Questions clerks, treasurers and directors ask us

Public Filing Desk is a small team that prepares the public filings small US public bodies and nonprofits owe, for a fixed price, from the records they already hold. It is a service of 1414618 B.C. Ltd., a British Columbia corporation. We are a private company, not part of or endorsed by EPA, any state agency, the Illinois Comptroller or the IRS. About us

It depends on the service, and each service page says which check applies:

• IRS group exemptions: a licensed reviewer, an enrolled agent or an exempt-organization attorney, signs off every judgment call before your officer signs. The review is included in the price. Once you order, we give you the reviewer's name and credential so you can check them yourself.
• Water inventories: an experienced water-industry reviewer checks every kit. It is a practical check by someone who knows service line records, not an engineer's seal.
• Illinois reports: we check every total against your bank statements before the report reaches you. An optional second check by an experienced governmental bookkeeper is available. The report is not audited and carries no opinion.

In every case your own officer reviews and signs last, because the decisions belong to your organization.

No. We prepare documents. We give no legal, accounting, tax or engineering advice, and nothing we deliver is a legal opinion, an audit, an assurance report or an engineer's work. Where a question needs one of those, we say so and you take it to your own lawyer, accountant, auditor or engineer. For IRS packages, the licensed reviewer is an enrolled agent or exempt-organization attorney working under their own licence.

No. Your officer signs and files, with your own login, fax or portal. We never sign, submit or speak for you, and we never contact EPA, a state agency, the Illinois Comptroller or the IRS for you. We write the filing notes so submitting is quick.

Most of the time goes into gathering records on your side. Once we have them: Illinois reports take days; a water kit takes a few weeks for a small system and longer for a larger one; an IRS package runs on the schedule the 30-day chapter notices allow. Every quote carries a delivery date, and that is the date we hold. The free check from the public record comes back within 2 business days.

Good: send what you have. Water: we build on your 2024 inventory and anything you have learned since. Illinois: send any drafts with the records and we check what is done and finish the rest. IRS: send what you have filed or drafted, and tell us the dates of any chapter notices already sent, because the 30-day clock runs from them. The price is the fixed price for your size, or inside the published range for what is left.

If the rule behind your filing changes before we deliver and the change alters what the documents must say, we update them at no extra charge, as long as the work stays inside the same scope. If a change removes the need for the work before we start, either side can end the agreement and you get a full refund. After delivery, a change that needs new work is quoted first. Today that covers the court challenge to EPA's 2024 rule (argued September 30, 2026, no ruling as of October 13), any IRS extension of the January 22, 2027 date (none found as of October 14), and any change to the Comptroller's form.

Send us the notice. Within 2 business days we tell you whether the reason is inside our work, for example an arithmetic error, a missing item we had the records for, or a field we filled in wrongly. If it is, we fix it free. Reasons outside our work, such as records that were wrong, facts that changed after delivery, a decision that was yours, or a filing made late, are quoted first.

Public Filing Desk is new, so we have no client references to share yet, and we will not offer any we do not have. What you can check instead: the free check built from your own public record, the real samples on each service page, the rule sources we link under every claim, and a fixed written quote. Public bodies pay nothing until the work is delivered, and either side can end before work starts with a full refund.

In access-controlled accounts with multi-factor sign-in, used only for your work and seen only by the people working on it, including the reviewer where your service has one, under a written confidentiality agreement. Before any paid work starts, we confirm in writing which providers will hold or process your documents and in which countries. Our providers may store data in Canada, the United States or other countries. If you need your documents kept in a particular country, tell us before you send anything: we agree in writing how that will work, or tell you plainly that we cannot, and you may end the agreement with a full refund.

Passwords or logins to any government system, bank or account: not Comptroller Connect, not your state's drinking water portal, not an IRS online account. We also never need customers' names or payment details (service addresses are enough), individual pay records (payroll totals are enough) or members' personal information (a chapter's name, EIN and address are enough).

Within 30 days after the work ends, we return or securely delete the working files that contain your information, unless you ask us in writing to keep them longer. We keep a copy of what we delivered and our business records (quote, agreement, invoices, correspondence) for six years after the end of the tax year they relate to, as the Canada Revenue Agency requires, under the same confidentiality. You keep your originals; we work from copies.

No. We do not name you as a client, publicly or to other buyers, without your written permission. The samples on this site have the organization's name and codes removed.

Public bodies pay after delivery: water systems and Illinois units get one invoice when the work is delivered and pay within 30 days (net 30), with no deposit. Nonprofit parents with an IRS group exemption pay half when they accept the quote and half on delivery; work starts when the first half is paid.

ACH bank transfer or check, in US dollars. Payment details are on the invoice. If your rules require a card payment, tell us before you order and we confirm in writing whether we can take one.

Yes: Public Filing Desk is a service of 1414618 B.C. Ltd., a British Columbia corporation. A US payer gets IRS Form W-8BEN-E, the form foreign entities give instead of a W-9, and a signed copy comes with our invoice. We work with US organizations by email and invoice in US dollars. If your rules, or the terms of grant or loan money, limit work performed outside the United States, tell us before you order so we can check together. About Form W-8BEN-E (IRS)

We send a one-page fixed quote addressed to whoever approves the spend, written to go straight into a board packet, and we complete your vendor or conflict-of-interest forms. We answer your board's questions in writing before the meeting.

For water systems, often yes: EPA says State Revolving Fund lead service line money can pay for an inventory whether or not lead turns up. Each state decides who it pays, and some refuse costs incurred before the award, so apply first. Grants and loans by state. We found no outside funding for Illinois annual financial reports or IRS group exemption work; those come from your own budget.

Before work starts, either side can end the agreement by email and you get a full refund of anything paid. Work starts on the day we email you that we have begun. After that, you can end at any time by email: you pay for work done up to that day, never more than the quoted price, and we deliver what is done.

Our terms cap our total liability at the fees you paid us, and British Columbia law governs. We are not liable for fines, penalties, late fees or lost funding caused by information you gave us, a decision that was yours, or a filing made late or not made. If a regulator returns a filing for a reason inside our work, we fix it free. Terms summary