Prospective business owners register their businesses in at least two, and possibly three ways. Both a legal structure (business entity form) and a name (DBA) must be registered. You may want to consult with an attorney before choosing a legal structure, particularly if more than one person will own the business. (The information on this site does not replace legal advice provided by an attorney.) The legal entity form affects the taxes paid and when and how they are reported, so the assistance of an accountant may also be needed.
Business names and entity types are registered with the Idaho Secretary of State’s office before engaging in business activities. If the business will be an LLC or corporation, the name is registered when the entity registration form is filed. Sole proprietorships and partnerships file an Assumed Business Name, also called a DBA. Be aware that business registrations are public records. Any information included on the registration form, including your name and address, will be available for public view.
If the business will have employees or make retail sales, it must also register with the State Tax Commission, Idaho Industrial Commission, and Idaho Department of Labor by filing Form IBR-1. You must do this in addition to registering the business name and legal structure.
Note: Some of the forms referenced below are no longer available online. They must be secured from the Idaho Secretary of State’s office by calling (208) 334-2301.
Choosing a Legal Structure
The following legal structures (business entity types) are recognized in Idaho. For information, click on the name. To find a comparison chart of the attributes of each business type, click here: Business Entities comparison. If a married couple plans to start a business together, see Married Couples in Business on the IRS website before choosing an entity type.
This is the simplest business structure to create. All businesses are considered sole proprietorships unless specifically registered with the Secretary of State’s office as a corporation, partnership, LLC, or non-profit entity. If the business will operate as a sole proprietorship, filing a certificate of “Assumed Business Name” is sufficient; no additional paperwork is required. A sole proprietorship is:
- Owned by one individual, who has responsibility for all business decisions and financial obligations. Business revenue (income) is considered the owner’s personal income and is taxed at the owner’s personal tax rate. Business liabilities (debts) are the owner’s personal liabilities.
- Is NOT a separate legal entity but an extension of the business owner. If the business incurs debts or is sued, the owner’s personal assets can be used to satisfy the debt or a court judgment.
- Does NOT offer liability protection.
- Pays taxes by filing Schedule C with the owner’s personal income tax return. The owner pays quarterly estimated tax on business profits and pays self-employment tax. See the Taxes section of this site for information about both.
- The business terminates upon the owner’s retirement, death or bankruptcy. Assets are disposed of according to the owner’s wishes, the terms of the owner’s will or a court order.
To change the address, owner’s name, or close a sole proprietorship, file a “Cancellation or Amendment of Certificate of Assumed Business Name” with the Secretary of State’s office.
A General Partnership involves two or more people who operate a business together. The partnership is created by filing a Statement of Partnership Authority with the Secretary of State. A general partnership may be converted to a limited liability partnership.
- General partners share unlimited personal liability for the obligations of the business. The partners’ personal assets may be used to satisfy creditors, including debts incurred by only one partner.
- Business operations are governed by the terms of a written Partnership Agreement created by an attorney in accordance with Idaho law.
- When a partner leaves the business, she/he files a “Statement of Denial” or a “Statement of Dissociation” with the Secretary of State’s office. An attorney will then need to amend the Partnership Agreement to reflect the change.
- Partners share in the profits and losses of the business according to the terms of the Partnership Agreement. Profits are taxed as personal income.
- Partnerships end with the death, retirement, expulsion, incapacity, or personal bankruptcy of one partner unless the Partnership Agreement states otherwise. Partnerships are governed by the Idaho Uniform Partnership Act.
Foreign Partnerships: Partnerships organized in another state and wishing to do business in Idaho can file a Foreign Registration Statement.
Caution: Under Idaho law, a legally binding partnership may be created orally, in writing, or by the actions of two or more parties. Individuals who engage in a common effort to make and share profits from a business activity or businesses that represent themselves to the public as partnerships may have created a legal partnership, even if they have not registered as a General Partnership with the Secretary of State. Creating an unintentional or implied partnership could have serious legal or financial implications.
Most often formed by professional businesses, such as doctors, lawyers and CPA firms. Provides individual partners protection from personal liability for the acts of the partnership and/or the acts of other partners that might negatively affect all partners (misconduct, negligence, etc.). The partners continue to share liability resulting from general activities of the partnership.
