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Manage contractor and vendor W-9 invites

by Intuit• Updated a day ago

Learn how you can invite your vendors or contractors to add their own 1099 tax info.

In QuickBooks Online, you can view a list of recipients who seem to meet the criteria for receiving a 1099 form. Then see which vendors have missing info and send a bulk invite to get the info you need to complete their 1099s. If you use our 1099 e-file service, your contractors will also be able to view and get their 1099s from the same account. 

Need more info about W-9s? A W-9 lets you gather your contractor's name, address, and tax ID. You’ll need this info to e-file a 1099 and stay compliant. For more info about W-9s, see Instructions for the Requester of Form W-9.

Step 1: View a list of recommended contractors

We’ve created a list of contractors who seem to meet the criteria for a 1099.

  1. Go to the Tax Filings tab.
  2. Select Gather recipient tax info.

To prepare for 1099 filings, QuickBooks compiled a list of recipients who may meet the criteria for a 1099 form. Here’s how we made the list.  

First, the IRS requires services, not products, to be reported on 1099s. To find all the services you paid for, we check your chart of accounts. QuickBooks reviews the names of the accounts that might be related to 1099s, contractors, or services.  Then QuickBooks identifies the vendors you paid in the last year out of those accounts. 

Next, QuickBooks automatically excludes items from the list for the following reasons:

  • Payments made via credit card, debit card, or third-party system, such as PayPal or Venmo to vendor. This is because the financial institution reports these payments on a 1099-K, so you don't have to.
  • Payments below the reportable 1099 threshold. Usually, this is less than $600.
  • Payments made to  known corporations like Home Depot or Intuit. Corporations don’t need 1099s.
  • Typically, reimbursements don’t need to be included in the total amounts. We excluded those, too - based on the chart of account names. This can vary, so check with your accountant if you are not sure. 
  • Contractors and vendors residing outside the US don’t typically require a 1099 form.

Step 2: Review your list to learn what action you need to take

Look through this list to see who we recommend giving a 1099 to and what info you need to create them.

1099 Tracking -  Select Review to see why we recommend that contractor. If you agree, select Track for 1099. Select Remove from list to not provide a 1099.

Needs info - The message under the Address or EIN/SSN columns means they are missing critical info for their 1099. Follow the steps to invite your vendor to provide the info in a W-9.

If you think someone is missing, add them to the list.

  1. Select Include more recipients.
  2. Vendors you have removed from the main list, or contractors we don’t recommend filing 1099s for are listed here. To learn more about why a vendor isn't recommended for 1099 filing , select Why not.
  3. If you’d like to add the contractor to the list, select + Add.
  4. Select Done.

If you think a contractor shouldn’t get a 1099 you can remove them from the list. Remember, if they do qualify for a 1099 and you don’t file, you could receive a tax notice.

  1. Select Remove -.
  2. Select Yes, remove.

Step 3: Create W-9 invites

Invite your contractors to fill out their W-9 online and provide you any missing info you need to complete their W-9.

  1. Select Create W-9 invites.
  2. Select view to see the invites ready to send. If you have any email addresses, add them here.
    NOTE: Double-check the email addresses are correct. They can’t be edited later.
  3. When you are ready, select Send invites.
  4. You’ll see a status of Requested next to everyone who received an invite. Your vendor will get an email invitation to create a QuickBooks Money account, which they can use to complete a W-9 form. 
  5. When the vendor completes the W-9 form, you'll receive an email confirmation and their info will be updated in QuickBooks Online automatically.
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