Managing a business in Texas requires navigating two different state agencies: the Texas Comptroller of Public Accounts (for taxes) and the Secretary of State (for legal entity status). Your Webfile number is the "digital key" issued by the Comptroller that allows you to manage these state-level obligations.
Why This Matters
Whether you operate as a single-member LLC or an LLC with S Corp tax status, maintaining "Good Standing" is essential. S Corp status is a federal tax election and does not change your state-level LLC obligations.
Locating Your Texas Webfile Number
A Webfile number is an 8-character code (two letters followed by six digits). The prefix tells you which specific tax account it controls:
| Prefix | Tax Type | Where to Find It |
| RT | Sales & Use Tax | Upper left margin of pre-printed Sales Tax returns. |
| XT | Franchise Tax | Upper right corner of the Franchise Tax Notice (mailed ~6 weeks before due date). |
| FQ | New Business Registration | Right corner of your initial Registration/Welcome Letter. |
Pro-Tip: Keep your 11-digit Texas Taxpayer Number handy; you need both this and the Webfile number to link your business to your online eSystems profile.
What the Webfile Number is Used For
- Electronic Filing (E-Filing): Most Texas businesses must file reports electronically. You use the XT number for Annual Franchise Tax Reports and Public Information Reports (PIR).
- Identity Verification: It acts as a security PIN. Since the state only mails this to the address on file, it ensures only authorized individuals access your tax accounts.
- Good Standing & Reinstatements: If your business status is forfeited, you must use your Webfile number to file delinquent reports and request a Tax Clearance Letter to submit to the Secretary of State for reinstatement.
How to Get Your Webfile Number if It's Lost
If you cannot find your correspondence, you can retrieve your code using these methods:
1. Automated Phone Retrieval (Fastest)
Call the Comptroller at 800-442-3453.
- Requirements: You must provide your 11-digit Taxpayer Number and provide data from a previous return (e.g., the total tax amount paid or total sales reported).
- Verbal Confirmation: If verified, the automated system or a representative can provide the code immediately over the phone.
2. Department-Specific Support
If the automated line cannot verify you, call the specific division:
- Sales Tax: 800-252-5555
- Franchise Tax: 800-252-1381
- New Business (FQ Codes): 512-463-4402
3. Request by Mail
If you cannot verify previous return data, you must request a new Webfile letter to be mailed. Note: This can only be sent to the mailing address currently on file and typically takes two to three business weeks.
Important: If your business address has changed, you must update your address with the Comptroller before requesting a new Webfile letter, or it will be sent to the old location.
Disclaimer: The information contained in this document is provided for informational purposes only and should not be construed as legal, financial, or tax advice.