- An attorney creates a written Partnership Agreement to govern the general affairs of the business.
- Taxed like a general partnership
- Individuals or an existing general partnership may elect to become an LLP or PLLP by filing a “Statement of Qualification” with the Secretary of State’s office.
Consists of two or more individuals who jointly own a business in an unequal capacity. The limited partner/partners are generally financially liable for debts only to the extent of their financial investment in the business. They usually have limited or no control over management of the company. The general partner/partners manage the company and face the greatest potential risk and reward from business operations. Silent partners are limited partners.
- Formed by filing a “Certificate of Limited Partnership” with the Secretary of State’s office. The limited partners (or silent partners) do not need to be identified. (They must be identified if applying for an alcohol license.)
- To protect the interests of both the limited and general partners, an attorney must create a Partnership Agreement detailing the terms and responsibilities of each partner.
This is the most complex entity type to establish. Legal assistance is generally required to create Articles of Incorporation and Bylaws to manage and regulate corporate affairs. Several types of corporations are recognized in Idaho including C, S, Non-profit, and Professional Service Corporations. Each is discussed below.
- Is a separate legal entity from its owners (shareholders) and may be privately or publicly held. (Publicly held corporations issue stock to the public.)
- Controlled by a Board of Directors, which is in turn controlled by the corporation owners (shareholders). Though a corporation is a separate legal entity from the owners, it is possible to “pierce the corporate veil of protection” if a business owner (incorporator) personally co-signs a lease or loan agreement, pledges personal assets as collateral for a loan, or fails to keep business and personal finances separate. The owners can also be held personally liable if the corporation fails to pay employment taxes to the IRS, including Social Security and Medicare.
- Corporate profits may be taxed twice if the corporation issues dividends – once as income to the corporation and once as a dividend to the owners (shareholders).
- Must hold annual meetings, keep minutes of meetings, and file reports of activities.
- Is dissolved by a vote of the shareholders, by court order, or administratively dissolved for failure to return the annual report to the Secretary of State’s office. (See the Glossary for an explanation.) Corporations must keep their address current with the Secretary of State’s office or risk being administratively dissolved when their annual report form is returned by the Post Office, which cannot forward report forms. If a corporation is administratively dissolved, the process to become reinstated can be time-consuming and may be expensive. The business will lose liability protection and owners will be personally liable for the actions of the business until the situation is resolved.
Registering a Foreign Corporation: Corporations registered in another state and wishing to conduct business in Idaho can register as a foreign corporation by filing a Foreign Registration Statement.
Unemployment Tax Payments: If the corporation owner/owners are also shareholders and actively work in the business, they must report a fair market wage before taking distributions or dividends that are not taxable as wages. Many new business owners do not realize that they, themselves, are considered employees if they work in the business. All corporations whose owner/officers provide services must open an unemployment insurance tax account with Idaho Department of Labor and either report wages or opt out as a corporate officer. For details, contact your nearest IDOL office.
Offers the protection of a corporation with the flexibility of a partnership.
- Profits and losses pass through to the owners as if the business were a partnership.
- Files “Articles of Incorporation,” adopts Bylaws, and holds regular meetings. In Idaho, the same forms are used to establish an S corporation and a C corporation.
- Cannot be owned by more than 100 individuals (shareholders) and cannot be owned by another corporation, partnership, or a non-U.S. citizen or resident.
- To qualify as an S Corporation, the owners file Form 2553 with the Internal Revenue Service indicating their tax reporting status. If the S Corp ceases to exist, both the IRS and the Idaho Secretary of State’s office must be notified.
- Some business types, including financial institutions and insurance companies, cannot be organized as S Corporations. See the IRS website for details.
Exists to provide a community service. Funding comes from donations and grants received from corporations, foundations, individuals and government agencies.
- Non-profits must first apply for and seek to maintain tax-exempt status from the Internal Revenue Service before registering with the state. The process is time-consuming and expensive, so be certain your business qualifies before applying. An attorney or CPA can prepare and file the application.
- After obtaining IRS approval, the non-profit registers in Idaho. To reserve a name while awaiting IRS approval, “Application for Reservation of Legal Entity Name” can be filed.
- The “Articles of Incorporation” must contain a clause stating the specific purpose of the business and a provision for the disposal of assets should the non-profit cease to exist.
