Startup Back-Office Operations Checklist: 14 categories with setup + ongoing tasks

A startup operations checklist outlines 14 categories of back-office tasks, divided into one-time setup actions and recurring ongoing responsibilities. The framework covers legal incorporation, banking, payroll, equity management, accounting, and HR, with specific items like Delaware C-Corp formation, 83(b) elections, and annual franchise tax filings.

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