Our online portal, Snapshot, makes it easy for Incserv clients to manage all aspects of their account – from filing annual reports and making franchise tax payments to paying invoices. And now, we’re excited to announce that Snapshot can facilitate beneficial ownership information reports (BOIR) directly with FinCEN!

As a reminder, the majority of all entities formed in the United States prior to 2024 are required to file beneficial owner information by December 31, 2024. Also note that newly formed entities must file their BOI reports within 90 days of forming. Start a BOI report order here.

How to use Snapshot to Manage Entities and File Necessary BOIRs with FinCEN

Using Snapshot to manage your beneficial ownership filings is easy!  Here’s a step-by-step guide to using Snapshot to manage your entities and file necessary reports with FinCEN.

Step 1

After you login to Snapshot, use the “Beneficial Owner Information (BOI)” link in the left-hand navigation to access the management portal.

Step 2

The text at the top of the page provides important information regarding due dates for filing with FinCEN. Underneath that text, the different statuses are listed. The statuses tell you how far through filing that entity is. 

Step 3

Snapshot provides clients with a central repository of all of their domestic entities that Incserv is an agent for as well as any entities that are domestic to a non-U.S. country but are doing business in a state in the U.S. (since those are the entities that need to be filed with FinCEN).

Step 4

Select the entity you want to file for by clicking the name or by checking the box and clicking the button at the bottom of the screen.

Step 5

The next page allows you to select the type of filing: initial, correction, amendment or marking as newly exempt.

Step 6

The entire form is on the next page. (No multi-page forms here!) Add all of the beneficial owners you need to with the click of a button. And you can add one or two company applicants – or none at all if the entity was formed prior to January 1, 2024.  Snapshot checks the information Incserv has on file about the entity to decide whether or not to show this part of the form. Clients can save their BOI filing progress and come back to it at any time. Additionally, we’ve extended Snapshot’s auto-logout time that triggers when a session is inactive. This helps with beneficial ownership information gathering.

Step 7

Snapshot validates as much information as possible with what FinCEN requires and displays any needed changes at the top of the page and the items on the form are marked in red as well for easy correcting. Validation issues are described in easy-to-understand language, simplifying sometimes confusing FinCEN phrasing.

Step 8

After saving the form free of validation errors, Snapshot marks that entry temporarily in green, making it easy to see which company you just finished with. The status will also change on the management portal. (Note: If you want to fully complete the form at this point, you can skip this step.)

Step 9

When you’re ready to submit, the fees are laid out clearly so you know exactly what you’re paying for. You have the option to pay for the filing via a credit card and submit the filing right away or you can have a member of our CTA team contact you for payment.

Step 10

After you submit the filing to FinCEN, you will receive an email with a copy of the filed Beneficial Ownership Information Report (BOIR).  You can also save the PDF of the filed BOIR on the confirmation page of the website under “View PDF.”  And if you need a copy at a later date and can’t find it in your email, you can login to your account and click “View” under “View History” to retrieve a copy there.

Step 11

Information in the management portal updates based on where you are in the process of filing, including the date the info was last updated, the last time a BOIR was filed with FinCEN, the current status of the last filing, and who submitted the filing.

Step 12

If you need to file another BOIR with FinCEN to report changes or updates, Snapshot will let you know that the initial report option is not available.  The system will not only display the saved info from the last filing, but also auto-complete the three new required fields used to file the last report, making it easier on you!

Step 13

Even though we validate as much as we can, sometimes we won’t get a failure from FinCEN until the submission reaches them. When this happens, Snapshot will display the error from FinCEN on the page as well as under the History page. If you need assistance from our CTA team, there is a “NEED HELP?” button right on the page under the rejection record in History to reach our team right away!

Please note that entities seeking to use Snapshot can only do so if Incserv is their registered agent. That said, individuals representing entities are still welcome to send beneficial ownership information to Incserv directly at cta@incserv.com for filing. Better yet, entities can always switch to Incserv for their registered agent needs!