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Unclaimed Property Reporting Software: Tracking Dormancy, Due Diligence and State Filings
Last updated: October 12, 2026 · Independent buyer’s guide · We do not sell rankings or coverage.
Unclaimed property reporting software takes outstanding checks, customer credits and other dormant balances from your ERP, works out which state each belongs to and when it becomes reportable, produces due diligence letters, and builds the annual holder report in the NAUPA standard file format. Options range from the free, state-accepted HRS Pro to platforms such as Sovos UP Enterprise and Ryan Tracker PRO. The right one depends on how many states, entities and records you report, and whether you have past-due years to resolve.
Key takeaways
- All 50 states accept the NAUPA file format. The hard parts are dormancy dates, state priority and due diligence.
- The owner’s last known address decides the state first. If you have no address, the property goes to your state of incorporation, which for many companies means Delaware.
- HRS Pro’s free edition covers one FEIN, one user and fewer than 100 properties per state report; its Enterprise edition starts at $499 a year.
- Sovos and Ryan do not publish prices for their platforms. Sovos is also where Keane’s unclaimed property consulting and software went in 2020.
- Resolve unreported back years before you automate. Delaware and California run voluntary programs that waive interest.
How unclaimed property reporting works
Each year your company, as holder, must find property with no owner activity for the state’s dormancy period, try to contact the owner, and report and remit what is left to the right state. Most volume sits in uncashed vendor checks, uncashed payroll checks and customer credit balances.
The cycle has five steps: extract data from your ERP and bank records, assign each item a property code and state, calculate when dormancy ends, send due diligence letters inside the state’s window, then file and pay. For the entries to void and reclassify old checks, see our guide to stale-dated checks.
Which state gets the property
The US Supreme Court set the priority rules in Texas v. New Jersey (1965) and restated them in Delaware v. New York (March 30, 1993). The state of the owner’s last known address in your records has first claim. If there is no address, or that state does not provide for escheat, your state of incorporation takes the property, not the state of your head office (Justia, Delaware v. New York, no date shown).
Address quality in your vendor, employee and customer masters therefore decides where money goes. Every blank-address vendor check on a Delaware corporation’s books becomes Delaware property, so good software flags these records before the report is built.
Property type codes and dormancy
Dormancy is set by state and NAUPA property type code. New Jersey’s code list shows the common ones: MS01 for wages and payroll, CK13 for vendor checks, MS05 for customer overpayments, MS09 for accounts receivable credit balances, MS06 for unidentified remittances and MS16 for miscellaneous outstanding checks (New Jersey Unclaimed Property Administration, updated June 2022). A wrong code can change both the dormancy period and the report year.
Customer credits are where companies are least prepared. The table shows how three states treat credit memos and what each expects at filing; payroll and vendor check periods are in the stale-dated checks guide.
| State | Credit memos dormancy | Report due (general holders) | Filing notes |
|---|---|---|---|
| California | 3 years | Notice report October 31; remittance June 1-15 | NAUPA 2 or CD; upload at hrp.sco.ca.gov |
| Delaware | 5 years | March 1 | NAUPA 2; no negative report required |
| Texas | 3 years | July 1 | NAUPA 2 through the state’s secure portal; negative report required |
Source: NAUPA state reporting pages for California, Delaware and Texas, no date shown, checked October 12, 2026. Confirm against each state’s holder guide before filing.
Due diligence letters
States set their own thresholds and timing. California requires notices for property valued at $50 or more, sent in a window 6 to 12 months before the notice report (California State Controller, holder reporting guide, Rev. October 2022). Texas requires notice for property over $250 at least 60 days before delivery (Texas Property Code Section 74.1011, no date shown). Letters sent before the official window count only as courtesy letters (Sovos help center, no date shown). Tracking each state’s window is the main reason multistate holders leave spreadsheets.
Where the process goes wrong
- Wrong start date. Dormancy runs from “the date of the last activity by the owner” (Sovos help center), such as the check date, not from when someone noticed the item.
- Missing addresses. Items with no address default to your state of incorporation, even if the address sits in another system.
