The New Therapy Practice Tax Calendar: Every Deadline You Cannot Miss
A practical 2026 tax deadline calendar for new therapy practices, covering quarterly estimates, payroll, and year-end filings.
Running a therapy practice means tracking more than client progress notes. The IRS and your state tax agency have their own schedule, and missing a deadline triggers penalties and interest that eat into your revenue. This guide lays out every key tax deadline for a new therapy practice in 2026, with concrete dates and steps you can take this week to stay compliant.
Quarterly Estimated Tax Payments (Form 1040-ES)
If you are a sole proprietor, single-member LLC, or partner in an LLC, you pay income tax and self-employment tax through quarterly estimated payments. The IRS expects you to pay as you earn, not once a year.
2026 deadlines:
- April 15, 2026 (covers Jan 1 to Mar 31)
- June 15, 2026 (covers Apr 1 to May 31)
- September 15, 2026 (covers Jun 1 to Aug 31)
- January 15, 2027 (covers Sep 1 to Dec 31)
How to calculate: Use the IRS Form 1040-ES worksheet or your prior year’s tax liability. A common safe harbor: pay 100% of last year’s tax liability (or 110% if your adjusted gross income was over $150,000). If you are new and have no prior year, estimate based on projected profit. For example, if you expect $80,000 net profit, set aside roughly 30% for federal and state, or about $2,000 per quarter.
Action this week: Open a separate business savings account and transfer 25% to 30% of every client payment into it. This creates a tax reserve. Then, before each deadline, use that balance to pay via IRS Direct Pay or the Electronic Federal Tax Payment System (EFTPS).
Payroll Tax Deadlines (If You Have Employees)
If you hire an employee, even part-time, you become responsible for payroll taxes: federal income tax withholding, Social Security, Medicare, and federal unemployment (FUTA).
Deposit schedule: The IRS determines your deposit frequency based on the amount you owe. Most small practices fall under the monthly deposit rule: you deposit payroll taxes by the 15th of the following month. For example, if you run payroll on June 30, the deposit is due by July 15.
Form 941: File quarterly by the last day of the month after the quarter ends:
- April 30 (Q1)
- July 31 (Q2)
- October 31 (Q3)
- January 31 (Q4)
Form 940: Annual federal unemployment tax return, due January 31, 2027.
State payroll taxes: Most states require monthly or quarterly deposits. Check your state’s revenue department website for specific due dates.
Action this week: If you have employees, set up payroll software that automatically calculates and schedules deposits. If you are using a payroll service, confirm they handle all federal and state filings.
Annual Business Filings and Deadlines
Your practice’s legal structure determines which annual returns you must file.
Sole proprietorship or single-member LLC:
- Schedule C is filed with your personal Form 1040, due April 15, 2026 (or October 15 with extension).
- No separate business return, but you still need to report income and expenses.
Partnership or multi-member LLC:
- Form 1065 due March 15, 2026 (or September 15 with extension).
- Each partner receives a Schedule K-1.
S Corporation:
- Form 1120-S due March 15, 2026 (or September 15 with extension).
- Shareholders receive K-1s.
C Corporation:
- Form 1120 due April 15, 2026 (or October 15 with extension).
Action this week: Mark these dates on your calendar. If you plan to file for an extension, remember that an extension to file is not an extension to pay. Estimate and pay any tax due by the original deadline.
State and Local Tax Deadlines
State income tax, sales tax (if you sell products like books or digital courses), and local business license renewals vary widely. For example:
- California: LLC annual franchise tax of $800, due by the original return deadline.
- Texas: No state income tax, but franchise tax reports are due May 15.
- New York: State estimated payments follow the same quarterly schedule as federal.
Action this week: Look up your state’s department of revenue website and note the due dates for income tax, sales tax, and any annual reports. Add them to your master calendar.
The 2026 Tax Calendar at a Glance
| Deadline | What’s Due | Who Files |
|---|---|---|
| Jan 15, 2026 | Q4 2025 estimated tax | Sole props, LLCs, partners |
| Jan 31, 2026 | Form 940 for 2025 | Employers |
| Mar 15, 2026 | Form 1065, 1120-S | Partnerships, S corps |
| Apr 15, 2026 | Form 1040, 1120, Q1 2026 estimated | All |
| Jun 15, 2026 | Q2 2026 estimated | Sole props, LLCs, partners |
| Sep 15, 2026 | Q3 2026 estimated | Sole props, LLCs, partners |
| Oct 15, 2026 | Extended 1040, 1065, 1120-S | Those who filed extensions |
| Jan 15, 2027 | Q4 2026 estimated | Sole props, LLCs, partners |
| Jan 31, 2027 | Form 940 for 2026 | Employers |
Penalty Risks and How to Avoid Them
Missing a deadline triggers penalties. The IRS charges a failure-to-file penalty of 5% of the unpaid tax per month, up to 25%. Failure-to-pay is 0.5% per month. Interest compounds daily. For a $5,000 tax bill, a three-month delay could cost roughly $300 in penalties and interest.
Avoidance strategies:
- Set automatic reminders in your calendar 10 days before each deadline.
- Use IRS Direct Pay or EFTPS to schedule payments in advance.
- If you cannot pay in full, file anyway and request a payment plan. The penalty for filing late is much higher than paying late.
FAQ
Q: What if I miss a quarterly estimated payment? A: Pay as soon as you remember. The penalty is based on the number of days late, so paying early reduces it. If you underpaid, you may also face an underpayment penalty when you file your return.
Q: Do I need to make estimated payments in my first year? A: Yes, if you expect to owe at least $1,000 in federal tax. Many new therapists start making payments in the first quarter to avoid a large bill in April.
Q: Can I use my business credit card to pay taxes? A: Yes, but the IRS charges a convenience fee of about 1.85% to 2.0%. Compare that to the cost of borrowing; sometimes it’s worth it for cash flow.
Q: What is the difference between an extension to file and an extension to pay? A: An extension to file gives you extra time to submit your return, but you must still pay any tax due by the original deadline. If you don’t pay, interest and penalties accrue from that date.
The Bottom Line
Your tax calendar is not optional. Missing a deadline costs you money and stress. Start by setting up a separate tax savings account, mark every date from the table above on your calendar, and set reminders. If you have employees, verify your payroll service handles deposits and filings. For state taxes, check your state’s website this week. With these steps, you can keep your practice compliant and focus on your clients, not on penalty notices.