Manage contractor and vendor W-9 invites
by Intuit•7• Updated 1 week 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.
- Go to the Tax Filings tab.
- Select Gather recipient tax info.
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.
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.
- Select Create W-9 invites.
- 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. - When you are ready, select Send invites.
- 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.
- 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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