- Write-offs to income. Old credits and checks written off to miscellaneous income are still reportable, and auditors look for them in the general ledger.
- Skipped negative reports. Texas requires a report even when you have nothing to report; Delaware does not.
How the software handles it
The products fall into free report builders, self-service SaaS tools and enterprise platforms with managed services. None of the vendor pages we reviewed names a certified connector for a specific ERP: Sovos imports through a template, and Ryan says Tracker PRO can “pull data from various sources, including spreadsheets and accounting platforms.” Expect to build an ERP export either way.
Sovos (ReportMyUP, UP Enterprise, managed services)
ReportMyUP is a self-service cloud tool for up to 5 FEINs and fewer than 50,000 records, with a letter library, standard state thresholds and electronic filing to more than 30 states. UP Enterprise adds unlimited FEINs and users, custom thresholds and letters, multi-company reporting, ledger reconciliation and audit trail reporting. Sovos also sells managed services for outsourced reporting and due diligence, and consulting for audits and voluntary disclosure agreements (Sovos, page modified October 8, 2026).
ReportMyUP creates reports for all states plus Puerto Rico, Quebec and the US Virgin Islands, and the NAUPA file for each state; you file the states it cannot submit to through their websites or by mail. Shares reporting needs the enterprise product (Sovos Docs, last updated September 30, 2026). Sovos publishes no prices, and its pages give the e-filing count as both “30+” and “over 34” states, so ask for the current list.
If you used Keane: on July 23, 2020, Sovos bought Keane’s unclaimed property consulting services and reporting technology, a practice covering audits, penalty abatement and voluntary disclosures (Sovos press release, July 23, 2020). Sovos sells the products described here.
Ryan Tracker PRO
Tracker PRO generates NAUPA-layout reports for 54 jurisdictions, runs automated exemption and deduction analysis, handles multi-holder reports and submits through a state reporting portal. Due diligence letters come from seeded or custom templates with automated USPS tracking, and an owner claims portal shows claim status (Ryan, Tracker PRO, no date shown).
It runs in the cloud or on premises, and Ryan offers audit defense consulting (Ryan, no date shown). Ryan publishes no pricing, and neither page explains dormancy calculation, so ask for a demonstration with your own property types.
HRS Pro
HRS Pro is the report builder that NAUPA says state unclaimed property programs accept in its free basic version (NAUPA, no date shown). The HRS Pro site names Neumo as the provider. The free Standard edition produces NAUPA II reports for all states, Puerto Rico and DC, with owner letters, but is limited to one FEIN, one user and fewer than 100 properties per state report, with no export or support. Enterprise, from $499 a year, adds export, support, multiple users and unlimited FEINs and properties (HRS Pro, no date shown, checked October 12, 2026).
Its site does not describe dormancy calculation, so you decide what is reportable before import.
Products we could not confirm
Wolters Kluwer and Avalara are sometimes mentioned in this category. On October 12, 2026, we could not find a current unclaimed property reporting product on either company’s public pages (Avalara’s property products cover property tax), so both are left out.
Comparison table
| Product | Best fit | Dormancy and due diligence | Filing and published price |
|---|---|---|---|
| HRS Pro Standard | One FEIN, under 100 properties per state | Owner letters; dormancy not described | NAUPA II file for all states; free |
| HRS Pro Enterprise | Multiple FEINs, in-house team | Owner letters; dormancy not described | NAUPA II file, Excel/CSV export; from $499 a year |
| Sovos ReportMyUP | Up to 5 FEINs, under 50,000 records | Dormancy from last activity date; standard state thresholds; letter library | E-files to 30+ states; price not published |
| Sovos UP Enterprise | Many states, entities and records | Custom thresholds and letters; audit trail; ledger reconciliation | E-files to 30+ states; price not published |
| Ryan Tracker PRO | Complex, multi-holder reporting | Exemption analysis; templated letters with USPS tracking | NAUPA layout for 54 jurisdictions; price not published |
What ERP data feeds the tool
The report is only as good as the extract. Plan for these feeds:
- Outstanding checks from bank reconciliation for operating, payroll and refund accounts: check number, date, amount, payee ID.
