualification & Certificates of Good Standing

If you transact business in a state other than your formation state, you may need to “foreign qualify” there and maintain compliance (reports, fees, registered agent) in each state. Vendors, lenders, or marketplaces may also ask for a Certificate of Good Standing—so keeping your filings current prevents delays when opportunities arise.

LLC Maintenance When Things Change: A Step-By-Step Playbook

Most compliance mistakes happen during change—new locations, new owners, new names, or new tax elections. Use this playbook whenever something shifts in your business. It shows you what to update, the typical order to do it in, and the documents to save so your liability protection stays intact.

Change Your Business Address or Registered Agent

  • Update internal records first. Record the new principal office in your minutes or written consent.
  • File state change forms. Many states use a simple “statement of change” to update address or registered agent; others require an amendment. Pay the state fee and get a filing confirmation.
  • Notify the IRS and tax agencies. Submit a change of address and update any sales-tax, payroll-tax, or city/county accounts tied to the old address.
  • Update licenses, permits, and banks. Log into city/county portals, your payment processors, and bank profiles to keep data consistent across systems.
  • Save proof. Store confirmations in your “/Compliance/Reports” folder and add the change to your tracker.

Add or Remove Members/Managers

  • Update your Operating Agreement. Reflect ownership percentages, voting, capital contributions, and buy-sell terms.
  • Approve by written consent. Document the admission or withdrawal and any changes to management authority.
  • Amend state records if required. Some states require you to list managers; file an amendment or periodic report update to keep the public record accurate.
  • Refresh BOI reporting. If your company is subject to Beneficial Ownership Information reporting, submit an update when ownership or key data changes.
  • Coordinate tax impacts. A CPA can help with K-1 allocations, year-end entries, and any necessary elections triggered by changes.

Switch to S-Corp Taxation

  • Decide timing. Many owners elect S-corp treatment to optimize self-employment taxes once profits are consistent.
  • Document internal approval. Add a resolution authorizing the election and reasonable salary policy for owner-employees.
  • Coordinate payroll and bookkeeping. Set up payroll for owners, adjust distributions vs. wages, and update your chart of accounts.
  • Keep filings aligned. S-corp status with the IRS doesn’t change your state entity type; still maintain your LLC reports, fees, and licenses as usual.

Expand Into New States

  • Determine “doing business.” Employees, a physical location, inventory stored in a warehouse, or regular in-person services usually create a filing obligation.
  • Foreign qualify. Appoint a registered agent in the new state and file for authority to transact business. Calendar the new state’s annual report and fee deadlines.
  • Register taxes and licenses. Open accounts for withholding, unemployment, sales/use tax, and any local permits.
  • Mirror compliance. Maintain good standing in both your home state and each foreign state (reports, agents, fees).
  • Track nexus changes. Reassess sales-tax and payroll-tax registrations any time you add a state or channel.

Adopt or Renew a DBA

  • Search availability. Confirm the name isn’t already in use locally and won’t conflict with trademarks.
  • File in the right place. Some jurisdictions file DBAs at the county level, others at the state. Note the renewal interval (often every 5–10 years).
  • Update downstream systems. Add the DBA to bank accounts, payment processors, invoices, and your website footer so customers and agencies recognize it.
  • Centralize evidence. Save filings and renewal confirmations in your Licenses folder and add the date to your tracker.

Hire Your First Employee

  • Register for payroll accounts. Obtain state withholding and unemployment IDs and verify workers’ comp requirements.
  • Set payroll cadence and filings. Configure deposit schedules, new-hire reporting, and year-end W-2s.
  • Update policies and insurance. Add an employee handbook, adjust coverage limits, and confirm you’re compliant with labor postings and recordkeeping rules.
  • Maintain separation. Keep clean books, reimbursements, and minutes authorizing any benefit plans or officer changes.

Rebrand or Change the LLC Name

  • Decide between a DBA and a legal name change. A DBA is faster; a formal name change updates your Articles and public record.
  • File the right form. Submit a name amendment with the state or file a new DBA. Update foreign states if you’ve qualified elsewhere.
  • Roll out updates in one push. Coordinate domain, website, bank accounts, invoices, licenses, payroll, and contracts to avoid mismatched names.
  • Notify customers and partners. Send a brief notice explaining the change and effective date; keep both names cross-referenced for a period.

Pause or Close Your LLC

  • Decide between “inactive” and dissolution. Some states allow you to file required reports and taxes while not actively operating; if you’re done for good, dissolve.
  • Follow your Operating Agreement. Approve dissolution by consent, settle debts, distribute remaining assets, and document final actions.
  • File final reports and tax returns. Close state tax accounts, cancel licenses, and file a final federal/state return as applicable.
  • Keep records. Store dissolution papers, final minutes, and tax filings for the required retention period.

Whenever you hit a change event, walk through the relevant subsection above, update your tracker, and save confirmations the same day. This habit keeps your public record accurate, your BOI filings current, and your liability shield strong—without adding chaos to your week.

