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Create and file 1099s with QuickBooks Desktop

SOLVEDby QuickBooks102Updated 1 day ago

Learn how to prepare and file your federal 1099s with QuickBooks Desktop or QuickBooks Desktop for Mac.

If you pay contractors in cash, check, or direct deposit you'll need to file 1099s with the IRS. QuickBooks Desktop can help you prepare your 1099s from the info you already have in your account.

Note: You can also prepare 1099s in QuickBooks Contractor payments. To learn if QuickBooks Contractor Payments is right for you, see Create and file 1099s with QuickBooks Contractor Payments if you use QuickBooks Desktop.

Follow the steps below to create your 1099s in QuickBooks Desktop. After you prepare your forms, you'll choose to file them online or print and mail them to the IRS. Likewise, you'll also choose if you want to email copies to your contractors or mail them printed 1099 copies. Let's get started.

Update your QuickBooks to process your 1099-NEC and 1099-MISC forms.

IMPORTANT: You must be on the latest release for your 1099s to print correctly.

Follow these steps to create your 1099s.

QuickBooks Desktop

  1. Go to Vendors, then select 1099 Forms, then Print/E-file 1099 Forms.
  2. Create a back up.
  3. Select Get started for the 1099 form you want to create. If you need to create both 1099-NEC and 1099-MISC, you’ll need to repeat the steps for the other form. Important: There are changes to the 1099 forms and boxes, so choose your forms carefully. Most businesses will choose “Nonemployee compensation, Box 1 on the 1099-NEC, but check with your accountant if you think you might have made other types of payments.
    • If you’re filing for New Jersey or Wisconsin, 1099 forms filed in these states have special rules for boxes 16 and 17. See File your state 1099 forms.
  4. Select vendors that need a 1099 form and select Continue.
  5. Verify the vendor information is correct. You can edit any incorrect information by double-clicking on the section that needs updating. Select Continue.
  6. Map the vendor payment accounts. Go to the drop-down in the Apply payments to this 1099 box section. Select the account you want to link the payment to. If any boxes are gray, they are mapped to the other 1099 form. You only map accounts to one 1099 form. When complete, select Continue. Note: If you see a message in red stating your settings do not match the current IRS thresholds, select Show IRS 1099-MISC filing thresholds and choose Reset to IRS Thresholds.
  7. Review your payment information for exclusions. For more information on what can be excluded see What payments are excluded from a 1099-NEC and 1099-MISC? Select View Included Payments or View Excluded Payments to see detailed reports. Select Continue.
  8. Review the vendors and amounts you're going to report. Select Continue. Note: If you want to see the vendors who don't meet the IRS threshold, select View Summary Report.
  9. Choose whether to print 1099s or e-file. If you choose to continue to e-file your 1099s, follow the steps below.
Starting tax year 2023, if you have 10 or more combined 1099s, W-2s or other federal forms to file, you must file them electronically. To learn more, see IRS and Treasury issue final regulations on e-file for businesses.

QuickBooks Desktop for Mac

  1. Create a backup.
  2. Go to Vendors, then select 1099 Forms, then Print or E-file 1099/1096...
  3. Select Get started on 1099-NECs or Get Started on 1099-MISCs for the 1099 form you want to create. If you need to create both 1099-NEC and 1099-MISC, you’ll need to repeat the steps for the other form. Important: There are changes to the 1099 forms and boxes, so choose your forms carefully. Most businesses will choose “Nonemployee compensation, Box 1 on the 1099-NEC, but check with your accountant if you think you might have made other types of payments.
    • If you’re filing for New Jersey or Wisconsin, 1099 forms filed in these states have special rules for boxes 16 and 17. See File your state 1099 forms.
  4. Select vendors that need a 1099 form and verify the vendor information is correct. You can edit any incorrect information by double-clicking on the section that needs updating. Select Next.
  5. Map the vendor payment accounts. Go to the drop-down under Account and select the account you want to link the payment to. If any boxes are gray, they are mapped to the other 1099 form. You only map accounts to one 1099 form. When complete, select Next.
  6. Review your included and excluded payments. For more information on what can be excluded see What payments are excluded from a 1099-NEC and 1099-MISC?
  7. Select View Included Payments or View Excluded Payments to see detailed reports. Select Next.
  8. Review the vendors and amounts you're going to report. Select Next.
  9. Choose whether to print 1099s or e-file. If you choose to continue to e-file your 1099s, follow the steps below.
Starting tax year 2023, if you have 10 or more combined 1099s, W-2s or other federal forms to file, you must file them electronically. To learn more, see IRS and Treasury issue final regulations on e-file for businesses.

After preparing your 1099s in QuickBooks, select the E-file button to follow the onscreen steps to import your data into your Tax1099 account.

For additional help, see these Tax1099 articles about importing using the Web Connector or the Plugin.

After importing, you'll see the Tax1099 Dashboard displaying the list of vendors, amounts, and boxes. From here:

  1. Select the vendor name or the Edit button to edit the vendor or box information, then select Update. Note: Changes you make in Tax1099 don't flow back to your QuickBooks company file.
  2. If you need to file 1099s with your state, enter the information under the appropriate state boxes.
  3. Select the vendors you want to upload to e-file by checking the box, then select Next. If there are any errors, a pop-up message will appear. Once corrected, select the vendors again, then select Next.
  4. Select the vendors by checking the box next to the Date column. Choose how you want to send copies to the recipient/vendors by checking the box under USPS Mail or Email Recipient. You may also select Download Multiple PDFs to provide vendors their copies yourself. Note: There is an extra fee if USPS Mail is selected.
  5. If you need to file with your state, choose them here, then select Next or Calculate Tax1099.com Fee to see the total filing fee.
  6. When you are finished with the options on the Select Forms page, you're taken to the Payment page. Once you enter your payment info, select Pay & Submit to e-File.
  7. If you need to create both 1099-NEC and 1099-MISC, you’ll need to repeat the steps for the other form.

After you've submitted your 1099s to the IRS, go back to your account to check their status. Follow the steps in this Tax1099 article, How can I check the submission status of my tax forms?

FAQs

The IRS requires you to file a Form 1099-NEC for any non-employee that you:

  • Paid $600 or more in cash, check, or direct deposit during the previous year.
    • Note: Note: The IRS doesn't allow certain electronic payments to be reported on Form 1099-MISC or 1099-NEC. These payments include credit card, debit card, gift card, or PayPal payments. QuickBooks Desktop automatically excludes these for you. The payment companies will report those payments so you don't have to.
  • Withheld any federal income tax from under the backup withholding rules.

1099s are due to the IRS and your contractors by January 31. However, we recommend you early to be sure your 1099s can be postmarked to your contractors by January 31. You can e-file 1099s through January 31 to be on time with the IRS. For more info see this Tax1099 article 1099/Tax/How late can I file and still get forms to the IRS and recipients in time?.

Some states require separate filing. For more info, see File your state 1099 forms. If you use Tax1099 to e-file state 1099 e-filing may be supported for an additional fee.

For instructions on uploading or importing data for another company file, refer to this Tax1099 article, How do I import a different company (payer) in QuickBooks Desktop (QBD)?

For instructions on correcting your 1099s, refer to this Tax1099 article, What kinds of corrections can I make to 1099 forms after they have been submitted?

Once you've created and submitted your forms, you may find you need to view, print, email, or mail them. Follow the steps in this Tax1099 article, Where Can I See My Submitted Forms? to perform any of these actions.

For additional help or troubleshooting steps, see this Tax1099 support page.

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