- Vendor master: name, remit-to address and taxpayer ID.
- Payroll register: employee name and last home address, usually from the payroll system.
- AR credits: open credit memos, overpayments and unapplied cash, with the date each arose and the billing address.
- Entity data: FEIN and state of incorporation per legal entity, which drives the secondary rule.
Sovos’s bulk import template uses these fields, among others: property code, owner last name or business name, property ID, property description, state and last owner activity date, with a country code for foreign addresses (Sovos Docs, last updated September 15, 2026). Tracking these balances on a monthly AP and AR dashboard keeps the year-end extract small.
Voluntary disclosure agreements and audit risk
Software does not fix years you never reported, and those years carry the audit risk. Delaware law allows an examination to reach back 10 years from the earlier of an examination notice or a Secretary of State voluntary disclosure notice. Estimation is barred without the holder’s written consent, but only if the holder filed all required reports and kept its records (12 Del. C. §§ 1172 and 1173, no date shown).
Delaware generally must invite you into its voluntary disclosure program before opening a new examination. You have 90 days to return the intent form and 2 years from acceptance to sign and pay or enter a payment plan, and good-faith completion waives interest and penalties (12 Del. C. § 1173). The program also offers audit protection and indemnification against other states and claimants (Delaware Secretary of State VDA program, modified November 13, 2025).
California’s Voluntary Compliance Program can waive interest for enrolled holders with past-due property who complete its requirements, including training (California State Controller, no date shown). Sovos and Ryan both sell this kind of help alongside their software. To build unclaimed property checks into close and approval workflows, see our guide to ERP software for financial control and compliance.
Costs
Only HRS Pro publishes prices: Standard is free and Enterprise starts at $499 a year. Sovos prices are custom by need and service level, and Ryan publishes no pricing and offers a demo on request. Budget separately for letter postage, staff time on the ERP extract and, for back years, consulting fees.
Worked example
Illustration. The company, owners and amounts are invented. State rules are from the sources cited above.
A distributor incorporated in Delaware and based in Texas finds three items in its October 2026 review:
- Customer credit memo, $1,250. Created February 2023 for a customer in Fresno, California. With 3-year dormancy it became dormant in February 2026. It exceeds California’s $50 threshold, so it needs a letter before the next notice report, then remittance in the following June 1-15 window if unclaimed.
- Vendor check, $3,400. Dated May 2021 with a blank vendor address, so the secondary rule points to Delaware, where 5-year dormancy ended in May 2026 and the next report is due March 1, 2027. AP then finds an Ohio address on old invoices, which moves the item to Ohio under the primary rule.
- Payroll check, $480. Dated August 2025 to a former employee in Texas. Texas wages go dormant after 1 year, and because the check exceeds $250, notice is required at least 60 days before delivery.
Three items, three states, three clocks. Multiply that by hundreds of items and spreadsheets stop being reliable.
Our independent take
No single product wins for every holder. HRS Pro is accepted by the states and costs little, but you calculate dormancy yourself. Sovos covers the widest range of company sizes, from self-service to managed services, but requires a quote. Ryan Tracker PRO suits complex multi-holder reporting, also at an unpublished price. Whichever you choose, fix owner addresses and last activity dates in your ERP first, because no tool corrects bad source data.
Buyer scenarios
A single-entity company with a few dozen items a year. Use HRS Pro Standard while each state report stays under 100 properties, and move to Enterprise when you add a second FEIN.
A mid-size company reporting in 20 or more states. Shortlist Sovos ReportMyUP or UP Enterprise and Ryan Tracker PRO. Give each the same sample extract and compare how they assign states and due diligence windows.
A company that has never filed. Talk to an adviser about Delaware’s VDA program or California’s VCP before you file anything.
When you do not need dedicated software
With one legal entity, a few states and few items a year, state online filing or the free HRS Pro edition is usually enough. You can also cut volume by paying vendors and employees electronically, as our guide to AP automation explains. Paid software earns its cost with multiple FEINs, customer credits in many states or a history of audit notices.
