What it does
Automatically distributes Gusto-generated W-2s and 1099s to employees and contractors via email the moment they’re available, eliminating manual document distribution and printing.
Why I recommend it
Manual W-2/1099 distribution is tedious, error-prone, and delays tax filing. Automation ensures instant, secure delivery to all workers the moment documents are ready, improving employee experience and reducing HR workload.
Expected benefits
- Instant tax document distribution
- Zero manual distribution work
- Better employee experience
- Secure document delivery
How it works
Gusto generates W-2s and 1099s -> documents become available in Gusto -> automation detects new documents -> sends secure email to each employee/contractor with personalized link to their tax document -> tracks who has accessed documents -> sends reminders to those who haven’t downloaded.
Quick start
For current tax year, manually email W-2/1099 links from Gusto. Track time spent and common questions. Note who doesn’t download. Then use Gusto’s built-in distribution or automate custom emails with secure links.
Level-up version
Reminder emails for those who haven’t downloaded after 7 days. Multi-language support for international contractors. Include tax filing deadline reminders. Provide tax filing resources and CPA referrals. Track download rates. Automatically archive after tax season.
Tools you can use
Payroll: Gusto, ADP, Paychex, QuickBooks Payroll
Email: Gmail, SendGrid for distribution
Automation: Zapier, Make, Gusto workflows
Security: Encrypted document delivery
Tracking: Track email opens and downloads
Also works with
HR platforms: Rippling, Bamboo HR for employee data
Document security: DocSend, Adobe Sign for secure delivery
Compliance: Store copies for IRS requirements
Technical implementation solution
- No-code: Gusto notification when tax docs ready -> Gusto built-in distribution sends emails automatically to all employees/contractors.
- API-based: Gusto webhook when tax documents available -> fetch document URLs via API -> send personalized email to each worker with secure document link -> track opens and downloads -> send reminder emails to non-downloaders after 7 days.
Where it gets tricky
Ensuring secure document delivery (can’t email raw documents), handling employees who left during the year, managing contractors with multiple 1099s, and coordinating timing with payroll provider’s document availability.
