Showing results for 
Search instead for 
Did you mean: 
1 helpful vote

Set up a 1099 vendor and print forms

Learn how to set up a 1099 vendor and print 1099/1096 forms in QuickBooks Desktop.

Before setting up a 1099 vendor in QuickBooks Desktop, check the IRS guidelines. This will tell you if  your vendor falls under the Independent Contractor category.

Before you can set up a vendor in QuickBooks Desktop, turn on the 1099-MISC feature:

Note: The Print 1099s/1096 option appears only when you activate the 1099 miscellaneous feature in QuickBooks Desktop.
  1. Select Edit and then Preferences on the Toolbar.
  2. From the left select Tax: 1099.
  3. Select the Company Preferences tab.
  4. Next to Do you file 1099-MISC forms? select Yes.
  5. Select OK to save the preference.

Once the 1099-MISC feature is turned on you can then add a vendor:

  1. Select Vendors and then Vendor Center on the Toolbar.
  2. Select the New Vendor drop-down arrow and choose New Vendor.
  3. In the Vendor Name field, enter the name of the vendor as you'd like it to appear on your Vendors list. (For example, if the vendor is an individual and you list individuals by last name first, that's how you should enter the name.)
  4. On each tab, enter information as needed.
  5. You can edit the vendor to add more information later.
  6. Select Ok.

To set up vendors to receive Form 1099-MISC in QuickBooks Desktop:

  1. Select Vendors and then Vendor Center on the Toolbar.
  2. Right click on a vendor's name and then select Edit Vendor.
  3. Select the Address Info tab and validate the data.
    • Make sure the Address field contains the appropriate two-letter state abbreviation and the correct ZIP code.
    • If the vendor is a person, the vendor's legal name should appear in the First Name, M.I., and Last Name fields.
    • If you know the company name but not the person's name, leave the Company Name field blank to prevent double names from appearing on the 1099-MISC form.
  4. Select the Tax Settings tab.
  5. Checkmark the Vendor eligible for 1099.
  6. Enter the vendor's tax identification number in the Vendor Tax ID field. Select OK.
  7. Repeat steps 2 through 6 for each 1099-eligible vendor.

You can set up an expense account in QuickBooks Desktop:

  1. Select Edit and then Preferences on the Toolbar.
  2. From the left select Tax: 1099.
  3. Select the Company Preferences tab.
  4. Next to Do you file 1099-MISC forms? select Yes.
  5. Next to If you want to map your account to boxes on Form 1099-MISC, click here, select the click here link. The QuickBooks 1099 Wizard will open and the QuickBooks Desktop accounts to track payments to your 1099 vendors will be listed
  6. In the Apply payments to this 1099 box column, select the drop-down menu and choose the appropriate 1099-MISC box.  Most Vendors get paid through Box 7: Non-employment Compensation, although you will want to ask a tax professional first before selecting which box to use. (Note: The only supported boxes QuickBooks Desktop support are in this list.)
  7. Choose an 1099-MISC box for each account listed or choose Omit these payments from 1099.
  8. Select Save & Close once the accounts have been mapped.

To print forms 1099/1096 you must be in single-user mode, and must have pre-printed 1099 and 1096 forms to do this.  You also have the option to e-file your 1099 forms to the IRS.

  1. Use the QuickBooks Desktop 1099 Wizard to verify all your 1099 information.
  2. In the QuickBooks Desktop 1099 Wizard, at Step 6: Choose a filing method, select Print 1099s.
  3. (Note: After selecting  Print 1099s, Wisconsin customers are presented with the following message. After reading the message, select  OK to proceed through the print flow.
    Wisconsin additional 1099 data after printing in QuickBooks Online The message states "From Tax Year 2016, the State of Wisconsin mandates Employers (doing business in WI or paying contractors living in WI) to include state-specific information in boxes 16 and 17. After printing the 1099-Misc from QuickBooks Desktop, you are required to manually enter these 2 fields as applicable.")
  4. Select the date range from which the 1099s were paid and select  OK.
    Select date range for printing 1099 forms in QuickBooks Online
  5. Select the 1099(s) or 1096(s) you want to print and select the Print 1099 or Print 1096 button accordingly.