- Tax reporting requirements are found on the IRS website.
- Non-profits engaged in the solicitation of donations from the public must comply with the “Idaho Charitable Solicitations Act.”
Individuals serving on the board of a charitable organization have specific obligations under Idaho law. See the Idaho Attorney General’s booklet, “Service on an Idaho Non-profit Board of Directors.”
Registered by homeowners associations, sports leagues and a few other organizations that offer a benefit to a large group of individuals and whose officers or agents change regularly. The purpose of registration is to identify a contact person, known as an Agent for Service of Process, for legal proceedings. Whenever the contact person changes, the Secretary of State’s office must be notified.
Provides the liability protection of a corporation and the federal tax benefits of a partnership or sole proprietorship. Formed by filing a “Certificate of Organization” with the Secretary of State’s office.
- Operates under a legal contract between the owners called an “Operating Agreement.” All LLCs, including single member ones, need a legal Operating Agreement created by an attorney that conforms with Idaho law. If an agreement is not created, the business is governed by the “Idaho Uniform Limited Liability Company Act,” which may not be in the business’s best interests.
- The individual owners, called governors, members or managers, are protected from personal liability for the acts of the company. They are not personally liable for debts, obligations, or liabilities created by the company unless one of the business governors/owners/managers engages in activities that “pierce the veil” of protection.
- The veil of protection from liability is “pierced” when an owner co-signs a lease, loan application or another legal document, pledges personal property as collateral for a loan or fails to keep business and personal finances separate. The IRS can also hold the business owner/managers personally responsible for failure to remit taxes withheld from employee wages, including Social Security and Medicare payments.
- Taxed like a sole proprietorship (if one owner) or a partnership if multiple owners
- A single member LLC terminates upon the death, retirement or bankruptcy of the owner or by court order. A multi-member LLC terminates in accordance with the terms of the LLC’s Operating Agreement, a court order or state law. The Idaho Secretary of State’s office must be notified of termination by filing the appropriate form. Business assets are liquidated and distributed in accordance with the terms of the Operating Agreement or by court order.
- An LLC can lose its status if the annual report is not returned to the Idaho Secretary of State’s office in a timely manner. See Administratively Dissolved Corporations and LLCs.
The Internal Revenue Service does not recognize LLCs as a unique tax reporting entity. (LLCs are created by state, not Federal, law.) Therefore, taxes are reported in the same manner as a corporation, partnership or sole proprietorship (called a disregarded entity), depending on the size and complexity of the LLC. See the IRS website for details.
Registering a Foreign LLC – An LLC formed in another state can register to do business in Idaho by completing a Foreign Registration Statement.
Changing the Registered Address or Agent, Dissolving an LLC – Contact the Secretary of State’s office for information and access to the correct form. An LLC must have a current address on file with the Secretary of State’s office or risk being administratively dissolved when its annual report form is not returned. The Post Office cannot forward annual report forms. If your LLC is administratively dissolved and you want to reinstate it, contact the Secretary of State’s office for information. There is a cost to be reinstated.
LLCs whose members offer a professional service (18 professions qualify) can register as PLLCs. Contact the Secretary of State’s office for details. A list of acceptable professions is found on the application form.
Changing or cancelling registered information
The Secretary of State’s office must be informed when registered information changes. Corporations and LLCs must file annual reports. For information on these topics, click the links below:
Businesses must notify the Idaho Secretary of State’s Office when changes in registered information occur. The Secretary of State no longer makes amendment forms available on their website. Therefore, you will need to contact their office to have the form you need emailed to you. You may also need to contact any agency from whom your business has secured a license or permit, such as a sales tax permit or local business license, or established an account, such as an employee withholding account.
- Address – Corporations, partnerships and LLCs – contact the Secretary of State’s office to secure the appropriate form.
Sole proprietorships (DBAs) file an “Amendment of Certificate of Assumed Business Name.” The form can be used to change the name of the business, the owner, and/or the address.
- Name Change – Corporations desiring to change their name submit “Articles of Amendment.” Before submitting the form, a formal corporate meeting must occur at which shareholders (owners) vote on the name change. See “Cancelling or Changing a Business Name,” below, for more information. Contact the Secretary of State’s office to learn how to secure the “Articles of Amendment” form. Also contact the IRS for their requirements when a name changes.