How we researched this
We read NAUPA’s format and state pages, California, Texas and Delaware holder guidance and statutes, Delaware’s VDA page and Delaware v. New York. We read vendor documentation for Sovos, Ryan and HRS Pro, and reviewed the pages ranking for “unclaimed property reporting software,” mostly vendor pages and directories that list products without explaining priority rules, ERP extracts or voluntary disclosure. All sources were checked on October 12, 2026.
Related guides
- Positive Pay: How It Stops Check Fraud (2026)
- General Ledger Reconciliation: Steps, Frequency and Review
- Credit Memo: Definition, Example and Journal Entry
Frequently asked questions
What is the NAUPA file format?
It is the standard electronic layout and property code set for holder reports, approved by the National Association of Unclaimed Property Administrators and used by all 50 states since 2004. NAUPA II is current; NAUPA III is in development and will run alongside it during a transition.
Which state do I report unclaimed property to if I have no address?
You report it to your state of incorporation. The owner’s last known address in your records comes first, and the state of incorporation takes the property only when no address exists or the address state does not provide for escheat.
Do customer credit balances count as unclaimed property?
Yes. Credit memos, overpayments and AR credit balances have their own property codes and dormancy periods. NAUPA’s state pages list 3 years for credit memos in California and Texas and 5 years in Delaware.
What is an unclaimed property voluntary disclosure agreement?
It lets a holder that has not reported come forward, review its records and pay what it owes in exchange for relief. Delaware’s program waives interest and penalties and gives audit protection; California’s can waive interest.
How far back can an unclaimed property audit go?
In Delaware, an examination can generally reach back 10 years from the earlier of the examination notice or a voluntary disclosure invitation. Longer periods apply where there is fraud or wilful misrepresentation, and other states set their own limits.
Sources
- NAUPA, Reporting software and NAUPA file format, no date shown, checked October 12, 2026. unclaimed.org
- NAUPA, State reporting pages for California, Delaware and Texas, no date shown, checked October 12, 2026. California, Delaware, Texas
- New Jersey Unclaimed Property Administration, Property type codes, updated June 2022. nj.gov
- California State Controller, Holder reporting general information, Rev. October 2022. sco.ca.gov
- California State Controller, Voluntary Compliance Program, no date shown. sco.ca.gov
- Texas Comptroller, How to file, page modified December 3, 2024. comptroller.texas.gov
- Texas Property Code Chapter 74, Section 74.1011, no date shown. legis.texas.gov
- Delaware Code Title 12, Chapter 11, Subchapter II, Sections 1172 and 1173, no date shown. delcode.delaware.gov
- Delaware Secretary of State, Unclaimed property voluntary disclosure agreement program, modified November 13, 2025. vda.delaware.gov
- Texas v. New Jersey, 379 U.S. 674 (1965), Justia, no date shown. supreme.justia.com
- Delaware v. New York, 507 U.S. 490 (1993), Justia, no date shown. supreme.justia.com
- Sovos, Unclaimed property reporting products, page modified October 8, 2026. Sovos sells the product. sovos.com
- Sovos Docs, About ReportMyUP, last updated September 30, 2026. Sovos sells the product. docs.sovos.com
- Sovos Docs, Add properties, last updated September 15, 2026. Sovos sells the product. docs.sovos.com
- Sovos help center, Key concepts, no date shown. Sovos sells the product. up.help.sovos.com
- Sovos, Sovos buys Keane’s unclaimed property consulting services and software, July 23, 2020. sovos.com
- Ryan, Tracker PRO, no date shown. Ryan sells the product. ryan.com
- Ryan, Unclaimed property software, no date shown. Ryan sells the product. ryan.com
- HRS Pro (Neumo), Editions and pricing, no date shown, checked October 12, 2026. HRS Pro sells the Enterprise edition. hrspro.unclaimedproperty.com
Sherman Hsieh
Independent analysis of enterprise software — ERP, CRM and more
