I use SSN not EIN number for my 1099's The numbers are formatted differently. How do I change the format to account for SSN?

Hello there, laurajimvio.

I've got steps to ensure you can change and enter the Social Security Number (SSN) into QuickBooks Online for your 1099's.

Please know that the Social Security Numbers are formatted in XXX-XX-XXXX, while Employer Tax ID numbers are XX-XXXXXXX. That said, the details that show on the 1099 depend on the business account information you set up. 

I recommend entering your SSN in the company settings. This way, the number will just auto-populate when you prepare or print 1099 forms.

Here’s how:

1. Go to the Gear icon.
2. Click the Accounts and Settings tab.
3. Choose the Company bar and tap the Company name section.
4. Select SSN and enter the SS number in the field provided.
5. Click Save, and then Done.

I’ve added these resources to guide you through preparing and filing your taxes:

• Create and file 1099s using QuickBooks Online.
• File your sales tax return and record tax payment in QuickBooks Online.

If you need further help or clarification about the SSN topic, please let me know in the comment section below. I'm always here to help when you need additional assistance, laurajimvio. Keep safe.

I'm curious if this worked for you.  Because I keep updating the SSN format in the company set up and when I go to the 1099's is says the EIN format is required.

Thanks for joining the thread, lauran.

Let me share additional details about entering Employer ID Numbers (EIN) and SSN Social Security numbers (SSN) in QuickBooks Online (QBO).

In QuickBooks, the EIN should be entered in the company profile, not the SSN, since SSN is required for employees and contractors. 

The IRS assigns Employer ID Numbers, also known as Federal Tax Identification Numbers, to business entities. In general, the IRS uses EINs to track payroll tax liabilities and payments. 

On the other hand, employees must have a valid Social Security number for payroll. This info goes on your employees' W-2s and oftentimes times State Unemployment Insurance tax forms.

Check out these articles for more details about SSN and EIN in QuickBooks:

• What are EIN and TIN numbers?
• Understand the difference between a Social Security number and an Individual Taxpayer Identification...

Here's how to update EIN:

1. Go to the Gear icon, then Account and Settings.
2. Select Company, then Edit icon in the Company name section.
3. From the EIN section, select and enter the EIN.
4. Also, If you can’t edit the Company name, Legal name, or EIN, or you see Error -7000, edit your company info in your payments and payroll accounts first.
5. Then click Save and Done.

For reference, here's an article for you: Change your business name, contact info, or EIN in QuickBooks Online.

To modify SSN:

1. Go to Payroll, then select Employees.
2. Select your employee.
3. From Personal Info, click Edit.
4. Next to the Social Security number, select View/Edit to update the info.
5. When finished, select Save.

You may visit this article for details: Correct your employee's Social Security number.

Moreover, you can refer to my colleague's response about the SSN and EIN format.

You'll want to visit this link to learn more about the 1099 forms and how to prepare for the upcoming tax season: Get answers to your 1099 questions.

Tag me in the comment section if you have follow-up questions. I'm always here to help you.

I have SSN entered under company info.  Still it prints with EIN format

I used Quick Books desk top for years.  It allows the SSN format

The same result for me!

That is only partially true.  I have used SSN number for my business for 35 years.  

I had been using QuickBooks Pro desktop.  It allows for the SSN format on the 1099.

It also prints the 1096, which quickbooks onoine does not.

I am not very happy with this situation.  

Yes - many companies (sole proprietorship and trust) use a SSN and the IRS does not always issue a TIN unless requested.  It's strange because I have a new entity that's allowing the SSN for the payer but the older QBO profiles/account don't allow it. 

I have Quickbooks Online Plus. It will NOT allow me to use my SSN when creating 1099s. My company is a single member LLC and I have used my SSN since inception. I can input my SSN on the company info page but cannot change the EIN designation to SSN.  What am I missing?

I show it is my social when I am confirming my company info when creating 1099's. So why does it switch formats and print out as an EIN?

I have Quickbooks Online Plus. It will NOT allow me to use my SSN when creating 1099s. My company is a single member LLC and I have used my SSN since inception. I can input my SSN on the company info page but cannot change the EIN designation to SSN. Same with the info on the payroll page - won't accept SSN. What am I missing?

I understand the need to accurately file and print 1099s with the correct format, macp and janedoe11. Let me share additional insights to clear things up for you. 

As mentioned by my colleague, GebelAlainaM above, an Employer ID Number (EIN) should be entered in your company profile since QuickBooks only has EIN format on 1099s. 

As the IRS assigns EINs to business entities, these are used to track payroll tax liabilities and payments. Thus, a Social Security Number (SSN) is required for employees and contractors only.

