Fact Checked by Editorial Staff 
If you see the message “state website error” while submitting your requirements, it only means the state’s filing portal or database had an issue during your submission. The problems can be either a state database mismatch, website downtime, website maintenance, or other issues. In this article, we’ll give you context on what issues could have happened on the state website, and what you can do to process your filings successfully.
- State website errors are common.
- Every state has a schedule for website maintenance.
- The payment gateway can be a source of website errors.
- Use Chrome in Incognito when processing filings.
What to Do if You Encounter a State Website Error?
There’s no need to panic if you encounter an error on a state website. Most state websites dedicate a team for contact support to help you with technical issues. Here are some strategies you can do on your own before asking for help from their support team:
- Use Chrome in Incognito
- Try filing after business hours
- Try removing special characters
- Match what the state or IRS has on file
- Check state status pages, and
- Report the website issue
Using Chrome in Incognito will remove browser extensions, ad blockers, and pop-up blockers that may be interfering with your filing process. It will also help to try filing after business hours so the website won’t lag from too many visitors.
Sometimes, systems don’t recognise special characters like &, /, $, or +. Removing them when filling out forms can help during the submission process. As mentioned, the IRS and SOS are very strict with matching database records. If what you submit doesn’t match what they have on file, their system will trigger an error.
Lastly, document the errors you experience and note the date and time. This will help you provide proof of the error when you report the website issue to their support team.
How Does a Website Error Affect Users
Even when a state business filing website is down, the Secretary of State usually continues to treat filing deadlines as active. Unless the state clearly declares that the deadline is extended, the original due date still applies.
Assuming that a deadline will automatically change because of a system outage, without verifying through official announcements, can lead to late filings, penalties, or loss of good standing. It is important to keep in mind that filing deadlines usually stay the same, and mere assumptions can result in serious consequences.
Given that a filing is submitted late, the state may ask for a valid explanation why it was delayed. Without records or documentation, it can be difficult to show that the delay was caused by a system issue, which is inevitable, and not personal neglect.
In such possible scenarios, business owners need to keep records such as:
- Official outage notices
- Screenshots of error messages or downtime alerts
- Mailing receipts or delivery confirmations
- Emails or messages from the Secretary of State
These records help prove that a reasonable effort was made to comply with state requirements on time. But it is also crucial to keep in mind that a website outage alone does not change a required filing deadline. Always keep solid records to prove that the delay was not caused by your own negligence, but by errors in the system.
How to Avoid Late Submissions
Even if system interruptions are a valid reason for delays in filing submissions, as these circumstances are often unpredictable, you should not assume that your request will still be considered and accepted.
To avoid such delays, you should check official notices from the Secretary of State where your business is registered. These notices can be found on the main business filing website, the agency’s homepage, or official social media accounts. They will indicate whether the filing system is currently unavailable.
Other Options to Keep in Mind
Some states release advance official announcements regarding maintenance alerts. These notices explain when filing systems will be unavailable and provide their expected restoration times. Saving these notices can be helpful if ever questions about filing delays arise later on.
If the state allows you to comply beyond the deadline, you may consider filing by mail or in person. You may also use an agent or filing service to represent you on your behalf. But keep in mind that you should first confirm and verify that these options are officially accepted before taking the step.
Are State Website Errors Common?
State website errors do not necessarily mean they will happen all the time, but they are common. In Washington, outages still exist in 2025 and are announced on the Secretary of State’s Public Notices page.
Why Do State Website Errors Occur?
State website errors can occur based on many factors, such as state database mismatch, website downtime, high traffic, and browser incompatibility. There are also times when errors happen due to payment processing failure or form validation bugs. If your business is similar to another business, the system can consider your filing for manual review. Here are more details on how each error happens.
State Database Mismatch
A state database mismatch occurs when your name or address may not match the record in their system. If your business is new, your Employer Identification Number (EIN) may not yet be recognized by the state.
States are very strict with records. A simple change in spelling or format can trigger the system to reject your filing. When filling state requirements, ensure all information about you and your business is correct so the portal can sync with the IRS (Internal Revenue Service) or Secretary of State databases.
Website Downtime or Maintenance
Every state has a schedule for website maintenance, also called website downtime. During this phase, programmers or engineers check bugs on the website to improve speed and security.
As technology improves, programmers and engineers also find ways to make websites more accessible and user-friendly for everyone. However, while these improvements are being implemented, the website may crash, and your filings can fail.
High Traffic or Ongoing Filing of Backlogs
On peak compliance deadlines, state systems can lag and experience errors. Schedule filings earlier to prevent coinciding with the:
- Annual report season
- January business registrations
- End-of-year filing rush
- Tax deadline months
Browser or Session Incompatibility
Surprisingly, state websites often crash on browsers like Safari and Firefox. Portals also glitch when accessed through phones or tablets.
For a better filing experience, use Google Chrome or Microsoft Edge. These browsers are more compatible with state websites.
Payment Processing Failure
Sometimes, the payment gateway is the source of website errors. Ensure that your name and address match the details on your cards.
Other payment gateways can also limit payment options. Please check the website to confirm accepted payment methods. The Secretary of the Commonwealth of Massachusetts, for example, accepts credit cards and e-checks.
Form Validation Bugs
Some states have outdated form fields. Characters like “&” and “/” may not be accepted in form fields. Newly assigned ZIP codes by the USPS (United States Postal Service) may not be updated in the state portal and can be flagged by forms as invalid. Requests for new ZIP codes can take a year of transition, in which the old or new ZIP code can be used.
Filing Needs Manual Review
The system can also show an error if your business name is almost similar to another business. In this situation, your filing will be reviewed manually. It may sound alarming, but the state is only adding a human approach to the process to correct lapses on the system’s end.
Manual review is also considered for incomplete prior filings or old businesses tied to your name or SSN (Social Security Number). Always review your filings to prevent penalties, interest, and a longer process.
Here are some other instances when state business filing websites become unavailable:
- Hardware Failure – It happens when there is a malfunction in a server, storage device, or network equipment that interrupts the service.
- Software Error – It happens when there are bugs, glitches, or crashes in the system’s software that interrupt normal operation.
- Cybersecurity Incident – It happens when there are hacking or ransomware attacks that disrupt system availability.
- Network Connectivity Issue – It happens when there are problems with internet service, routers, or data centres that block connection access.
- Power Outage – It happens during an electricity loss at data centres or offices where the server is hosted, commonly known as a blackout.
- Traffic Spike – It happens when there is an unexpected high volume of users or requests that overload the system.
Final Words
State website errors are common, and the best approach we can take is to report the issue. Some state websites offer a live chat feature that allows you to consult with a representative immediately. Other than reporting, using incognito mode clears cached sessions that cause forms to crash. Enabling pop-ups and ad blockers to prevent payment page errors also helps. State portals also seem to run faster late at night due to lower traffic of portal users. When filling out information, be sure to erase apostrophes, hyphens, and slash marks. Even punctuation matters.