    Select 1099 forms to print in QuickBooks Online

  6. You can choose to preview the forms first if you want. Select the Preview 1099 button before printing to review and check the alignment:
    • Select File on the menu bar
    • Choose Printer Setup.
    • From Form Name, choose 1099s/1096 from the list.
    • Select the Align button and adjust alignment as needed.
    • Select OK, and then OK again to save your changes.
  7. After you have previewed, you can then select the Print 1099 button to print the 1099 or the Print 1096 button to print the 1096.
  • If you have a page-oriented printer, it's simpler to print copies separately than all at once.
  • Do not collate your preprinted forms before putting them into the printer. Instead, start by loading all the Copy 1 forms. After you have printed all the Copy 1 forms for each vendor, load and print the Copy 2 forms.
  • Copy A (nonperforated) is for the IRS. Copy B (perforated) is for the vendors. Each page prints 2 vendors per page.
  • Alignment will ask you to select -1 to bring the print down or +1 to bring the print up. This will lower or raise the print 1/100th of an inch.

E-file forms

You can opt to e-file forms. You may use our 1099 E-File Service to file your 1099 and 1096 forms electronically from QuickBooks Desktop.

Frequently Asked Questions

There are three name fields in QuickBooks Desktop:

  • Vendor Name
  • Company Name
  • Full Name: First Name, Middle Initial, Last Name

Information in these fields are used to populate the names on 1099-MISC forms. Here are the possible scenarios based on what is entered in these fields:

Vendor Name and Company Name both have values in QuickBooks Desktop  The Vendor Name and Company Name will both be displayed on the 1099-MISC Form

Vendor Name is blank and the Company Name has a value in QuickBooks Desktop The Vendor Name cannot be blank (an error will appear). However, you can specify the Vendor Name and leave the Full Name fields blank. In this case, only the Company Name will be displayed on the 1099-MISC Form.

Vendor Name has a value and Company Name is blank in QuickBooks Desktop Only the Vendor Name will be displayed on the 1099-MISC Form

Vendor Name, Company Name and Full Name fields are all different in QuickBooks Desktop Only the Full Name and Company Name will be displayed on the 1099-MISC Form, the Vendor Name will be ignored.

Note: Vendor Name is auto-populated with the information provided in the Full Name fields, unless the Vendor Name is manually changed.

Form 1099 is generally printed two or three to an 8x11 inch sheet. Even if only only form for one sub contractor is completed, you should submit the entire sheet. You must send the forms to IRS in a flat mailing (not folded). See also General Instructions for Certain Information Returns

Envelopes for printed 1099 forms

Intuit offers 1099 Forms (2 per sheet) with size 8 x 11 inclusive of compatible double-window envelopes with size 5 5/8'' x 8 3/4" that are compatible with all versions except 2010 and earlier. If printing from QuickBooks Online, compatible with QuickBooks Online Plus only. You can order the forms and envelopes.

Contractors or vendors must receive copy of their 1099-Misc form on January 31, 2019. Due date is extended if you are reporting in boxes 8 or 14.

Public Law 114-113 requires Form 1099-MISC to be filed with the IRS on or before January 31, 2019, when you are reporting non-employee compensation payments in box 7 (this applies for BOTH paper and electronic filing). File Copy A of the 1099-MISC form with the IRS by February 28, 2019. If you file electronically, the due date is April 1, 2019.

No. Assisted Payroll does not support filing of 1099/106 forms. The fastest way to file your 1099/1096 forms from QuickBooks Desktop is by using our 1099 E-File Service.

Related Articles

Was this helpful?

You must sign in to vote, reply, or post

Need to get in touch?

Contact us