3 Tricks For Maintaining Your LLC

Maintaining your LLC doesn’t have to be complicated. Use these three best practices to stay compliant with minimal effort.

Trick #1: Use a Registered Agent Service

Every state requires a registered agent. You can serve as your own agent, but it’s rarely wise. Missing a delivery, lawsuit, or government notice can lead to penalties or default judgments.

Using a professional registered agent service like LegalZoom ensures you never miss critical documents. You’ll get secure delivery, compliance alerts, and state-specific filing help—without being tied to one physical address during business hours.

Bonus: If you expand into new states, a professional agent makes multi-state compliance simpler.

Trick #2: Separate Business and Personal Expenses

This is non-negotiable. Open a dedicated business checking account and, ideally, a business credit card as soon as you receive your EIN. Mixing personal and business funds complicates taxes and can jeopardize your liability protection.

Use accounting software, keep receipts, and reimburse owners properly for out-of-pocket expenses. Clean books make tax time easier and support your liability shield.

Trick #3: Keep All Required Documentation in a Safe Place

Good records are your best defense. Keep up-to-date copies of key documents in a secure digital folder and, if possible, a physical binder at your principal office.

Your LLC’s main office should include:

  • Articles of Organization and all amendments
  • Operating Agreement and amendments
  • Names and addresses of all members/managers
  • EIN confirmation letter from the IRS
  • Meeting minutes or written consents for major decisions
  • Financial statements, bookkeeping reports, and tax filings
  • Licenses, permits, and renewal confirmations
  • Proof of current registered agent service
  • BOI (beneficial ownership) filing confirmation and any updates
  • Key contracts, leases, insurance policies, and resolutions

Keeping everything organized makes filings faster, audits smoother, and transitions (like adding owners or getting financing) much easier.

LLC Compliance Calendar & Checklist (10-Minute Setup)

Here’s a simple, repeatable system you can set up once and then run on autopilot. Use it to prevent missed filings, avoid late fees, and keep your liability shield intact—even as your business changes.

  • Find your state portal & record deadlines. Note your annual/biennial report due date, franchise/LLC tax due date, and any state-specific statements (e.g., California’s Form LLC-12). Save login URLs and your entity/filing numbers.
  • Create a one-page tracker. In a spreadsheet, add columns for: state, report due date, franchise/LLC tax due date, license renewals, BOI update window, registered agent service renewal, insurance renewals, and “owner responsible.” Keep this file in your shared business folder.
  • Add layered reminders. On your calendar, create recurring reminders 30, 14, 7, and 1 day before each deadline. Assign a single owner (and a backup) for every task so nothing falls through the cracks.
  • Centralize documents. Set up a “/Compliance” folder with subfolders for Reports, Taxes, Licenses, BOI, Minutes, Insurance, and Registered Agent. File confirmations and receipts the day you receive them. Name files consistently (e.g., “2025-06-01_DE_Annual-Tax_Confirmation.pdf”).
  • Track change triggers. Keep a checklist of events that require filings: address change, new/dropped members or managers, registered agent change, DBA adoption/renewal, opening a new location, hiring employees in a new state, inventory stored in a new state, or significant ownership transfers.
  • Map your tax cadence. List estimated tax due dates (federal/state), sales tax filing frequency, and (if applicable) payroll tax deposits/returns. Note who prepares each (you, CPA, or software) and where the money comes from so you don’t scramble for funds.
  • Audit licenses & permits. Inventory city, county, and state licenses (plus industry credentials). Record renewal intervals and fees. Put renewal proof PDFs in your Licenses folder and log confirmation numbers in your tracker.
  • Monitor BOI updates. Keep a secure sheet of beneficial owners (legal name, DOB, address, ID type/number). Add a 30-day update reminder for ownership or address changes if your company is subject to BOI reporting.
  • Standardize minutes & resolutions. Store a one-page minutes template to document major decisions (distributions, loans, officer changes, contracts). Schedule an annual meeting—even if short—and save signed minutes in your Minutes folder.
  • Run a quarterly 15-minute review. Once per quarter, scan the tracker, reconcile confirmations, and spot upcoming renewals. If you operate in multiple states, confirm foreign qualification status and good standing for each.

Optional: if you prefer a hands-off approach, a compliance partner can maintain your tracker, file reports, and nudge you before deadlines—useful if you expand into multiple states or add new DBAs.

What to Do Next

Now that you know what ongoing maintenance looks like, lock in a few essentials. First, open and use business-only bank and credit accounts to keep finances clean.

Next, map your state’s requirements and create a simple compliance calendar with filing due dates (annual report, franchise/LLC tax, license renewals), BOI reporting obligations, and reminders for things like minutes and insurance renewals. If you’d like a single place to manage it all, LegalZoom can help with registered agent service, annual reports, DBA filings, and ongoing LLC compliance.

Staying in good standing doesn’t have to be hard. With a repeatable checklist—or a compliance partner like LegalZoom—you can protect your LLC and focus on growth for years to come.