- Registered Agent – When the registered agent (the primary in-state person representing a foreign corporation or LLC) or the registered agent’s address changes, the Secretary of State’s Office must be notified. Failure to notify the Secretary of State may result in the business being administratively dissolved for failure to return the annual report form, which cannot be forwarded by the Post Office.
- Selling a Business – When a business is sold, both the current owner and the new owner need to notify the Internal Revenue Service (IRS), State Tax Commission and the Secretary of State’s office. If the business has employees, the Idaho Department of Labor may need to be contacted to be certain unemployment tax withholdings are reported correctly. Any other agencies from whom permits or licenses have been obtained, such as a sales tax permit or local business license, should be contacted as well.
To cancel or change (amend) a business name, either because the business is closing or changing its name, the Secretary of State’s Office must be notified. Corporations, partnerships and LLCs desiring to change their business name may need to have an attorney amend their Operating Agreement, Partnership Agreement or Articles of Incorporation. See the information above, “Changing the Name, Address, Ownership, or Registered Agent” for more information.
The Internal Revenue Service (IRS) should be notified to be certain tax payments are reported correctly or to close accounts. The Idaho State Tax Commission and the Idaho Department of Labor should also be contacted to be certain state taxes and withholding payments are reported correctly or accounts are closed.
When a business closes, final tax returns, both federal and state, should be filed and permits and licenses cancelled, including a sales and use tax permit and a local business license. If a business closes due to bankruptcy, see the IRS website for information.
Corporations and Limited Liability Companies (LLC) file an annual report form with the Secretary of State’s office. Failure to return the form by the due date can result in the business being administratively dissolved (the liability protection afforded by being a corporation or LLC is revoked and the owners assume personal liability for the business). When the report is due, the Secretary of State’s office mails a notice to the company’s address of record. The report can then be returned by mail or completed on-line. If not returned within 60 days of the due date, a warning card is sent. Failure to respond will result in the business being administratively dissolved. If your business is administratively dissolved, contact the Secretary of State’s office to find out how to reinstate the business. Reinstatement requires time and money. During the suspension the business and its owners become personally liable for any issues that might arise.
Important: Annual report forms cannot be forwarded by the Post Office. It is the business owner’s responsibility to keep all contact information up to date with the Secretary of State’s office or risk having the business administratively dissolved.
Foreign corporations, LLCs and partnerships desiring to apply for a “Certificate of Authority” to do business in Idaho must submit an application and a “Certificate of Existence” from their home state indicating the business is currently in good standing in that state. The “Certificate of Existence” is obtained from the office or agency in the state where the business is legally registered within 90 days of the date of registration in Idaho.
Foreign corporations, LLCs and partnerships file a Foreign Registration Statement to do business in Idaho. If a registered foreign entity ceases doing business in Idaho, a “Withdrawal of Foreign Registration Statement” or a “Cancellation of Certificate of Authority” must be filed. Contact the Secretary of State’s office to secure the appropriate form.
Out of state corporations or LLCs having an employee living in Idaho but not actively soliciting business in Idaho (the employee is doing only administrative work for an out of state office) can register the corporate name using “Application for Registration of Foreign Name.” The name can be registered for a year or by month. Registration notifies the State that your company has a presence in Idaho.
When a business changes from one entity type to another (such as from an LLC to an S Corp), the Secretary of State’s office should be contacted for information. An attorney’s assistance may be needed to assure that documents are completed correctly, the old entity is correctly dissolved, and an Operating Agreement, Articles of Incorporation, Partnership Agreement or other required documents are completed. The Idaho State Tax Commission and the Internal Revenue Service (IRS) need to be contacted because the business’s tax reporting method may change. If the business has employees, the Idaho Department of Labor should also be notified.
A corporation can “convert” to an LLC to take advantage of the tax benefits of an LLC by filing a “Statement of Conversion” with the Secretary of State’s office. Conversion is complex, so legal and financial advice should be secured to assist with filing the necessary paperwork, dissolving the corporation and creating a legal Operating Agreement for the LLC. The IRS and State Tax Commission may need to be notified, as well as any agencies from whom permits or licenses have been secured. If the business has employees, the Idaho Department of Labor may need to be notified.