# Startup Back-Office Operations Checklist: 14 categories with setup + ongoing tasks > Source: > Published: 2026-05-28 09:51:14+00:00 The 14 operational categories every VC-backed startup needs to run, broken down into setup tasks (do once) and ongoing tasks (keep doing). **Setup:** - Incorporate as Delaware C-Corp (standard for VC path) - File 83(b) elections for founder stock - Get EIN from the IRS - Appoint registered agent in Delaware - Draft bylaws, board consent, initial stock issuance - Open state registrations in states where you have employees **Ongoing:** - Annual Delaware franchise tax filing (due March 1) - Certificate of Good Standing renewals - Foreign qualification filings in new states as you hire - Registered agent renewals - Amendment filings when structure changes (new stock classes, name changes) **Setup:** - Open business checking account - Set up wire/ACH capabilities - Connect to payroll, accounting, expense tools - Set up treasury/sweep for idle cash - Add authorized signers - Get corporate credit cards **Ongoing:** - Cash management (monitoring runway, burn rate) - Processing vendor payments (wires, ACH, checks) - Treasury optimization (yield on idle cash) - Bank reconciliation (monthly, fed into accounting) - Corporate card administration (issuing, limits, controls) - Multi-account management as complexity grows **Setup:** - Choose payroll provider - Register for state payroll tax accounts in all employee states - Set up pay schedules (bi-weekly typical for US) - Input employee information (SSN, W-4, direct deposit) - Configure tax withholding - Set up contractor payment workflows (1099s) - Define compensation bands/levels (Series A) **Ongoing:** - Run payroll every pay period (bi-weekly or semi-monthly) - Process new hires and terminations - Handle state tax registration for new hire locations - File quarterly payroll tax returns (941, state equivalents) - Year-end W-2 and 1099 generation and filing - Manage off-cycle payments (bonuses, commissions, severance) - Compensation reviews and adjustments **Setup:** - Initialize cap table with founder shares - Set up option pool (typically 10-15% at seed) - Get board approval for equity incentive plan - File Section 409A valuation (needed before issuing options) **Ongoing:** - Issue option grants to new hires - Process option exercises - Track vesting schedules - Annual or event-based 409A valuations - Model dilution for fundraising scenarios - Generate cap table reports for investors/board - Handle secondary sales, stock transfers, termination cliffs - QSBS tracking **Setup:** - Choose accounting software (QBO is standard) - Set up chart of accounts (startup-specific: R&D vs. G&A, deferred revenue, etc.) - Connect bank feeds, payroll, expense tools - Hire or outsource bookkeeper/accountant - Define revenue recognition policies - Set up accrual accounting (required post-seed for investor reporting) **Ongoing:** - Monthly close (reconcile all accounts, post accruals, produce P&L/BS/CF) - Accounts payable (process vendor invoices, schedule payments) - Accounts receivable (send invoices, track collections) - Bank reconciliation - Prepare financial statements for board - Audit support (Series A+) - Revenue recognition adjustments - Intercompany transactions (if multiple entities) **Setup:** - Employee handbook (state-specific requirements) - Offer letter templates - I-9 verification process - Background check provider - ATS for job postings and candidate tracking - HRIS for employee records - Set up PTO policy - Workers' compensation insurance **Ongoing:** - Post jobs, screen candidates, schedule interviews, manage pipeline - Generate and send offer letters - Employee onboarding (equipment, accounts, handbook acknowledgment, I-9) - PTO tracking and management - Performance reviews (Series A+) - Employee relations issues - Offboarding (system access revocation, equipment return, COBRA) - Employment law compliance (state-specific: mandatory postings, paid leave, etc.) - Headcount planning and org design (Series A) **Setup:** - Choose benefits model: PEO (bundled) vs. direct (broker + carrier) - Select health insurance plans (medical, dental, vision) - Set up 401(k) plan - Define employer contribution levels - Open enrollment process **Ongoing:** - New hire benefits enrollment - Life events processing (marriage, baby, address change) - Annual open enrollment - COBRA administration for terminated employees - 401(k) administration and compliance testing - Benefits cost monitoring and plan renewal negotiation - ACA reporting (if 50+ FTEs) **Setup:** - Issue corporate cards to team members - Set spending limits and approval workflows - Connect to accounting software (QBO) - Define expense categories and policies - Set up receipt capture requirements **Ongoing:** - Card issuance for new hires, cancellation for departures - Expense report review and approval - Receipt matching and categorization - Monthly expense reconciliation to accounting - Budget tracking by department/project - Policy enforcement (flagging out-of-policy spend) **Setup:** - Engage CPA firm (startup-specialized) - Register for state taxes in operating states - Determine sales tax nexus and obligations - Set up R&D credit tracking from day one - Delaware franchise tax setup - Determine QSBS eligibility tracking **Ongoing:** - Quarterly estimated tax payments - Annual federal and state income tax returns - Delaware franchise tax (due March 1) - Sales tax collection and remittance (if applicable) - R&D tax credit documentation and filing - Payroll tax compliance (overlaps with payroll provider) - State registration renewals - 1099 filing for contractors (January) - Form 3921 filing for ISO exercises - Transfer pricing (if international entities) **Setup:** - Google Workspace or Microsoft 365 - Password manager (1Password for Teams) - MDM for company devices - Security policies (acceptable use, data handling) - SOC 2 compliance program (when enterprise customers require it) **Ongoing:** - Account provisioning for new hires - Account deprovisioning for departures (critical: access revocation) - Device management (OS updates, encryption enforcement) - SSO and MFA administration - Security awareness training - SOC 2 audit preparation and evidence collection - Vendor security reviews - Incident response (when things go wrong) **Setup:** - D&O (Directors & Officers) insurance (required by most VCs) - General liability - Workers' compensation (state-required once you have employees) - E&O / professional liability (if providing services) - Cyber liability (if handling customer data) - Employment practices liability (EPLI) **Ongoing:** - Annual policy renewals - Coverage adjustments as company grows - Claims management (rare but critical) - Certificate of Insurance requests from partners/customers - Adding new states/jurisdictions **Setup:** - Establish board meeting cadence (quarterly typical post-seed) - Create board deck template - Set up investor update cadence (monthly or quarterly) - Board consent process for major decisions **Ongoing:** - Prepare quarterly board deck (financials, metrics, key decisions) - Run board meetings (agenda, minutes, follow-ups) - Draft and circulate board consents (hiring, fundraising, option grants) - Monthly/quarterly investor updates - Manage information rights and reporting obligations - Cap table scenario modeling for fundraising - Annual stockholder meeting **Setup:** - Classify workers correctly (contractor vs. employee, misclassification risk) - Set up contractor agreements (IP assignment critical) - If EOR: select provider, onboard employees in their countries - Understand local employment law requirements **Ongoing:** - Monthly contractor payments (multiple currencies) - Tax document collection (W-8BEN for non-US contractors) - EOR: manage local benefits, PTO, terminations per local law - Monitor contractor misclassification risk as engagement grows - Handle currency conversion and timing **Setup:** - Choose e-signature tool - Build template library (NDA, offer letters, contractor agreements, customer MSA) - Define signing authority (who can sign what) - Set up contract storage (often just Google Drive) **Ongoing:** - Send contracts for signature (offers, vendor agreements, customer contracts) - Track contract status and follow up - Store executed contracts with searchable metadata - Manage renewals and expirations - Audit trail maintenance