With this, you may consider updating your EIN information in your account. To do this:

1. Go to Settings, then Account and Settings.
2. Select Company, then Edit icon in the Company name section.
3. From the EIN section, select and enter the EIN.
4. Also, If you can’t edit the Company name, Legal name, or EIN, or you see Error -7000, edit your company info in your payments and payroll accounts first.
5. Once done, click Save and Done.

In addition to that, if you want to apply for an EIN and learn more about the requirements, you can visit the IRS website.

Moreover, you may utilize this guide to learn more about 1099s: Get answers to your 1099 questions.

I'll always be available in this forum if there's anything else you need further assistance with when managing 1099s in your file. Let me know in the comments below and I'll make sure to provide additional help. Keep safe and have a great day ahead!

I appreciate the standard reply, but the IRS recognizes businesses that operate with a SSN as their business identification. I have a single member LLC and have been reporting 1099's for years - using my SSN, which is recognized by the IRS.  Are you telling me that I cannot provide a 1099 form in QBO that will show a SSN as the business ID? 

Hello there, @macp.

I understand your concern about using SSN for your 1099's. Allow me to chime in and share some information about this.

In QuickBooks, it's important to input the EIN in the company profile, not the SSN, as the SSN is needed for employees and contractors. The IRS issues Employer ID Numbers (EINs), also known as Federal Tax Identification Numbers, to business entities. Typically, the IRS uses EINs to monitor payroll tax liabilities and payments.

Still, I recommend sending your valuable feedback to our Product Development team. By sharing your insights about it, our developer might include this in the next product enhancements. Here's how:

1. Sign in to your QBO account.
2. Go to the Gear icon.
3. Select Feedback under Profile.
4. Enter your suggestion. Then, click Next.

Also, I'm including this article to help answer the most commonly asked questions about 1099s in QuickBooks: 1099 concerns.
 

We always want to hear your suggestions as we continue developing the product as best for your business. Feel free to comment below if you have other concerns with QuickBooks. Take care always.

That is the same complaint I have!  Hopefully it’s just a glitch and the developers can fix it. 

Same. And I wasted 5 hours between 4 calls to get to finally hear, "this is the correct way" from quickbooks after we tried a bunch of different things to fix it. 

Is there a way to get a copy of the 1096 printed? 

Hi there, Kenny.

Rest assured, I'm here to guide you to where you can get a copy of the 1096 forms. QuickBooks Online and QuickBooks Contractor Payments currently don't provide Form 1096. However, you can contact the IRS to request a copy of the form or order it from their website

If you are filing electronically, Form 1096 isn't required by the IRS. In this case, you can print your 1096 forms outside QuickBooks. Enter the same info based on your different IRS tax forms.

You can also learn how to view your previously filed tax forms and payments in QuickBooks Online. 

Let me know if you have additional concerns about printing 1096 forms in QuickBooks Online. I'm always here to help.

I was told that also.  I know if you put EIN format when it's a SSN, the IRS will reject it.

I find it very sad that I have to print my 1096 from my quickbooks desktop.  I'm paying for quickbooks online, it should do all that  my quickbooks desktop did.  

I am having this issue, too. I have contractors who I can typically add as an individual. I have one contractor who works through his company and is a sole proprietor. So, he would not have an EIN, only a social. When I click on the add a business contractor, it only allows an EIN to be used,  not the SSN of the sole proprietor. He is not an employee, so using an employee category is not appropriate. So, where do we put sole proprietors who are operating under their business but do not have an EIN?

Hello! I think this is only helpful when the business has an EIN and is not a sole proprietor operating as a business with only their SSN. I have contractors, no employees.  This contractor is a sole proprietor and wants his 1099 to reflect his business name. When going to contractor and filing as a business, there is no option to add a social security number, only an EIN. Is there another option to adding them? Vendor, perhaps? 

They will have a HUGE problem on their hands if that's the case. They are instructing people to do it this way and they are an accounting software. This seems like it should be such an easy thing to fix. I covered my butt though and got everything in writing. Am talking to an attorney about them putting in writing that I should just make up a random EIN for us and file it that way. 

Is there any way to get anything in writing from QuickBooks official saying that the IRS is completely fine as a Sole proprietor filing their TIN in EIN format instead of SSN format? Not just something in a chat froup. That's what customer service is telling people on the phone, but when I asked for it in writing, they just referred me to these chats. My boss doesn't believe me, and I spent hours and hours trying to get the formatting to her liking. BTW, one of your people in a chat also said that QuickBooks doesn't support sole proprietor's filing 1099's.

I have done all that.  the number will just auto-populate when you prepare or print 1099 forms.

On my company page its marked SSN.  When you preview company info before printing, it is SSN formatted.

But when you preview the 1099 it is EIN formatted.  I did a screen share with a Quickbooks person.  She saw what I was saying.  Her response was its fine.  You can go to IRS website and see that it is not fine.