Overview
Government Filings in Stax.ai CX lets you prepare, sign, and electronically file Form 5500 series returns without leaving the platform. You build a reusable project template that walks your team through every step: choosing the form type, filling out the form, collecting signatures, and submitting to EFAST2. This guide is for TPAs who handle 5500 filings and want a repeatable, consistent workflow for their team. The goal is simple — set the workflow up once, then run each filing the same reliable way every season.
Key Benefits
One consistent workflow for every filing. A 5500 project template gives your team the same four steps every time, so nothing gets missed. You can build separate templates for different situations — for example, one workflow for EZ forms and another for SF or long forms.
Less manual data entry. When you file an SF or long form, Stax.ai can look up the plan by its EIN, pull in last year's filing, and pre-fill this year's form with the prior-year information. You review and update instead of starting from scratch.
Built-in validation before you file. Stax.ai checks your form against EFAST2 and flags errors and warnings before submission, so you catch formatting problems early instead of after a rejected filing.
Flexible signing options. Whether your team signs the form, the plan sponsor signs electronically, or a client provides a wet-ink signature, Stax.ai supports each path. You choose how signatures are collected for each workflow.
Everything in one place. Filings, statuses, acknowledgment IDs, and the completed PDF all live in CX. You can filter to see what's drafting, what's awaiting signature, and what's been filed at a glance.
How To
Part 1: Create the 5500 project template
A 5500 filing runs inside a project. The project template comes with four tasks out of the box: configure the filing, complete the form, collect signatures, and submit the filing.
Open Project Templates in CX and create a new 5500 project template (or start from an existing one).
Confirm the four default tasks are in place:
Configure the 5500 — sets up the form type and prior-year options.
Complete the 5500 — where the assigned team member fills out the form.
Collect signatures — how the signature is gathered.
Submit the 5500 filing — files the form and saves the result.
Add any extra tasks your workflow needs between these steps. For example, many teams add an automation to email the client when a form is ready to sign. You can order and rename tasks to match how your team works.
Note: You can clone in this standard template by selecting More > Explore Curated Templates > 5500 Filings.
Part 2: Configure the filing
The first task holds the setup for the filing. This is where you tell Stax.ai what kind of form you're filing and whether to pre-fill prior-year data.
Open the Configure 5500 automation on the first task.
Select the form type (for example, 5500, 5500-SF, 5500-EZ, or 5558).
Choose whether to auto-select the forms by looking up the plan's EIN and pulling in last year's filing.
Choose whether to auto-fill prior-year data so this year's form starts with last year's information.
Note: Prior-year pre-fill is available for SF and long-form filings and their schedules. It is not available for EZ forms, because that data is not publicly accessible through the DOL system.
Part 3: Complete the 5500
When it's time to build the form, the assigned team member opens the task and clicks the blue button to load the 5500.
Open the Complete the 5500 task and click the blue Complete the 5500 button. Stax.ai loads the correct form for that project.
Review the pre-filled information (if you loaded prior-year data) on the left side of the form.
Fill in or update any field. You can:
Click a box directly on the form and it will highlight in blue
Type your value into the field.
Let Stax.ai validate as you go. Fields are checked for the right format — numbers where numbers belong, correctly formatted addresses, and a valid EIN.
To add schedules or attachments, click the Setup button and: a. Add schedules such as SB, MB, or R. b. Add structured attachments, such as an auditor's opinion letter or a Schedule H attachment. c. Upload any unstructured documents you need to include.
Note: You don't need to click save. Stax.ai saves your progress automatically in the background, even if you leave the page.
Part 4: Validate the form
Before filing, validate the form against EFAST2 to catch problems.
Click the Validate button. Stax.ai sends the form to EFAST2 and returns two kinds of results:
Warnings — EFAST2 flags information to double-check (for example, an address that looks off). You can still file with warnings.
Errors — formatting problems that EFAST2 will not accept. These must be fixed before you can file.
Fix anything you need to at the top of the form, then click Validate again.
When there are no errors blocking the filing, continue to collecting the signature.
Part 5: Choose how the form is signed
The third task handles signatures. Stax.ai supports three signing paths. Which one you use depends on who signs and how.
Option A — Submit with TPA EFAST credentials. Use this when your team is authorized to sign on the client's behalf.
On the Collect Signatures task, expand Submit with TPA EFAST Credentials.
Choose the signer role: Plan Administrator / Employer Sponsor, or Direct Filing Entity (DFE).
Enter the EFAST User ID, EFAST PIN, and Signed Name, then save.
Note: If one person signs as both the Plan Administrator and the Employer/Plan Sponsor, turn on "Plan Administrator and Employer/Plan Sponsor are the same signer" to use one set of credentials for both roles.
Option B — Request EFAST credentials from the client. Use this when the plan sponsor, plan administrator, or DFE signs electronically through the client portal.
On the Collect Signatures task, expand Request EFAST Credentials from Client.
Check the role(s) you need to collect a signature from:
Collect Plan Administrator Signature
Collect Employer/Plan Sponsor Signature
Collect DFE Signature
If the same person signs as both Plan Administrator and Employer/Plan Sponsor, turn on "Plan Administrator and Employer/Plan Sponsor are the same signer" to request one set of credentials for both. (DFE is filed on its own and can't be combined with the plan roles.)
Click Send Request. Stax.ai creates a signature task for each role you selected, and it appears to the client in the portal. Add an email automation so the client knows it's ready to sign.
In the portal, the client downloads and reviews the form, enters their EFAST User ID, PIN, and Signed Name, and submits.
Option C — Wet-ink signature. Use this when a signed paper copy is required (for example, filings your team must submit with a wet signature on file).
On the Collect signatures task, set the signature type to sponsor and choose the wet-ink signature option on the client task.
The client downloads the form, signs it on paper, and uploads the signed copy back into the task.
Note: Because one template can't do both, keep a template for filings your team signs and a separate template for filings the plan sponsor signs. Set the correct signing option on each so the right path runs automatically.
Part 6: Submit the filing
Once the form is validated and ready, submit it through the final task.
Open the filing and confirm it can be submitted (warnings are okay; errors are not).
Enter the signing credentials for the path you're using (your TPA credentials, or the client's from the portal).
Review the form one last time on the confirmation step.
Click Submit. Stax.ai files the form with EFAST2 and returns the acknowledgment ID and the completed 5500 PDF.
On the Submit the 5500 filing task, set where to save the completed PDF — for example, to a data field, the client directory, or as an email attachment.
Note: If a client is signing the 5500 through the client portal, CX will automatically submit the 5500 for filing to EFAST.
You're all set! The filing page shows the full history — who signed, when they signed, when the filing was created, and the acknowledgment details — so you always have a clear record.
Track your filings
To see all of your 5500 filings in one place, open the Government Filings table from the side menu (or by opening the filing task). You can filter by status to see what's still drafting, what's awaiting signature, and what's already been filed.