Overview

Middesk provides a complete solution for managing payroll tax registrations across multiple jurisdictions, whether directly through our partner dashboard or via API integration. Middesk is designed to streamline the complex process of registering for state and local payroll taxes. Middesk serves partners who either manage registrations on behalf of clients or refer clients to Middesk for self-service.

From customizable intake forms to real-time tracking and flexible billing, Middesk’s platform offers a unified experience that simplifies regulatory compliance and reduces operational overhead. Partners can leverage Middesk as a fully managed, no-code solution through our partner dashboard, or seamlessly integrate with our API for tailored workflows.

Whether you’re using Middesk as a hands-off solution or integrating it deeply into your product, our flexible options ensure you can grow and scale your services with confidence.

Integration Methods

Middesk offers two primary ways to integrate, allowing partners to choose the level of automation and customization that best fits their workflow:

No-code using dashboard or referral links

Leverage Middesk’s dashboard UI or a reusable referral link to manage registrations without any development work. Partners can initiate registrations, share the link with end-users, and receive status updates directly within the dashboard—perfect for quick onboarding and minimal setup.

Learn more: Invite Users

Registration Requests API

For partners looking to automate the registration process, Middesk’s API enables you to create registration requests programmatically, pre-fill sections of the intake form for customers, and receive real-time status updates. An API integration streamlines the workflow, allowing Middesk to operate in the background without your involvement.

Learn more: WIP V2 - Integration Guide - Registration Requests API

Registration Lifecycle

1. Request Initiation: Initiate a registration request either from the partner dashboard or via API. This generates a unique registration request ID and secure link for the end-user to access to complete the intake application form.
2. End-User Completion: The end-user completes an intake application form, customized for required agencies, through Middesk’s hosted form.
3. Payment Processing:
   1. Reseller Model: Middesk invoices the partner, and the end-user completes the application without needing payment details.
   2. Referral Model: Middesk charges the end-user directly before processing begins.
4. Middesk Operations: Our team handles all necessary steps to complete the registration with the relevant agencies, ensuring compliance.
5. Status Updates:
   1. Immediate Completion: For some jurisdictions, registrations move directly to “active” status.
   2. Pending Government Processing: For others, registration remains in “government_processing” until official processing is confirmed.
6. Information Request:
   1. End-user involvement: End-users are notified by Middesk when additional information is needed to complete a registration
   2. Partner involvement: Middesk notifies partners when additional information is needed to complete a registration
7. Completion: Middesk sends a final update indicating the registration’s completion, with any necessary tax IDs and rates available to the partner.

Supported Jurisdictions & Tax Agencies

State Tax Agencies

Tax Registration Statuses

Tax Registration Statuses

Outcomes & Paths

Middesk’s registration process can result in four common situations, each reflecting the status and next steps for a registration request. Understanding these outcomes and paths is essential for partners to track and manage registrations effectively through the Dashboard, API, or webhooks.

Completion

The Completion outcome signifies that a registration has been successfully completed, and the tax accounts are active. Middesk provides the necessary tax registration items, such as IDs and rates, as they become available. Partners can access these updates via the Dashboard, API, or real-time webhook notifications.

Duplicates

A Duplicate outcome occurs when Middesk determines that an active tax account already exists with the agency, preventing the creation of a new registration. In this case, Middesk is unable to complete the registration and will notify you through the Dashboard and API.

Information Request

An Information Request arises when Middesk starts processing a registration but encounters missing information necessary to complete the application. When this occurs, Middesk will reach out for the required details, contacting either the partner or the end-user, based on the configured communication preferences. A secure link with a simple form is provided for submitting the additional information. Once the information is received, Middesk resumes processing the registration, moving it toward completion.

Government Processing

In cases where government agencies have extended processing times, registrations enter the Government Processing status. Some payroll tax registrations can take weeks or even months to finalize, depending on agency timelines. During this period, Middesk has submitted the application to the agency but is awaiting the issuance of tax IDs and rates. Partners can track progress through the Dashboard and receive periodic updates through the API, ensuring that they stay informed throughout the government’s processing phase.

Unmanaged Registrations

In the end-user intake form, Middesk prompts users to confirm if they already have an existing registration with the relevant agency. If so, they can optionally provide their existing IDs and rates, allowing Middesk to collect and transmit these details to the partner through the API and dashboard. This step enables seamless tracking and ensures that partners have a complete view of all relevant registration data, whether newly registered or pre-existing.

Foreign Qualifications

Middesk supports Foreign Qualification services in all states. For payroll tax registrations, only four states—Vermont (VT), New Jersey (NJ), New Mexico (NM), and Missouri (MO)—require Foreign Qualification to register for payroll tax accounts. Additionally, businesses may have other reasons to pursue Foreign Qualification in a state, depending on their operational needs or compliance requirements.

To streamline this process, Foreign Qualification is fully integrated into the hosted flow for these four states. Businesses have three options for completing the Foreign Qualification step:

Use Middesk to Foreign Qualify: Middesk handles the entire Foreign Qualification process for the business.

Provide an Existing State SOS ID: If the business is already foreign qualified in the state, they can simply enter their State Secretary of State (SOS) ID into Middesk.

Use Another Service to Foreign Qualify: Businesses can choose an external service to handle Foreign Qualification. Once the process is complete, they can enter the SOS ID into Middesk, and the tax registration will be automatically submitted to the state for processing.

This flexibility ensures businesses can meet state requirements while choosing the approach that best fits their needs.